So everyone needs training, do we agree? Agreed! Let us continue!
Her new hire said he knew everything, typed at a million words a minute and was fast as a gun. After handing out the tasks and handing in the materials, you analyzed their performance, only to find that you think they may be lacking fundamental skills needed to get the job done. At this point you can consider your options. Discuss how much time, say, of your existing workload should be donated to teaching the new hire how to do their job properly. Although many large companies show how each new group of employees goes through a training process, be it a few days or a few weeks, many small business owners tend to ignore this. We can all understand hiring someone to do the work we don’t have time for. You should always consider how much time you need to take away from your own day (assuming you have to do the training yourself) to teach a new hire how to get the job done the way you want it!
data entry is unlike any other job in that beginners need time to get into a rhythm before starting work. The more help you can offer them, the faster they will catch on and start reaching the levels you were hoping for. So let’s explore some simple prerequisites as you begin teaching data entry.
- Tap – Although perhaps not as basic as some jobs, basic typing skills and speed will certainly play a role in overall performance.
- computer savvy Understanding basic computer usage will likely go a long way in speeding up your data entry.
- Internet surfing skills – As simple as this may sound, the ability to understand and use the World Wide Web is probably fundamental.
- photo/image knowledge – Does your data entry also require uploading photos or maybe photos that need editing?
- reading and writing skills – Let’s face it, despite the simplicity of this ability, some people have it and some don’t.
- Tool – Nothing could be as important as the ability to provide that to the employee right tools for the job!
- A good attitude and aptitude – Unfortunately, this process can be tedious for everyone involved.
We should ask ourselves what we can offer our employees so that they can enter this data efficiently, quickly and above all pleasantly. Finding the right tools for the job will not only make you happy as an employer as the workflow is consistent and faster, it will also help create happy employees. When you don’t have to feel frustrated banging block after block on simple tasks, your work day seems to be going more smoothly.
- teach writing – I will spend very little time dealing with this aspect. This is a problem faced by employers that dates back to the typewriter. It’s important to have someone with writing skills when it comes to data entry. When someone is confronted with the old one-finger routine, you most likely have two choices. Either send that employee on to the next job in their life, or if you’re determined to make it work, suggest practicing with programs like the ever-popular Mavis Beacon Teaches Typing. There are also a lot of websites offering this practice, but I believe nothing but practice will increase speed in this area.
- computer skills – Right off the bat, computer skills are another issue that is often directly proportional to time spent in practice. This can be another make-or-break item on the list depending on your specific needs. If there is a requirement to work with files and folders, images and other computer files, then sorting these files and basic operations and file structures may be mandatory for your work. Teaching file structures, naming conventions, and simple utilities like copy and paste are just a few examples of basic computer skills that may be required.
- web savvy – In today’s world, the Internet plays such a big part in business that it can be just as important as typing and computer skills. Again, this may depend on the exact requirements of your job, but the ability to surf the Internet, understand the websites you work with, and how to navigate to different websites and files may be something that is required in the first place get the information required for data entry! It would certainly be a thorn in anyone’s side if their new hire was so unfamiliar with the internet that they couldn’t download the documents and images needed to participate!
- Photos & Image Editing – It all depends on your needs and if photo editing is part of the job, you may find it difficult to find a data entry expert who is also a graphic designer. I know you say this can’t be rocket science and I can’t possibly need a graphic artist to do simple little photo edits before uploading my amazing products! As simple as these edits may seem to you, it certainly requires some skill to edit photos as needed. Aside from finding someone who can do this, you also need to consider that you may need to purchase software for that very purpose if you don’t already have it. If you just need basic edits and just want something full-featured and free, I highly recommend giving the GIMP photo editor a shot.
- Read Write – You might get lucky with this particular aspect as many popular programs like Microsoft Word not only have a spell checker but also some pretty advanced sentence fragment detection features. Google.com can be your friend here too. Anyone can quickly Google a word to find spelling and other useful grammar information. This even works with other languages in Google! Other free document writers that are free include Google Docs and LibreOffice Writer. There are dozens, if not hundreds, or thousands of full-featured document writers (editors) out there, one of whom needs to get the job done.
- Data Entry Tools
– First you need a comfortable chair. Okay, I’m just kidding when I say this (less than half as we speak). Here are some tools I use to make data entry easier for everyone in my office and remote!
Tips & tools for new employees in data collection:
- to wink – I like to wink However, I recommend using Any Clipboard management software when it comes to data entry.
- The Snippet Tool – The snippet tools or any quick screen grab software can come in really handy when you need to crop images and don’t need a full graphics editor.
- Adobe Photoshop – This is when you need a full-featured graphical editor. I already mentioned GIMP, a less popular free alternative. Even when it comes to software applications, the possibilities can be endless.
- Have 2 monitors – It may sound crazy, it may sound simple, but the power behind using multiple monitors in a data entry environment is priceless.
- Email Clients and Synchronized Software – Consider using internal company email addresses for project assignment and follow-up purposes. Use software synchronization so employees can work from home, another computer or another continent!
- Is your data entry software optimized? – Having a simple, streamlined application for your employees is key! The easier it is for them to understand and execute them, the more they will do it.
- Could you automate part of the job? – Sometimes basic data entry can be fully automated, and sometimes you can automate parts of the work to further simplify the steps required to get the job done.
Remember, it’s your job as an employer to do the research, provide the tools, and provide the help needed to ensure you have the qualified employees you need.