Want To Become A Data Entry Operator? You Need To Master These Skills

Data entry operator, which is one of the most searched jobs on the internet right now for various reasons. Data entry is a field where you people need to enter, process, and verify various types of data into computer systems or databases.

They might need to enter the data from a physical paper sheet, or any other type of digital data source.
Data entry operators work in different industries, such as health care, retail, finance, hospitality, banking, and many others. Looking towards the easiness, many people want to become professional data entry operators.
If you are also interested in this field, you might find this article super informative. Here we will be talking about the skills and knowledge every data entry operator must adopt before applying for any data entry job.
So, let’s get started on the list.


Typing speed:

Data entry is a vital industry that involves entering large amounts of information into various systems, such as databases, spreadsheets, or software applications. Data entry operators are often required to work under tight deadlines and with high accuracy. Therefore, typing speed is one of the most important skills for data entry operators to have.

How typing speed is measured?

Typing speed is measured in words per minute (WPM) or keystrokes per hour (KPH). WPM is used for text data entry, while KPH is used for numeric data entry using a 10-key pad. A word is usually defined as five characters, including spaces and punctuation. A keystroke is any single press of a key on the keyboard.

Typing speed is essential for data entry operators because it affects their productivity and efficiency. The faster they can type, the more data they can enter in a given time. This can help them meet deadlines, complete more tasks, and increase their income. Typing speed can also affect the quality of the data entered, as faster typists tend to make fewer errors and typos.

According to various sources,

the average typing speed for data entry operators is around 60 WPM for text data entry and 10,000 KPH for numeric data entry. However, these numbers may vary depending on the type and complexity of the data, the level of experience, and the industry standards. Some employers may have higher or lower expectations for typing speed.

How to improve typing speed?

To improve their typing speed, data entry operators can practice regularly using online typing tests or software programs.
Now, many free and paid websites provide you with daily typing schedules and programs. You can type them online and monitor your progress and improvements.
They can also learn touch typing, which is a method of typing without looking at the keyboard. Touch typing can help them type faster and more accurately by using muscle memory and proper finger placement. Additionally, data entry operators can improve their typing speed by maintaining good posture, ergonomics, and health habits.

Typing speed is a crucial skill for data entry operators that can have a significant impact on their performance and career. By typing faster and more accurately, data entry operators can increase their productivity, efficiency, and quality of work. Typing speed can also give them a competitive edge in the data entry industry and help them achieve their goals. More speed while entering data gives you additional time where you get the opportunity to earn more. Improve your typing speed and perform more tasks.
Let’s come to the next skill.

Typing accuracy:

Speed is no doubt super important but your typing speed should be with good accuracy.

Data entry is not only about typing fast but also about typing accurately. The accuracy of data entry is important because errors make it difficult to use the data. Errors can also lead to the loss of information, which can cause a lot of problems. If the accuracy level is low, then the resulting data will be inaccurate, causing all kinds of complications.

Some of the benefits of typing accuracy in data entry are:

Higher accuracy helps maintain data integrity, making it reliable for decisions, progress tracking, and process improvement.
If you have good accuracy, it can save time and resources, reducing the need for error correction and re-entry and allowing teams to focus on other essential tasks.
To improve customer satisfaction and loyalty, ensuring that the data is correct and consistent across different platforms and channels.
It can enhance the reputation and credibility of the business, demonstrating professionalism and quality standards.

Typing accuracy in data entry can be improved by following some tips and best practices, such as:
Establishing a solid foundation with proper typing techniques. Learn the proper typing technique to build a robust foundation for speed and precision. Focus on hand positioning, touch typing, and key familiarity.

Slow down to speed up:

Typing at a slower pace allows you to focus on each keystroke, minimizing errors. Practicing at a slower speed helps your muscles learn the correct movements, leading to increased accuracy at higher speeds.

Create an error-free environment:

Choose a quiet location free from external noise or chatter. Arrange your workstation for comfort and proper posture. Minimize digital distractions and resist the urge to check your phone or email while typing.

Embrace the power of proofreading:

Always proofread your data entry before submitting or saving it. Use spell checkers and grammar checkers to catch any typos or mistakes. Double-check the data against the original source or document to ensure accuracy and completeness.

Keep track of your progress and set goals:

Monitor your typing speed and accuracy using online tools or software applications. Set realistic and achievable goals for yourself and work towards them. Celebrate your achievements and reward yourself for your efforts.

