Data plays a critical role in driving business decisions in almost every industry today, including health care, retail,

finance,
accounting, and government institutions. A data entry professional is responsible for collecting initial data and entering it into a
system or database. This can also include updating data into an electronic system from existing paper documentation or
transcribing audio or video files into the database.

A data entry job doesn’t typically require specialization. However, most employers want to hire candidates with at least a high
school diploma or bachelor’s degree in any field.

While you may not need a formal degree for this job, a career in data entry requires proficiency in several skills. For example,
you should be able to type quickly and accurately, have an eye for detail, be well-versed in Microsoft Excel, and be able to work
under a deadline.

Here are some important data entry skills that most employers seek:

 Typing speed
 Typing accuracy
 Communication skills
 Time management
 Attention to detail
 Ability to research and collect data
 Understanding of basic software
 Self-motivation
 High level of concentration
 Organizational skills
 Ability to multitask
 Discretion

Typing speed
A data entry job requires you to type a large amount of information, often under a tight deadline. Candidates must have a fast
typing speed and good typing accuracy to accomplish this task.

The more words per minute you can type, the faster you’ll get the job done. While there are no hard and fast words-per-minute
requirements, a candidate should have a minimum typing speed of 40 words per minute (WPM) to achieve a standard efficiency
level as a data entry operator. Some employers may even require a speed of 70 to 90 WPM for higher-paying jobs. Select from a
number of free online typing tests to learn your current typing speed.

If you want to land a job as a data entry professional, you’ll want to hone your typing skills.

Like any other skill, fast and accurate typing really just comes down to practice; the more you do it, the better and faster you’ll
get. However, here are a few additional tips to help you improve your keyboard skills more intentionally:

 Use all 10 fingers while typing. This method helps you type faster than if you were typing with just two fingers, like most
beginners do. You can find a number of tutorials online to learn how to position your fingers for maximum typing
efficiency.
 Look at the screen, not the keyboard. To be a proficient typist, you must train yourself to look at the screen while typing
and let your fingers find the right keys using muscle memory. Switching between looking at both the keyboard and the
screen while typing will slow you down. With enough practice and a conscious effort to keep your eyes focused only on
the screen, you’ll be able to type without looking at the keyboard.
 Use shortcuts. Computer shortcuts can save you time spent switching between the keyboard and mouse. For example,
use the TAB or ENTER buttons to move to the next line. Excel has a number of shortcuts to make your data entry
process quicker.
 Practice, practice, practice. Regular typing practice will make the most significant difference in your speed. Fifteen to
twenty minutes of typing per day is a great start, as it will help you build muscle memory and improve typing speed and
accuracy.

Typing accuracy
While you’ll likely need to have fast typing skills to meet the deadline for the data entry work assigned to you, you must also
ensure that your typing is accurate and has few, if any, mistakes.

Because data analysis serves as the basis for crucial business decisions, an error in data entry can lead to incorrect analyses
and poor decisions, which can be catastrophic for a business.
However, work mistakes happen from time to time, no matter your profession. In data entry jobs, the two most common mistakes
are:

 Transcription error. This is an error caused by pressing the wrong key while typing. For example, you might make a
typo or spelling mistake or miss a number or decimal. This type of error usually occurs when typing hastily.
 Transposition error. This is when you accidentally switch characters or digits while typing, a common mistake when
working with numbers. For example, you might accidentally type 463588 instead of 436588 in an accounting data entry
role .

Quality data is critical for sound analysis and strong business decisions. Strive to avoid any mistakes as a data entry clerk.

Here are some strategies you can implement to ensure better typing accuracy when working your data entry job.

 Understand the data’s importance. Knowing the consequences of data entry mistakes will help you strive to be
thorough with your data entry process.
 Proofread your work. When you improve your typing speed, you will free up time to run through your work and correct
any mistakes you made along the way.
 Step away from your work before proofreading. It can be difficult to spot a typing mistake when you’ve been working
long hours and your eyes are strained from continuously staring at the screen. Take a break from work before coming
back to edit with a fresh perspective.
 Ask for more time. Typing in a hurry often leads to errors and a lower level of accuracy. If you think you’re being rushed
or if the workload is too much for you to handle, ask your employer for more time to ensure accurate work.
 Maintain a sound working environment. Disturbances and distractions are often cause for error. Work in a quiet space
and block out unwanted noises to concentrate better.

