14 Data Entry Skills To Have on Your Resume in 2024

Data is critical in driving business decisions in almost every industry today, including health care, retail, finance, accounting, and government institutions. As a result, skilled data entry professionals are in high demand across various sectors.

This article outlines the important skills required for success in data entry. Whether you want to start a career in data entry or enhance your existing skills, we’ll help you understand what clients are looking for and how to stand out in the field.

What is data entry?

Data entry is the process of inputting information into electronic systems, databases, or computer files. This crucial task involves transferring data from various sources, such as paper documents, spreadsheets, or audio recordings, into a digital format that organizations can easily access, analyze, and use.

Data entry professionals, often called data entry clerks or operators, are responsible for:

• Inputting raw data into computer systems or databases
• Verifying and validating the accuracy of entered data
• Updating existing records with new information
• Maintaining data confidentiality and security
• Transcribing data between different formats or systems
• Performing basic data cleaning and organization tasks

While data entry might seem straightforward, it requires a combination of technical skills, attention to detail, and efficiency to make sure information is recorded accurately and in a timely manner. The quality of data entry directly impacts an organization’s ability to make informed decisions, analyze trends, and maintain operational efficiency.

A data entry job doesn’t typically require specialization. However, most clients want to hire candidates with at least a high school diploma or bachelor’s degree. While you may not need a formal degree, a career in data entry requires proficiency in several skills.

For example, you should be able to type quickly and accurately, have an eye for detail, be well-versed in Microsoft Excel, and work under a deadline.

Top data entry skills

Some important data entry skills that most clients seek include:

• Typing speed
• Typing accuracy
• Communication skills
• Time management
• Attention to detail
• Ability to research and collect data
• Understanding of basic software
• Self-motivation
• High level of concentration
• Organizational skills
• Ability to multitask
• Discretion
• Critical thinking
• Summarization skills

Typing speed

A data entry job requires you to type large amounts of information, often under tight deadlines. To accomplish this, candidates must have a fast typing speed and good typing accuracy.

The more words per minute you can type, the faster you’ll get the job done. While there are no hard and fast words-per-minute requirements, a candidate should have a minimum typing speed of 40 words per minute (WPM) to achieve a standard efficiency level as a data entry operator.

Some clients may even require a speed of 70 to 90 WPM for higher-paying jobs. Check out free online typing tests to learn your current typing speed.

Like any other skill, fast and accurate typing comes down to practice. The more you do it, the better and faster you’ll get. However, a few additional tips can help you improve your keyboard skills more intentionally.

• Use all 10 fingers while typing. This method helps you type faster than typing with just two fingers, as most beginners do. You can find tutorials online to position your fingers for maximum typing efficiency.
• Look at the screen, not the keyboard. To be a proficient typist, train yourself to look at the screen while typing and let your fingers find the right keys using muscle memory. Switching between looking at both the keyboard and the screen while typing will slow you down. With enough practice and a conscious effort to keep your eyes focused only on the screen, you can type without looking at the keyboard.
• Use shortcuts. Computer shortcuts can save you time spent switching between the keyboard and mouse. For example, use the TAB or ENTER buttons to move to the next line. Excel has many shortcuts to make your data entry process quicker.
• Practice, practice, practice. Regular typing practice will make the most difference in your speed. Fifteen to 20 minutes of typing per day is a great start, as it can help you build muscle memory and improve your typing speed and accuracy.

Typing accuracy

While you’ll likely need to have fast typing skills to meet the deadline for the data entry work assigned to you, also ensure that your typing is accurate and has few (if any) mistakes. Because data analysis serves as the basis for crucial business decisions, an error in data entry can lead to incorrect analyses and poor decisions.

However, work mistakes happen from time to time, no matter your profession. In data entry jobs, the two most common mistakes are:

• Transcription errors. These are caused by pressing the wrong key while typing. For example, you might make a typo or spelling mistake or miss a number or decimal. These errors usually occur when typing hastily.
• Transposition errors. These are when you accidentally switch characters or digits while typing, a common mistake when working with numbers. For example, you might accidentally type 463588 instead of 436588 in an accounting data entry role.

Quality data is critical for sound analysis and strong business decisions. Strive to avoid any mistakes as a data entry clerk.

