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How to effectively outsource data entry

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Data entry is one of the most outsourced business processes. No matter how big or small a business you are, data is your basic requirement. But capturing data from various sources and then maintaining proper databases is a cumbersome task. It not only takes time to create accurate and easy to access databases but also eats into your valuable resources. No wonder every other business wants to leverage the power of outsourcing to do this labor-intensive task. Data entry outsourcing is growing at such a tremendous pace that its market is poised to grow by USD 351.84 from 2019 to 2023. Obviously, you would also like to have your share of this huge pie. While outsourcing data entry services is one thing, doing it successfully in the very first go takes a bit of research and effort on your part. In this article, we will try to unravel the secret of getting the desired results from data entry outsourcing.

Plan for data entry outsourcing

Most of the data entry outsourcing attempts that fail to give you the desired results are the ones that are not planned. As the saying goes, if you fail to plan, you plan to fail. Proper planning is a must before you jump into the outsourcing bandwagon. It is always a good idea to be clear on what exactly you want to achieve by outsourcing data entry services to a third-party vendor. Sit with your team and chalk out a proper strategy to outsource. Discuss every detail with your team and come up with well-defined objectives. While some companies outsource to free up more resources for the core business, others want to save operational costs. These benefits of outsourcing are a given, in case of data entry, it’s your critical data that is at stake. So, you need to be doubly sure of the security and safety of your data.

When you plan extensively, you are not only able to set clear expectations with your vendor but also get a fair understanding of the kind of service provider you need.

Spend some time on research

Nowadays Google has made it pretty easy to look for the right services provider. Most of the business owners looking for a good data entry company type ‘data entry services’ in the search bar and make a decision based on the search engine rankings. Don’t make this mistake. A good ranking on search engines is definitely one of the criteria to judge the capabilities of a data entry outsourcing company but is not the only criterion. Instead of going in for the top-ranking companies, make a list of probable service providers and study their service delivery models. Go for the one that suits your individual requirements.

Be in the driving seat

Most of the businesses outsource their data entry process and wait for the results. The desired results will remain elusive unless you drive them on your own. For this to happen, you need a data entry company that gives you full control of the resources working on your process. Hire dedicated data entry experts that work exclusively for you. These resources become your own employees albeit working from a remote location. You can supervise their work in real-time, give feedback, and get things done on your own.

Give due importance to data security

In an outsourcing arrangement, your data is vulnerable as it is being handled remotely. According to Forbes data breaches exposed 4.1 billion records in the first six months of 2019. Imagine the kind of revenue loss the affected businesses may have incurred due to these data breaches. Your data can also come under such a threat if you don’t make proper arrangements for its safety and security. Go for a service provider that accesses your business-critical data directly from your on-shore servers. Hiring a service provider that has proper ISO-certified data entry processes. For additional security, make sure that every resource working on your data entry process signs a non-disclosure agreement (NDA).

Engage you remote data entry team

If you are looking for a long term association with your remote data entry staff, it makes sense to engage them. In a remote working environment, your resources should develop a sense of belonging to your business. To make them feel a part of your team, make a detailed reward and recognition strategy. Have weekly or monthly meetings with your remote data entry experts. Sending personalized messages at regular intervals also works wonders to boost the morale of our remote data entry team. When spirited and motivated employees work for you, driving the desirable results becomes a cakewalk for you.


Data entry outsourcing is all about hiring the most suitable skill sets and then managing the resources to drive results. If you really want to achieve success in data entry outsourcing in the very first go, it makes sense to create a proper strategy and identify the objectives. Once this is done, choose the right service provider that gives you dedicated resources who work exclusively for you. Give due importance to data security while outsourcing and one you outsource the process, make sure that you engage your remote data entry team. With this approach, you can outsource your data entry successfully in the very first go.