Communication skills
A successful data entry clerk needs solid written and verbal communication skills. This is because you might have to transcribe
data from audio or video files, such as a recorded phone conversation or an online meeting, as part of the job. During this
process, you should be able to accurately comprehend, identify, and note the key data points without any interpretational errors.
Strong listening skills will help you catch all the details to ensure the data you enter is complete.

Your data entry job might also include interacting with customers to collect data. Good communication skills will ensure a
productive conversation so essential data doesn’t slip through the cracks.
In addition, your verbal and interpersonal communication skills will allow you to communicate effectively with managers and team
members to ensure maximum efficiency.

A high level of written communication skill is required to enter data free of spelling and grammatical errors.

Here are a few quick tips to improve your communication skills:

 Actively listen. Make it a habit to actively listen during your daily life and personal conversations. Consciously avoid
zoning out or mentally preparing responses, and focus on catching every detail. With practice, good listening skills will
start to come more naturally to you.
 Be succinct. Avoid long, winding sentences in your written and verbal communication. Speak clearly to make your
point, and ensure your writing is brief and to the point (but with enough information for the other person to understand).
Avoid rambling or mentioning unnecessary information.

Time management
As a data entry clerk, you must work under strict deadlines for each assignment. The data you enter is used by other teams in
the company, so a delay in your work affects their productivity, too.

In this regard, time management is an essential skill for your data entry job. Time management will help you comfortably finish
entering data and proofreading your work in the time given to you.

Good time management skills will help you avoid stress and anxiety when facing a lot of work on tight deadlines. It helps you
focus your energy and time in a way that brings out the best results.

In addition, time management skills help you work with increased focus to finish your work while maintaining a work-life balance.

Some ways to manage time efficiently include:

 Planning. Before you start working, estimate how much time each task will take to complete, and plan out your day to
set reasonable goals to get chunks of work done. This will help you stay on track.
 Creating a priority list. Chart out what data needs to be entered urgently and what tasks are second priority. This will
help you prioritize the most critical tasks and do them first.
  Starting early. Don’t wait until four hours before a deadline to crunch in your data; you are likely to make mistakes with
that stress. Start early, and divide your work evenly across the time you have to avoid working in haste. In addition,
getting an early start each day will help you make the most of the hours available to you.
 Learning boundaries. When there’s an extra workload on your plate, say no to offers when you can to maintain focus on
your task and have enough time to finish thoroughly.
 Minimizing distractions. When you’re working, turn off devices that may distract you, or at least disable your
notifications, so you’re less likely to procrastinate and waste time.

Attention to detail
Data mistakes can waste time and money and lead to poor business decisions. This means there’s little room for error in a data
entry professional’s job.

As a data entry worker, you need superb attention to detail to minimize the risk of errors. An incorrectly entered number, full
stop, or comma can significantly impact the data outcomes, so your work must be accurate.

As you improve your typing speed, pay extra attention while checking your work and look for critical details to correct any errors
in your data.

Improve your attention to detail by learning to double check your work efficiently. Check for spelling, grammar, and any other
possible mistakes. If you missed it the first time, you should be able to catch it with thorough checks.

Ability to research and collect data

Many data jobs require you to collect data and conduct initial research. Depending on your field, this research could range from
laboratory experiments to customer research.

For most kinds of research, you should be able to:

 Define the aim of the research

 Identify a reliable source of information
 Find the right people to include in your research
 Gather relevant information
  Record data using data collections tools
 Conduct basic data analysis

To improve your research and data collection skills, you can:

 Talk to colleagues. Speak to existing data entry clerks about their research process, how they identify whether a source
of information is credible, and any other questions. Most people will be happy to share their experiences, and you will
learn from their mistakes.
 Ask your superiors. A skill is best honed over time; it’s OK to have questions, especially at first. Speak to your
managers and clarify any doubts about the data collection process to actively get better at it.
 Research. Several free online resources show you how to better your research skills, and some self-study will help you
understand how to be more efficient at your job.

Understanding of basic software

To do your data entry job, you must understand what a database is , how database software is structured, how spreadsheets are
designed, and your role in contributing to the overall company database.

