Reduce a Data Entry Errors
Data entry errors can occur when entering data into a system manually, or when data is automatically transferred between different systems. Some common types of data entry errors include. In this blog we are explaining how to reduce a Data Entry Error.
The role of Data entry has existed since the late 1800s. It has been established since then that small businesses and large corporations have been struggling to maintain data accuracy. There is no denying the fact that human error is unavoidable, but it is also costly. But there are rules, also known as the 1-10-100 rule.
The 1-10-100 Rule
This refers to the fact that it costs the company $1 required to verify the data after it has been entered into the system of the organization; $ 10 to clean each data error after that and $100 in case the error goes unrectified and unrecognized. However, as we are aware of the fact that human-related data entry can occur at some point, hence this can cost the company a lot of resources in order to fix the data issues and also rectify the consequences of mistakes that go unnoticed. Nevertheless, there are a few steps that one can take in order to reduce common data entry errors, some of these are:
- To avoid having an understated workforce
- Ensuring high standards and setting them for all the employees
- Validation of data
- Process control introduction
- Creation of streamlined processes
- Elimination of redundancies
- Application of technology to automate specific data entry tasks
Read More-: Sage 50 Duplicate Entry Error
Let us take a look at the details of each of these aspects:
Avoiding having the Understaffed Workforce
According to the estimations, the data entry errors range between 1% to 4%. While the digits appear to be small and insignificant, nevertheless, the transcript errors, transposition errors and unit representation inconsistencies at the rates over some time can cost your business big bucks.
While these are simply the data entry errors that are estimated for a typical employee, the rates can go exceptionally high in case of the overworked employees in understaffed departments. Keeping that in mind one must try and keep the data entry team well-staffed, equipped and trained with the right kind of tools and equipment.
Setting High Standards for All Employees
Those employees that are held to higher standards are most likely to achieve better results. Keeping that in mind, it is recommended to set lofty yet achievable error rate goals. If this step is taken into account one can develop a new standard, and strong culture and also reduce errors. The other major method to minimize error is to offer performance-based perks for exceptional work. This could include the likes of more paid time off, gift cards, monetary raises and promotions. While this is suggested for data entry teams, nevertheless, this could also extend to other departments and teams.
In case the data has been entered accurately by a certain employee, however, the source is invalid or of poor quality, hence in this case it will still be counted as a data entry error. Hence the company will have to pay for the same sooner or later and rectify it as well. For this, one of the best ways to minimize the error is to check for the accuracy or quality of the data source. This implies the data validation or data cleaning before it is passed over to the data entry team.
Also Read-: How to Run Sage 50 Data Verification
Introduction of Process Controls
The introduction of process controls can be of great help when it comes to further minimizing data entry errors. However, this greatly depends upon the potential impact of the errors on the particular data set. Process control implies having two individuals (or employees) enter the same data; this is also known as the Double Key Data Entry. This could also extend to another employee conducting a ‘Second Level Check’ after the data has been entered. With such process controls in place, one can significantly reduce a great deal of human error. But, one has to keep in mind that hiring two sets of people to conduct a single task can be quite costly.
Application of Technology to Automate certain Tasks
One of the best methods for correcting a data entry error is to make use of the technology to do the task for you. Not so surprisingly, the data entry job is rather boring and mundane, hence there are times when the reason for the error occurrence is simply boredom. Hence, it is a smart choice to automate certain data entry tasks and allow the human workforce to focus on more creative tasks.
How Do the Manual Data Entry Errors Affect the Business
The error can affect the organization a great deal, including every single data management effort of the organization. This can go a long way in affecting the profitability and the brand reputation of the company as well. Some of the main aspects that cause data entry errors include priorities to the core business, lack of skilled professionals, and minimal exposure to advanced tools and technology. Hence, it is also recommended to opt for a data entry service provider.
How does Automation Improve Data entry accuracy?
To start with, data entry automation makes your business process smarter. This is done without redesigning the fundamental process. The automation of data entry is done by leveraging machine learning, and Artificial Intelligence in order to enhance the existing manual data entry process, but also allows greater accuracy. This is because of the application of the Templatised and trained bots that have been programmed to perform routine and critical business processes by mimicking the manner in which the data professional interacts. This is done by following simple rules to execute decisions. This is done by the Bots who extract information from the images that are stored in the processing servers, by processing that data and then transferring it over to the relevant APIs.
These include designated databases, predefined user interfaces, or legacy systems. The best part is that the data entry can easily be accomplished with the help of software robots, with very less human interaction. Also, improving the work environment has been suggested to improve data entry accuracy.
Need Experts Help-: How to Fix Sage 50 Data Corruption Error
There is no denying the fact that data entry is a boring and mundane task that can result in a lot of errors. Not to forget that it is also time-consuming, and has also been categorized as a misappropriation of the talent of employees talent. Hence, for further assistance with this concern, you can reach out to our team of experts and we will be more than happy to assist you accordingly. Also, you can get in touch with us at Sage 50 customer support number at 1800-964-3096. Likewise, you can also drop a mail at [email protected] or visit the all-cool www.accountingadvice.co for a live chat with some of the best advisors on the topic.
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💠Frequently Asked Questions💠
How are Data Entry Errors rectified?
Reduction or elimination of data entry errors generally means more money to invest into the business, minimizing confusion, and more profits. Additionally, the steps listed earlier in the article can be followed to reduce the errors. Here are the steps to reduce data entry errors:
🔹 Conducting the pre-validation checks
🔹 To cultivate a stress-free and distraction-free environment for work for the data entry team.
🔹 Ensure that you employ those employees that have profiles that ‘fit the bill’.
🔹 To regularly update the data collection software.
🔹 To continuously optimize the data entry process.
🔹 To train the employees about the accuracy required for the data entry tasks, and also to show them how it affects the overall performance of the company.
How to reduce the Data entry Errors?
To start with, it is essential to know that reducing or rectifying the data entry errors can cost more to the company more. However, it also means less confusion and more profits. However here are the steps to reduce data entry errors:
🔹 To identify the task that is prone to human error
🔹 To consider automating certain tasks
🔹 To reduce the data set redundancies
🔹 To regularly conduct data audits, to instil more accountability among the employees
🔹 To make sure that more than one qualified employees have access to the database.
🔹 To be able to take quick action as soon as an error has been recognised.
How does the Intervention of the Bots help in minimizing the Data Entry Errors
Let us take a look at some of the major benefits of having the bots take care of the data entry task:
🔹 The RPA-enabled automated data entry workflows help a great deal with performing repetitive work, preventing errors, and helping enhance productivity.
🔹 Allow more hours of free time from structured and dreary manual tasks, which can be used for more creative work.
🔹 With the help of the right kind of tools and bots, automated error reports also rise red flags about data entry errors.
🔹 This also helps in increasing and improving efficiency by reducing errors which can translate to cost savings and viable operations as well.
🔹 Various robust data entry standards like geo-coding, matching, monitoring of data, data profiling, and also linking in order to improve the overall accuracy, hence the quality of the data that has been entered.