Here’s how outsourced data capture solutions and data entry services can assist in the search for increased efficiency

Business efficiency is important for both managers and employees, it enables organisations to cut costs, improve processes and meet long term strategic goals far more quickly.

Outsourced data capture solutions and data entry services can assist in the search for increased efficiency. 

1.   Quicker Processing Times

It can be extremely counterproductive for staff to manually process paperwork. In most cases employees spend far too much time opening, sorting, scanning or physically entering data into office systems, wasting valuable resources on unprofitable business activities.

Outsourcing companies are setup to handle large amounts of incoming paperwork. Utilising data entry services, businesses can spend more time on core business activities and benefit from modern digital solutions including:-

• Digital Mailroom & Scanning – documents are diverted for opening, sorting and scanning.

• Automated Data Capture – intelligent software is utilised to automatically capture key information from paperwork.

• Workflow – scanned files and data are automatically routed to the correct members of staff for approval, query or reject.

2.   Improved Data Accuracy Levels  

Inaccurate data can negatively impact a business. Take customer databases as an example, if data is manually entered incorrectly, time, money and resources could be wasted on future marketing efforts.

Data entry service providers use a variety of techniques to ensure companies only receive accurate information.

• Double Data Entry – this method is used to ensure high levels of accuracy, with two data entry operators entering information.  Discrepancies between the sets of data are identified and corrected.

• Accurate Data Validation – incoming data is checked against existing database information, incorrect data flagged allowing employees to make changes before information is uploaded into office systems.

• Rules & Exceptions – by agreeing a set of rules and exceptions from the outset, businesses can determine which information is passed as an exception or use rules to determine data in need of approval.

3.   Reduced Costs

Data entry services allows businesses to save costs. By outsourcing labour intensive tasks, highly paid staff can be utilised in other areas of the business to concentrate on key activities, providing a greater return on investment.  

4.    Competitive Advantage

Businesses can gain an advantage over their competitors by utilising outsourced data entry services. Quicker access to data, means companies can analyse, report and make quick decisions regarding marketing, customer service and other future activity.

5.   Improved Customer Service

Faster access to information and free staff time enables employees to spend more time focusing on customer service. Data is diverted straight to the correct members of staff using workflow, allowing staff to respond to customer’s queries quickly.

Businesses are often faced with a variety of documents on daily basis, deciding which to outsource may be difficult. Think about those tasks that require large amounts of manual data entry such as invoices, claim forms, loyalty cards and questionnaires or try Cleardata’s online data entry calculator.