You should also have a fair amount of experience and proficiency with programs like Microsoft Excel, Microsoft Word, Microsoft
PowerPoint, Microsoft Office, and Google Drive to enter the data.

Along with these basic software programs, you should be able to operate office equipment like printers, scanners, dictation
machines, and anything else your company provides to ensure productivity.

Depending on the company, you might need to learn about specific software. In this case, your employer will brief you about the
company’s preferred software. Some companies might require you to have knowledge of CRM software or other computer
software to complete your data entry responsibilities.

If you want to know more about how to use the features of Excel or Word, you can refer to a number of free online resources
(like Microsoft Excel training ) to get a better understanding.

Self-motivation
Many remote data entry jobs are largely unsupervised. When working from home, there may not be a manager to keep an eye on
you or check how long you work. In such a role, you’ll need to be self-motivated to get work done and be productive.

While some may argue that self-motivation is key for any remote work, data entry can be a monotonous task (especially without
an office environment to keep you engaged).

To motivate yourself to work efficiently, you can set incentives to get through chunks of mundane work. For example, you can
reward yourself with a short walk to the nearest coffee shop after completing half of your daily tasks.

High level of concentration

Data entry jobs require quick and highly accurate work. To meet these expectations, candidates must have a high level of
concentration.

Data entry professionals often need to work on the same task for the entire day. Because of this repetitive nature, a high level of
concentration, patience, and the ability to silence distractions is crucial to avoid mistakes.

To improve your concentration levels, you can:

 Meditate. You’re more likely to make work mistakes when you’re stressed. Take a few minutes away from your desk
every few hours to breathe, meditate, bring back your focus, and calm yourself. This can significantly improve the
quality of your work.
 Reduce distractions. Work in a quiet and comfortable setting with a minimum number of distractions so you can more
easily focus on details.

Organizational skills
When you’re responsible for collecting the data, you should be able to find relevant facts and take notes in a logical manner to
provide good results. So, strong organizational skills are a must for this job.

In addition, a lot of the data you work with might be confusing or disorganized. Organize the data in a more straightforward
manner when entering it into the database to avoid repeating or redoing work.
Your time management and organizational skills go hand in hand. You must be able to prioritize, plan, and execute your tasks in
an organized way to manage your time well.

For example, when assigned a task to input data, you must be able to plan out your days and make schedules to ensure you
comfortably complete the task and meet your deadline.

To improve your organizational skills with respect to how you manage your workload, try breaking down your tasks. Large goals
are better accomplished when you break them into bite-sized tasks that are easier to tackle. As part of your planning, break
down each goal and distribute your tasks across the time you have been given.

Ability to multitask
As a data operator, you might often find that you’re working on multiple projects simultaneously, making it hard to prioritize. To
juggle projects and deadlines of varying urgencies, you should be able to multitask and adapt to working on several projects on
any given day.

Employers delegate to their team based on the skill set of each individual, and several projects may need your urgent attention
at once.

You might have to finish a project another team member started, or have the project you’re working on go to someone else. So,
you should be able to adapt to any sudden assignment changes and focus on several projects simultaneously.

You should work to hone your time-management and prioritizing skills to manage a high workload without getting overwhelmed.

Discretion
Your data entry job may give you access to private information, including trade secrets, confidential customer or company data,
or information that falls under HIPAA and GDPR.

For this role, you must exercise discretion to work ethically and keep all types of data confidential.

The hiring manager may ask you to sign a confidentiality agreement or a nondisclosure agreement before granting access to
data. You must carefully review and abide by all the points in the agreement.
You should also be careful not to accidentally disclose sensitive information on social media, and secure your computer systems
with good cybersecurity measures to avoid breaches.

Find data entry jobs on Upwork

Data entry jobs are in high demand; developing the above-mentioned soft skills and hard skills is sure to give you an edge over
the competition. Some companies may not list these skills in their job description, but being capable of them can help any data
entry clerk land a high-paying job.

Find data entry jobs on Upwork with just a few clicks. The platform lets you connect with clients around the world who need a
data entry clerk, and allows you to agree on issues such as pricing terms and work deadlines. Sign up to find freelance remote
data entry jobs today.