Accuracy in data entry is paramount.
Data entry is critical in many businesses. Data entry is, in some cases, performed exclusively by administrative staff, or can be performed by sales staff, inventory clerks and case managers. The entered data may come from one or multiple sources. Data entry is performed directly in a database program, or may be done in a spreadsheet program for later import into a database. Data entry tests measure accuracy and speed, and are used in the interview process.
Instructions
1. Determining the test parameters. Data entry tests are performed in spreadsheet programs. The headings of the columns match the data to be entered in the fields. Records that require many columns may be scaled back for purposes of the test. Include fields that have industry-specific terminology and numbers to use the full range of the keyboard, and present words that may be unfamiliar to the applicant.
2. Set a time limit. The time limit should be as realistic as possible to complete the test sheet. Factor in your time limit when deciding on the complexity of the test. Time limits are unique to the situation. Applicant time limit considerations are also based on the needs of the interviewer. If data entry is only one aspect of a job, choose a short time limit such as 10 minutes. Longer duration tests provide a more accurate picture of how an applicant will perform if her sole duty is data entry.
3. Create your own sample data. Acquire data that is used for entry in the organization and modify it to create sample records for the test. Client and organization confidentiality precludes the use of real data. Base the amount of sample data included on the prearranged time limit. If records arrive from different sources, provide a sample of the sources the applicant will be required to work with.
4. Create the instructions to complete the task. Instructions should detail a step-by-step method for locating data within complicated source records and entering it. You may require applicants to demonstrate formatting skills. If the applicant must possess his own formatting knowledge, write open-ended instructions, such as "bold text," to allow applicants to use preferred methods to demonstrate formatting skills. Write instructions with word processing software so they can be saved and printed.
5. Modify existing test sheets. Provide a version of a standard data entry test sheet, if one exists, to provide the most realistic results possible. The applicant will receive the most realistic picture of the position she is applying for.
6. Decide on present the test sheet. Be as honest as possible. Inform the applicant about how data entry is used in the organization. Indicate the importance of accuracy over speed in the test. Applicants may feel pressure to complete the test in as short a time as possible, and thus make more mistakes. Give the applicant a private computer to take the test. If source records may be confusing to individuals, have someone available to answer questions.
Tags: time limit, applicant will, test sheet, complete test, data entry, Data entry