If you’re like over 80% of small businesses, then there’s a good chance that you rely on some sort of manual data entry system.
Though it might sound like a good way to cut costs at first?
The truth is that you’re putting yourself at risk for human error. You’re also losing valuable business hours that could be better spent on customer outreach and increasing sales.
Of course, it’s no secret that data entry can make for a pretty mind-numbing day at the office, too.
In short: now is the time to get serious about hiring a data entry service.
But what should you look for in the right data entry outsourcing company?
Keep on reading this post to find out.
1. Put Security First
Did you know that about 60% of small businesses close within just six months of a major data breach?
We don’t tell you this to frighten you, but rather to encourage you to take the security mechanisms that potential data entry services can provide seriously.
Plus, depending on the type of business you’re in (such as healthcare or finance) leaked personal information about your clients could land you in serious legal hot water.
Make sure that both physical and cyber security measures are in place before you sign off on data entry outsourcing.
Ask how they’ll back up your data, and even about the kind of security policy they have when it comes to their employees (like non-disclosure agreements, for example.)
2. Ensure They Provide Scalable Solutions
You might be a small business now, but you’re certainly not planning on staying one forever.
However, as you’re still in your growth phase, you don’t want to be forced to pay for services that you don’t really need.
But when you do grow? You don’t want to have to deal with the hassle of switching data entry service providers. Make sure that they’re able to expand with the needs of your business.
3. Ask How You’ll Interact with Your Data
Just because you’re using a data entry service doesn’t mean that you won’t need to be able to access your client and company information at a moment’s notice.
When you’re interviewing potential candidates, make sure that they offer you great accessibility and metrics.
This way, you can stay on top of your inventory, track client orders, take a look at your overall cycle time, and much more. For example, this company provides you with a dashboard that uses QC tracking, automatic data comparison, and much more.
Additionally, remember that part of data entry best practices is giving you those metrics and results in real time.
These are the kinds of tools that will help you to make better decisions, increase your client satisfaction, and above all, keep you informed if there’s an emergency.
4. Look for Constant Availability
In some cases, you may find that there’s an issue in your selling process, an unsatisfied customer, or just another need to examine your data as soon as possible.
When there’s a breakdown, you can’t afford to wait — and your clients certainly won’t want to.
Ask what their protocols are when it comes to data emergencies. If possible, we suggest going with an data entry service that’s available 24/7. It’s not just about making sure that your data is processed and organized as soon as possible (which can prevent a serious backup in your workflow.)
It’s also about knowing that, if the worst happens, you can fix it as soon as is possible.
5. Examine Their Tools
A data entry service could have hired the best team members, have awesome security measures in place, and make sure you have access to your data at all times.
But if they’re not working with high-quality software?
None of that really makes a difference. Ask if they use cloud-based software, which usually allows for data to be much more easily accessible. Understand how the software will help them merge your data, and if it allows for data entry within your specialized industry/field.
Take a look at the layout of the software they’re using, and make sure it’s a good fit for you. How quickly will the software be able to scan and store documents?
These are all things to take into consideration.
6. Read Past Client Reviews
As with nearly any other business, the truth is that you might be dealing with a data entry company that looks amazing on paper, but can’t actually deliver the quality you deserve in real life.
If you plan to outsource data entry, then you need to ensure that you’re not in for any surprises. That’s why it’s so important to take the time to read third-party reviews — not just the testimonials on a website — about the potential company.
Look for similar complaints, and see if the service has even bothered to address them. If possible speak to a few references directly.
You can ask about expediency, any surprises charges, and the client’s overall level of satisfaction with the services they received.
If it looks bad, then you can always hire a temp to help with data entry until you find the right service.
Are You Ready to Hire the Right Data Entry Service?
We hope that this post has given you a few of the most important things to think about when you’re in the market for the top data entry service.
Outsourcing data entry can save you serious time and improve your bottom line — however, you need to make sure your data is in good hands.
Look for excellent software, experience within your industry, superior security measures, and 24/7 availability.
Are you ready to connect with an awesome, reliable data entry service in your area?
If so, then check out our business blog and database to learn what else you need to take into consideration.