To help ensure better typing accuracy when working on your data entry job:

• Understand the data’s importance. Knowing the consequences of data entry mistakes can help you strive to be thorough with your data entry process.
• Step away from your work before proofreading. It can be difficult to spot a typing mistake when you’ve been working long hours and your eyes are strained from continuously staring at the screen. Take a break from work before coming back to edit with a fresh perspective.
• Proofread your work. When you improve your typing speed, you’ll free up time to run through your work and correct any mistakes you made along the way.
• Ask for more time. Typing in a hurry often leads to errors and decreased accuracy. If you think you’re being rushed or if the workload is too much to handle, ask your employer or client for more time to ensure accurate work.
• Maintain a sound working environment. Disturbances and distractions frequently cause errors. Work in a quiet space and block out unwanted noises to concentrate better.

Communication skills

A successful data entry clerk needs solid written and verbal communication skills. You might have to transcribe data from audio or video files, such as a recorded phone conversation or an online meeting.

During this process, you should be able to comprehend, identify, and note the key data points without any interpretational errors. Strong listening skills can help you catch details to ensure the data you enter is complete.

Your data entry job might also include interacting with customers to collect data. Good communication skills can ensure a productive conversation so essential data doesn’t slip through the cracks.

In addition, your verbal and interpersonal skills can help you communicate effectively with managers and team members. A high level of written communication skills is required to enter data free of spelling and grammatical errors.

Check out these quick tips to improve your communication skills.

• Actively listen. Make it a habit to actively listen during your daily life and personal conversations. Avoid zoning out or mentally preparing responses; focus on catching every detail. With practice, good listening skills can come more naturally to you.
• Be succinct. Avoid long, winding sentences in your written and verbal communication. Speak clearly to make your point, and ensure your writing is brief and to the point (but with enough information for the other person to understand). Avoid rambling or mentioning unnecessary information.

Time management

As a data entry clerk, you might work under strict deadlines. Other teams use the data you enter, so a delay in your work could affect their productivity.

In this regard, time management is an essential skill for your data entry job. Time management can help you comfortably finish entering data and proofread your work in the time allotted.

Good time management skills can help you avoid stress and anxiety when you have a lot of work to do on tight deadlines. You can focus your energy and time in a way that brings out the best results.

Some ways to manage time efficiently include:

• Planning. Before you start working, estimate how much time each task will take to complete, and plan your day to set reasonable goals to finish chunks of work. This can help you stay on track.
• Creating a priority list. Chart out what data needs to be entered urgently and what tasks are second priority. This can help you prioritize the most critical tasks and do them first.
• Starting early. Don’t wait until four hours before a deadline to crunch in your data. You’re likely to make mistakes. Start early and divide your work evenly across the time you have to avoid working in haste. Getting an early start can also help you make the most of the hours available to you.
• Learning boundaries. When you have a full workload, be willing to say no to new offers so you can focus on your tasks.
• Minimizing distractions. Turn off devices that may distract you, or at least disable notifications, so you’re less likely to procrastinate and waste time.

Attention to detail

Data mistakes can waste time and money and lead to poor business decisions.

As a data entry worker, you need superb attention to detail to minimize the risk of errors. An incorrectly entered number, full stop, or comma can impact the data outcomes, so your work must be accurate. As you improve your typing speed, pay extra attention while checking your work and look for critical details to correct any errors in your data.

Improve your attention to detail by learning to double-check your work. Check for spelling, grammar, and any other possible mistakes. If you missed it the first time, you should be able to catch it with thorough checks.

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Ability to research and collect data

Many data jobs require you to collect data and conduct initial research. Depending on your field, this research could range from laboratory experiments to customer research.

For most kinds of research, you should be able to:

• Define the aim of the research.
• Identify a reliable source of information.
• Find the right people to include in your research.
• Gather relevant information.
• Record data using data collections tools.
• Conduct basic data analysis.

To improve your research and data collection skills, you can:

• Talk to colleagues. Speak to existing data entry clerks about their research process, how they identify whether a source of information is credible, and any other questions. Most people will be happy to share their experiences and best practices.
• Ask your superiors. A skill is best honed over time; it’s OK to have questions, especially at first. Speak to your managers and clarify any doubts about the data collection process to improve.
• Research. Online resources can show you how to improve your research skills, and self-study can help you understand how to be more efficient at your job.

Understanding of basic software

To do your data entry job, you’ll need to understand what a database is, how database software is structured, how spreadsheets are designed, and your role in contributing to the overall company database.