Practice for perfection:

The more you practice typing, the more accurate you will become.

  1. Do practice typing different types of data, such as,
  • numbers,
  • dates,
  • names,
  • addresses,


2. Practice typing with different sources, such as

  • documents,
  • images,
  • audio files,
  • etc.

3. Practice typing in different situations, such as

  • under pressure,
  • with deadlines,
  • with distractions,

When your client notices that your data entry work is not accurate, you are making too many mistakes, chances, you will not get future projects from them so focusing on your accuracy is important.

Basic knowledge of software in data entry:

Another essential skill for a data entry operator is basic software knowledge. Data entry operators use various computer software programs to enter, store, manipulate, and retrieve data. Some of the common software programs that data entry operators use are:

Microsoft Excel:

A spreadsheet application that allows you to organize, analyze, and visualize data using formulas, charts, tables, and functions. If you are working with data, you just need to know the usage of Excel in detail. The software has lots of functionalities and formulas that will help you deal with huge chunks of data easily.

Microsoft Word:

Similar to Excel, Microsoft Word is also very popular software amongst data entry operators. Even though it is mainly for writing. It is a word-processing application that allows you to create, edit, format, and print documents using text, images, tables, and graphics as well.

Microsoft Access:

It is a database management system that allows you to create, modify, query, and report on data using tables, forms, queries, and reports.
These above-mentioned applications come natively with Windows devices. By leveraging the office package you can use this application. However, let’s come to another one.

Google Sheets:

It is quite similar to Microsoft Excel but it is a web-based spreadsheet application that allows you to create, edit, share, and collaborate on data using formulas, charts, tables, and functions.

Google Docs:

It is also a web-based word-processing application that allows you to create, edit, share, and collaborate on documents using text, images, tables, and graphics.
These are some of the most important and widely used data entry applications that you need to master to become a professional data entry operator.
Let’s look forward to the next skill that data entry operators need to master.

Good communication skills:

One of the most important data entry skills is communication. It involves the ability to listen, comprehend, speak, and write effectively. Without good communication skills, not only you will struggle to get new data entry projects but you may also face difficulties understanding what the clients are asking from you.
Communication skills are crucial for data entry because they help to:

Understand the data and its purpose:

Data entry professionals need to comprehend the data they are working with and the context behind it. They need to know what the data means, where it comes from, how it is used, and who needs it. This helps them to enter the data accurately and efficiently.

Communicate with managers and team members:

Data entry professionals need to communicate with their supervisors and colleagues about their tasks, progress, challenges, and feedback. They need to report any issues or errors they encounter and seek help when needed. They also need to collaborate with other data entry professionals or departments to ensure consistency and quality of the data.

Present the data to others:

Data entry professionals need to communicate the data they have entered to other people who use it for various purposes. They need to explain the data clearly and concisely, using appropriate language and formats. They also need to answer any questions or queries that may arise about the data.
Communication skills can help data entry professionals to perform their job better and faster. They can also improve their relationships with their managers, team members, and clients. Communication skills can also enhance their career prospects and opportunities.
Some of the ways to improve communication skills for data entry are:

Reading and writing regularly:

Reading and writing can help to improve vocabulary, grammar, spelling, and punctuation skills. They can also help to learn new terms and concepts related to data entry. Reading and writing can be done through books, articles, blogs, newsletters, reports, and other sources of information.

Listening and speaking actively:

Listening and speaking can help to improve pronunciation, intonation, fluency, and clarity skills. They can also help to learn how to listen attentively, ask relevant questions, give constructive feedback, and express opinions politely. Listening and speaking can be done through podcasts, videos, webinars, meetings, presentations, and other forms of communication.

Practicing with others:

Practicing communication skills with others can help to improve confidence, comprehension, and interaction skills. They can also help to learn how to adapt communication styles according to different situations, audiences, and purposes. Practicing communication skills with others can be done through online platforms, courses, workshops, groups, and networks.
Communication skills are extremely important for data entry professionals. They can help them to enter, manage, and share data effectively and efficiently. They can also help them to grow professionally and personally.


These are the skills you must adopt before you apply for any data entry job. If you are really serious about data entry and want to become a professional, we have a highly impactful course for you. This course is crafted with all the necessary information and skills that you are going to need. After completing the course, you will feel more confident pursuing a career in data entry.

Give a try to our Data Entry Course here.