Data entry can be a very time-consuming and tedious task, yet it is very important for the overall functionality of the enterprise. Imprecise data entry can wreak havoc and cost hundreds of wasted work hours trying to determine what went wrong and remediating the aftermath. This is why companies of all sizes decide to outsource their data entry work so they can focus on core business functions. In order to help you choose a data entry outsourcing provider, we would like to share with you the seven things you need to consider before making a decision.
1. Calculate all of the Costs Beforehand
If you have internal employees who are either completely dedicated towards data entry or others who are doing this work for some part of the day, it is important to count the number of hours they spend, so you can quantify the costs. This will allow you to assess the cost savings as you shop around for service providers. Also, be sure to factor in overhead costs such as equipment, office space rental and anything else. This will give you a much clearer picture as to the amount you will actually be saving.
2. Remediate Security Concerns
If your data entry work involves handling customer information, it is very important that the service provider has the necessary security measures in place. Ask if they are are EU GDPR compliant. This is important because the EU has very strict requirements and regulations when it comes to managing user data. If they have this certification, this means that they have been verified to have the necessary processes and security measures in place as verified by an independent auditor.
3. Identify Your Needs
In order to properly convey your needs to the service provider, you have to know them yourself. Make sure you have information such as the volume of data you need to be entered, how quickly you will need access to such data, file transmission requirements and any other important details. You need to make sure that you tell them everything upfront because this is the best way to gauge their commitment to you as a client and how their internal processes are set up.
4. Insist on Customization
If the service provider is offering you a one-size-fits-all approach, then this, most likely, will not work. Each company has its own unique set of circumstances and requirements and the service provider must be able to understand and adapt to them. Large outsourcing companies will be better at this because they will have the personnel to accommodate all of your needs even if you have large volumes of data that require entry. Therefore, they will be able to reshuffle the employees they already have to adjust to your needs.
5. Set Specific Timelines
If you need the data entered within a certain timeframe, be sure to stipulate this requirement with the service provider. It is important to evaluate their process on how they plan to accomplish all of the data entry to see if it aligns with what you do inside your own company. Also, ask about job updates. This is important if you have large amounts of data that require several days or weeks to enter. Most outsourcing companies will provide you with a dedicated project manager who will be your go-to person for any questions and updates about your project.
6. Try to Account for Unexpected Situations
Very often, the scope of the project changes. You suddenly need more data entry or you need it faster and any other changes. While it may be hard to predict what will happen down the road, try talking with the service provider about force majeure circumstances and scalability. Again, large companies will be able to adjust for a sudden influx of data by reorganizing internal teams and hiring more people quickly, but procedures for such changes must be discussed beforehand.
7. Inquire About Their Reputation
Since you are trusting the service provider with confidential data and certain business processes, it is important that they have a reputation of being very professional and delivering on promises. Therefore, it is important that you do your due diligence and inquire about their reputation within the industry. Also, try to find out about their financial stability because it is important that they are able to pay for the resources needed to get the job accomplished.
When you choose Mindy Support to handle your data entry tasks, you will receive qualified employees who will enhance your in-house staff. We will be able to take the data entry burden off your shoulders so you can focus on your core business functions.
These are just some of the things that you need to do when choosing an outsourcing provider. Most importantly, you need to feel comfortable in trusting the service provider with your critical business processes. If all of the data is not entered properly or on time, this will really slow things down. Doing the seven things listed above will help you sleep better at night.