You should also have a fair amount of experience and proficiency with programs like Microsoft Excel and Google Sheets to enter the data. Along with these basic software programs, you should be able to operate office equipment like printers, scanners, dictation machines, and anything else your company provides to ensure productivity.

Depending on the company, you might need to learn about specific software. The client will brief you about the company’s preferences in this case. Some companies might require you to have basic knowledge of customer relationship management (CRM) software or other computer software to complete your data entry responsibilities.

If you want to know more about how to use the features of Excel or Word, refer to free online resources (like Microsoft Excel training).

Self-motivation

Many remote data entry jobs are largely unsupervised. When working remotely, there may not be a manager to monitor you or check how long you work. So, you’ll need to be self-motivated to get work done and be productive.

While some may argue that self-motivation is key for any remote work, data entry can be a monotonous task (especially without an office environment to keep you engaged).

To motivate yourself to work efficiently, set incentives to get through chunks of work. For example, you can reward yourself with a short walk to the nearest coffee shop after completing half of your daily tasks.

High level of concentration

Data entry professionals often need to work on the same task for the entire day. Due to this repetitive nature, high concentration, patience, and the ability to silence distractions are crucial to avoid mistakes.

To improve your concentration levels, you can:

• Meditate. You’re more likely to make work mistakes when you’re stressed. Take a few minutes away from your desk every few hours to breathe, meditate, bring back your focus, and calm yourself. This can improve the quality of your work.
• Reduce distractions. Work in a quiet and comfortable setting with minimal distractions so you can more easily focus on details.

Organizational skills

When you’re responsible for collecting the data, you should be able to find relevant facts and logically take notes to provide good results. Strong organizational skills are a must for this job.

In addition, some of the data you work with might be confusing or disorganized. To avoid repeating or redoing work, organize the data more straightforwardly when entering it into the database.

Your time management and organizational skills go hand in hand. You should be able to prioritize, plan, and execute your tasks in an organized way to manage your time well. For example, when assigned a task to input data, you must be able to plan your days and make schedules to ensure you comfortably complete the task and meet your deadline.

Try breaking down your tasks to improve your organizational skills and manage your workload. Large goals are better accomplished when you break them into bite-sized tasks that are easier to tackle. As part of your planning, break down each goal and distribute your tasks across the time you have been given.

Ability to multitask

As a data operator, you might work on multiple projects simultaneously, making prioritizing difficult. To juggle projects and deadlines of varying urgencies, you should be able to multitask and adapt to working on several projects on any given day.

Clients delegate to their team based on each individual’s skill set, and several projects may need your urgent attention immediately.

You might have to finish a project another team member started or have the project you’re working on go to someone else. So, be able to adapt to any sudden assignment changes and focus on several projects simultaneously.

Discretion

Your data entry job may give you access to private information, including trade secrets, confidential customer or company data, or information covered by the Health Insurance Portability and Accountability Act (HIPAA) and General Data Protection Regulation (GDPR).

For this role, exercise discretion to work ethically and keep all types of data confidential. The hiring manager may ask you to sign a confidentiality agreement or a nondisclosure agreement before granting access to data. Carefully review and abide by all the points in the agreement.

You should also be careful not to accidentally disclose sensitive information on social media and secure your computer systems with good cybersecurity measures to avoid breaches.

Critical thinking

Critical thinking is the ability to analyze information and make reasoned decisions objectively. In data entry, it plays a pivotal role in spotting inconsistencies and maintaining data integrity.

Data entry professionals often have to decide on categorizing or treating specific data points. Critical thinking can help you make quick, accurate decisions and streamline processes.

Some ways to improve your critical thinking skills include:

• Doing problem-solving tasks. Regularly engage in tasks that challenge your analytical abilities. Some ideas are puzzles, escape rooms, debates, chess, coding, math problems, brain teasers, or board games.
• Reading widely. Broaden your horizons. The more diverse your reading material, the sharper your analytical skills can become.
• Taking courses. Consider taking online courses or workshops that focus on critical thinking.

When applying for jobs, anticipate behavioral interview questions to gauge your decision-making and analytical skills. Some recruiters may also use aptitude tests to evaluate your critical thinking abilities. Be ready to demonstrate how you’re not just a data entry expert but also someone who thinks critically about the data you’re handling.

Summarization skills

When you’re detail-oriented, you have a keen eye for the little things, and that’s a golden skill in summarization. Summarization isn’t just about making things shorter—it’s about distilling vast amounts of information into a clear, concise form without losing its essence.

