What Are Data Entry Skills? (13 Examples And How To Improve)

Updated 12 November 2022

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Data entry is an expansive field that has differing data entry requirements depending on the role, industry and company. If you work in a data entry job or are interested in a data entry job, you may consider learning how to develop or enhance your data entry skills. In this article, we discuss what data entry is, required skills, common career titles and tips on how you can improve your own data entry and typing skills for your career.

13 Data Entry Skills

Here is a list of several data entry skills, with descriptions of each skill:

1. Transcribing

Transcribing is the process of recording audio information into a text document. For example, you might listen to a recorded interview and input its content into an article. You can develop transcribing skills through practice and by taking transcription courses.

2. Listening

Listening skills involve hearing and comprehending what other people say. You may need listening skills for data entry because people are often talking about data during the interview process, so you are required to be able to understand what others are saying. You can develop listening skills by completing various writing assignments that require you to listen to audio files, such as surveys or questionnaires.

3. Comprehension

Comprehension is the basic ability to understand the information you hear or read. You can develop comprehension skills by reading newspapers, listening to news broadcasts, watching television programs and reading basic textbooks. You can also practice comprehension skills by following along with written material in online tutorials that are provided by employers, professional organisations or employers' associations.

4. Organisation

Organisation is the ability to take notes in a logical manner and to find relevant facts when creating data entry documents. Employers may expect you to order your data entry assignments in a well-organised manner before submitting them online. You can develop organisation skills by reading materials about organisation strategies.

5. Creativity

Creativity involves the ability to come up with new ideas and solve new problems. You can develop creativity skills by taking courses or completing training that requires you to design original data entry documents, such as resumes or posters. You can also practice creativity skills by participating in experiences like creating art and free-form writing.

6. Accuracy

Accuracy is the ability to use language precisely and to proofread your work before submitting it for review. Employers may expect you to proofread documents to make sure their content is free of mistakes. You can develop accuracy skills by proofreading your work before submitting it to employers and by taking proofreading courses and reading training materials.

7. Grammar and punctuation

Grammar and punctuation are the ability to create and use well-formed verbal and written messages. Employers may expect you to use correct grammar and spelling in your data entry documents, such as resumes, job applications or cover letters. To improve your grammar skills, take grammar courses or participate in activities that are designed to improve language skills, such as writing exercises.

8. Technical skills

Technical skills refer to the ability to understand how technology works. You can develop technical skills by taking technology courses or reading training materials, such as computer and programming classes. Employers may expect you to know how to use computers and other types of technology in the workplace.

9. Diction and word choice

Diction and word choice refer to the ability to communicate effectively with others. You can develop diction and word choice skills by participating in activities, such as writing courses, and listening to audio materials. Employers may expect you to use proper diction and correct word choice in all of your data entry documents.

10. Interpersonal communication

Interpersonal communication refers to the ability to talk with others in a clear, effective way. You can develop interpersonal communication skills by taking courses or participating in activities that are designed to improve social skills, such as role-playing games. Employers may expect you to use interpersonal communication skills when working with your colleagues and superiors.

11. Time management

Time management is the ability to manage time efficiently and effectively. You can develop time management skills by developing a routine or schedule each day, setting aside enough time for tasks, organising yourself for maximum efficiency, identifying priorities and setting goals for success. Employers may expect you to use time management skills to stay on task and complete tasks on time.

12. Teamwork

Teamwork skills refer to the ability to work effectively with others. You can develop teamwork skills by participating in activities that are designed to improve your cooperative and collaborative skills, such as team-based exercises. Employers may expect you to work more productively with others by using teamwork skills.

13. Critical thinking

Critical thinking is the ability to solve problems, make effective decisions and analyse information from a variety of viewpoints. You can develop critical thinking skills by participating in activities designed to increase your knowledge about topics and subjects that you do not already know about, such as taking courses or reading books on a wide range of subjects and issues. Employers may expect you to use critical thinking skills to think carefully about the data entry documents you create.

What Is Data Entry?

Data entry is a technical skill that includes the process of entering data and updating information into an electronic service or database. An individual who enters data does so by directly inputting data into a company database with a computer, mouse, keyboard, scanner or other data entry tool. Here is a list of a few job titles that perform data entry duties:

Data entry operator
Accounting data entry clerk
Data entry clerk
Data entry executive
Data entry engineer
Human resources data entry clerk
Insurance data entry
Medical records data entry clerk
Order data entry clerk
Payroll data entry clerk
Personnel records data entry clerk
Purchasing data entry clerk
Shipping and receiving data entry clerk

Several jobs have data entry duties that are not the main functions of their job titles.

How To Improve Your Data Entry Skills?

There are many ways to improve data entry skills on your own, with the help of a computer system or with classes in a structured environment. Here are a few tips you may find helpful to improve your data entry skills:

1. Enhance your current typing skills

Take note of your current typing structure and body position. Check to make sure you are using the proper posture and hand positioning for optimum accuracy and comfort. This way, you may not require to shift positions or get up as often, which may increase your typing speed skills and efficiency.

2. Improve your desk space

Data entry requires you to sit and type on a computer for extended periods of time. One of the most effective ways to improve your comfort while working at a desk is to have a comfortable chair with lumbar support and height adjustment capabilities. You may also place your computer monitors at eye level. Dual monitors may also help with fact-checking, data entry speed, efficiency and productivity.

3. Make use of online typing tools

Several online programs allow you to test your current typing abilities so you can identify areas for improvement. These typing tools allow you to practice and increase your typing speed and efficiency. You may also try viewing online videos that demonstrate the basics of data entry computer software to improve your basic computer and software knowledge.

4. Master data entry shortcuts

You can use many shortcuts with certain software programs to save a sufficient amount of time. For example, you can use the TAB and ENTER keys in spreadsheet software to enter information that you wrote before. You can find many spreadsheets and keyboard shortcuts online or you may try asking your supervisor for other recommendations.

5. Allow time to proofread

Mistakes may happen throughout your workday and it is important to have time to review your work before you submit it. If you do not have access to an editor or anyone available to proofread your work, then it may be helpful to try stepping away from a project. This way when you come back to it to proofread it yourself.