Data entry commonly takes place in the back office, no matter which business you run. Simply put, every business carries out data recording and its management in the backend. And many of them hire an outsourcing partner so that they can spend maximum hours on streamlining operations. This initiative leads to cost savings. This guide is helpful for those who don’t have any previous experience working with a BPO data entry company. Here, they can discover how to get started with a partnership for data entry services.
Statistics: The global data entry services market is expected to grow at a CAGR of 5.2% from 2024 to 2031, reflecting the increasing demand for outsourced data entry solutions, according to consumer behavior analysis, which provides insights into how businesses optimize backend processes and customer-related data.
A Comprehensive Guide to Get Started with BPO Data Entry
Scroll down to discover a step-by-step guide on how to hire a BPO for data entry services.
Step 1. Understanding BPO Data Entry Services
A report by Statista revealed that the global BPO market was worth $280 billion in 2023. And in this, data entry services form a significant share of it.
BPO (Business Process Outsourcing) data entry services comprise a range of services, such as online and offline data entry, copy-paste data, e-commerce product data recording, medical billing, transcription, data conversion, and processing its large volumes. In aggregate, these tasks encompass digitising data to save in databases, spreadsheets, and servers. And then, the processed details are deeply examined to filter out typos, oddities, duplicates, and inconsistencies in formats.
So, the goal must be as clear as a crystal. Share your expectations regarding data, quality, communication and more with the BPO.
Step 2. Assess Your Data Entry Needs
Deloitte conducted a survey and found that 59% of companies hire outsources to handle their high data volumes efficiently. These companies are professionals that specialise in analysing business needs for digital data.
As a service seeker, you must determine the amount of data you need to be digitised or processed. It will introduce you to such providers that can ensure your workload seamlessly. Furthermore, identify the types of data you need, which can be textual customer information, numerical financial records, or product descriptions.
Once determined, you should analyse if it’s a one-time or ongoing requirement. This will help in finding the right outsourcing partner.
Step 3. Choose the Right BPO Provider
As you accurately assess your requirements, evaluate the right BPO provider that is able to deliver quality with efficiency. Here are some valuable tips to select the right one.
Discover a provider who has extensive hands-on experience in data digitisation or data entry services. Studies indicate that expertise in managed data workflow operations plays a key role in improving efficiency, accuracy, and consistency in backend processes. So, attend to this fact.
The next crucial thing is advanced technology. You, as a service seeker, should find out if the BPO deploys advanced technologies and tools for data input through optical character recognition (OCR) and outputs.
Considering data security as a must-have, the prospective provider must focus on robust security measures to cover sensitive information. So, choose the one that is accountable for security measures of sensitive records.
Step 4. Define Your Requirements
Once you have selected a BPO provider, clearly communicate your requirements and expectations related to data recording. It will continue collaboration on a smooth track.
Under requirements, share detailed guidelines or instructions on how the data should look and formatted. You may set expectations and standards for accuracy, establishing minimum error rates and accuracy.
Last but not least, establish timeframes and frequencies for data processing and deliveries.
Step 5. Implement a Pilot Project
Did you know that the International Association for Outsourcing Professionals (IAOP) surveyed and found that 67% of companies prefer pilot projects before signing contracts with any BPO?
Don’t make hasty decisions unless you know the quality of deliveries. Wondering how to discover? Well, it can be easy if you align a pilot project to the selected BPO provider prior. The output of this sample will reveal the quality that the BPO is going to deliver. You may check its accuracy rate, turnaround time, and other details as per specifications.
If the quality is absolutely fine or can be refined, you can share the feedback with expectations. Accordingly, the provider will make adjustments and deliver improved data.
Step 6. Sign a Service Level Agreement (SLA).
Now that you are satisfied with the quality, outline an SLA, which is a service level agreement. It is a blueprint of all points or guidelines that both parties agree to abide by. It also states the rules to manage the expectations with schedules for delivery.
Precisely, it must specify the key performance indicators (KPIs), which can be accuracy rates, turnaround times, and error-handling workflow. Furthermore, establish the responsibilities for both parties, encompassing the responsibilities, approvals, feedback, and support services.
Also, clearly underline clauses for penalties or remedies in case the BPO fails to meet the agreed-upon terms and standards.
Step 7. Establish communication channels.
This step is dedicated to effective communication. For it, you should mutually decide the reasons for communication. It can be related to tracking the progress of data entry tasks and how to address issues promptly. Another reason for communication on emails, phone calls, or video calls is to share the feedback on the quality delivered. It can be healthy communication. You may suggest some points to improve it.
Another concrete reason to communicate it is to resolve issues. The BPO may be facing challenges in understanding your concerns for quality services. The live call with screen sharing can be valuable to exactly understand the flaws and suggestions.
Step 8. Monitor and Evaluate Performance
Monitoring is necessary when you expect quality with data entry services. Never ignore monitoring and measuring the quality of the processed data online. You can simplify this checkup by regulating the accuracy check whenever you receive data.
Evaluate the delivery if it is on time or even, faster. Also, measure the service cost if it is within your budget.
Conclusion
BPO data entry services provide cost-effective benefits, which also help in significantly managing data and its processes. Meticulously analyse the need and expectations that you’re going to share with the prospective outsourcing partner. Ask to do a sample, which will showcase the capacity of delivering accuracy rate and relevant data. Afterwards, sign an SLA while outlining guidelines, delivery dates, and more aspects related to data entry and its quality.