Data entry often involves creating reports, doing data trend analysis, and highlighting crucial data points, so effective summarization skills are crucial.

How can you hone this skill? Practice by taking long articles or big datasets and trying to summarize them. Make sure to retain key details and main ideas. You might also consider taking courses that teach effective summarization techniques.

When applying for jobs, showcase this skill by sharing examples of data or texts you’ve condensed, emphasizing your attention to detail and accuracy.

Additional skills to help you find success

Having a blend of technical and soft skills is key. Think of it like a toolbox. The more varied your tools, the more tasks you can tackle. Let’s look at additional skills that can help you stand out as versatile, adaptable, and effective in your field.

Technical skills

Some technical skills that can help in data entry include:

• Software knowledge. Software skills are a must for data entry. Whether it’s database software, spreadsheets, or specialized tools, having prior knowledge of software is attractive to recruiters. Consider taking data entry courses or checking out YouTube videos to familiarize yourself with the different pieces of software you may use.
• Word processing. Ever drafted a letter or made a report? You probably used applications like Microsoft Word or Google Docs. But proficiency in word processing is more than just typing—it’s about creating, formatting, and editing documents to professional standards.
• Data management. Managing data involves organizing and storing data properly and ensuring only the right people have access. Regular data backup and understanding permissions are all part of this crucial skill.
• Compiling and formatting data. You’ll want to collect data and make it useful. This means taking data from different sources, putting it together, and presenting it in a way that’s easy to understand.
• Basic scripting and automation. A basic understanding of scripting (like using Python) can make repetitive tasks easier. With this skill, you can automate data entry tasks and save time.

Soft skills

While technical skills might get you the job, soft skills can accelerate your success. They shape how you interact, how you face challenges, and how you grow. We list soft skills that can serve you well in your career.

• Resilience and stress management. Data entry often involves working under tight deadlines and dealing with large volumes of data. That’s where resilience comes in. Being resilient means you bounce back from setbacks. Managing stress helps you stay calm under pressure and avoid letting tough times lead to burnout.
• Teamwork. Handling massive amounts of data may not be a one-person job. This is where teamwork comes into play. Good teamwork involves communicating effectively, sharing tasks, and collaborating on projects. If you can work well with others, negotiate differences, and aim for a shared goal, you’ll make the job easier and more enjoyable for everyone.
• Growth mindset. A growth mindset means you believe in expanding your skills and learning new things. Whether it’s a new software tool or a technique to improve accuracy, if you’re curious and eager to learn, you’ll keep growing and stay ahead of the curve.
• Initiative. In data entry, this might mean spotting and addressing a problem before it becomes a major issue or finding a more efficient way to do a task. Taking the lead and showing you’re proactive can help you grow and open doors to more responsibilities and career advancement.
• Positive attitude. A positive attitude doesn’t mean ignoring problems but instead facing challenges with optimism. If you can maintain a positive outlook even when the going gets tough, you’ll create a work atmosphere that encourages productivity, problem-solving, and happiness.

Qualifications needed for basic data entry

While the exact qualifications for data entry jobs can vary from job to job, some basic qualifications are essential, even for entry-level jobs.

• High school diploma or equivalent. Data entry requires a solid foundation in literacy, spoken and written English skills, and numeracy. A high school diploma or its equivalent is often a minimum requirement.
• Postsecondary training. Some data entry roles demand knowledge beyond the basics. Training in areas like information technology (IT) or business administration can give candidates a deeper understanding of data management, making them more appealing for roles.
• Typing speed and accuracy. How fast you type and how accurately you do it can set you apart. A good benchmark for many positions is a typing speed of around 40 words per minute. While speed is great, accuracy is paramount.
• Familiarity with data entry software. Being adept with tools like Microsoft Excel, Access, or SQL is often a prerequisite. Software skills are the backbone of many data entry courses and programs because these skills are essential in this field.
• Proficiency in word processors. Navigating word processing software like Microsoft Word or Google Docs allows you to format text, create tables, and insert graphs or images, making the data more understandable and presentable. Additionally, they come equipped with features that help in tasks like data conversion—turning a text document into a table or PDF.

How to continue to improve data entry skills

Just as technology and tools evolve, so should your data entry skills. By constantly working on your skills, you can set yourself up for success, stay ahead of the curve, and maximize your efficiency and accuracy.

1. Stay current with the latest software

Navigating technology can sometimes feel like catching a moving train, especially when it comes to data entry, where precision and speed are important.

Keep up with the latest software updates to hone your skills and become an expert. With every software update, there’s potential for new shortcuts, tools, or functionalities that can make your tasks easier and more efficient. Dedicate some time—whether it’s an hour a week or a few minutes a day—to explore the latest in data entry software.

2. Regularly ask for feedback

In data management, you can develop habits or shortcuts that seem efficient but might cause inconsistencies or inaccuracies in your output. The beauty of regularly seeking feedback is that it provides you with a fresh, external perspective.

By incorporating feedback from peers, superiors, or clients, you not only iron out these discrepancies but also open doors to new techniques and insights you might have overlooked.

Remember to pause and ask, “How am I doing?” The insights you’ll gain from that simple question can be the difference between good and exceptional data entry.

3. Use online typing tools

Use online typing tools like 10FastFingers and Typing.com to enhance your data entry skills.

Consistency is crucial. By practicing regularly with these platforms, you’ll likely find that your typing speed and accuracy improve considerably, making data tasks more efficient and leaving you feeling more productive.

However, a word of caution: As you increase your speed, it can become easier to overlook mistakes. So, while you revel in the efficiency these tools offer, make sure you’re balancing speed with thoroughness. Taking a moment to review your work can make all the difference in maintaining high-quality data entry.

4. Memorize shortcuts

Don’t overlook keyboard shortcuts to boost your data entry efficiency. These combos let you bypass the usual steps.

For example, instead of juggling with menus, a simple “Ctrl + C” or “Ctrl + V” can cut down multiple steps into a swift command, making tasks like copying and pasting almost instantaneous. Consider looking up online guides or watching tutorials tailored to your needs.

Much like practicing with typing tools, familiarizing yourself with these shortcuts can transform your workflow.

5. Proofread

Achieving a high volume of work is commendable. However, maintaining the quality of that data is equally, if not more, important. By cultivating the discipline of pausing to proofread after entering information, you establish a checkpoint against errors—both minor oversights and more consequential mistakes.

This is critical because even the smallest data errors can lead to misinterpretations, incorrect analyses, or even flawed business decisions. Inconsistent or inaccurate data can also diminish trust in databases or systems, making them unreliable for future use.

Some ways to proofread include reading aloud, stepping away and reviewing, and using technology like spell checkers.

6. Block out time

Distractions can reduce your data entry speed and increase the chances of mistakes. Dedicate specific blocks of time for data entry tasks.

Turn off unnecessary notifications and create a workspace that’s free from interruptions. This focused approach helps improve concentration and minimize mistakes.

Is a data entry job worth it?

When considering a career or job opportunity, you might wonder if a data entry position is worth it. The answer is a resounding yes, and we explain why.

• Flexibility. One of the standout advantages of a data entry job is its flexibility. In particular, freelance data entry jobs allow you to set flexible hours or even choose a part-time schedule, allowing you to balance work with personal commitments.
• Remote work. Many data entry positions now allow for remote work. This means you can perform your tasks from the comfort of your home or anywhere with a stable internet connection.
• In-demand. Many industries, from health care and finance to entertainment and e-commerce, require data entry at some level. This widespread need translates to job security and plentiful opportunities.
• Gateway to the corporate world. A data entry job can be an excellent starting point for those just stepping into the professional realm. It offers a glimpse into corporate operations, team dynamics, and business processes. The skills and insights gained can be invaluable, setting a foundation for future roles and responsibilities.
• Growth opportunities. As you hone your skills and gain experience, you open doors to higher responsibilities like data analysis, database management, or supervisory roles. Plus, the soft skills you develop—like attention to detail and organization—are transferable and valuable in numerous career paths.

Find data entry jobs on Upwork

Developing soft and hard skills can give you an edge over the competition. Some companies may not list these skills in their job description, but being capable of them can help you land a high-paying data entry job.

Find data entry jobs on Upwork with just a few clicks. The platform lets you connect with clients around the world who need a data entry specialist. Sign up to find freelance data entry jobs today.

If you’re looking to hire a data entry operator, discover the best data entry specialists on the platform.

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Upwork is not affiliated with and does not sponsor or endorse any of the tools or services discussed in this article. These tools and services are provided only as potential options, and each reader and company should take the time needed to adequately analyse and determine the tools or services that would best fit their specific needs and situation.