8 Ways to Select a Data Entry Outsourcing Company

Jack Taylor
August 17, 2022
 Mins Read
How to Choose a Data Entry Outsourcing Company

Every company or organization receives or generates a high quantum of data, a significant part of which could be in handwritten or printed format. Consequently, organizations need to spend a significant amount of their resources including manpower and time, in entering this data into their system. In the current scenario, businesses have recognized the advantages of outsourcing non-core activities such as data entry.

There has been a growing trend of organizations outsourcing data entry, after considering relevant parameters such as costs, flexibility, efficiency, and availability. Further, outsourcing of data entry operations is not limited by any boundaries or size/type of companies. Specialization and cost advantage are the main reasons why data entry work is outsourced across borders. However, selecting an appropriate data entry outsourcing partner is a complex task and has to be done on the basis of certain prerequisites.

There are many companies offering data entry outsourcing services and in order to shortlist a suitable outsourcing partner, you need to compare each of them on the basis of certain quintessential parameters. Below are the eight ways to select the best data entry outsourcing company:

8 Essential Criteria to Choose a Data Entry Outsourcing Company

1. Level of Customization:

Data needs of each firm may vary according to the type of industry they belong to and the size of the firm. Hence, it is essential that the outsourcing partner be able to provide a certain level of customization in their services. This parameter can be judged by exploring the clientele of the company and checking the variety of industries and the size of firms that the company serves.

2. Cost-Effectiveness:

One of the primary aims of outsourcing is to cut costs. Not all firms can provide cost-effective solutions for your data needs. Hence, a potential service provider should be assessed on the basis of cost to the company. Further, as your business grows in the future, the services would require scaling up. The tentative costs of all such scaling-up should also be kept in mind.

3. Quality of Staff and Technology:

The quality of service provided by the BPO company depends significantly on the qualification of the service staff and technology used for operations. A company having qualified and well-experienced staff has a higher probability to deliver better service than a new company with inexperienced staff. Further, it is necessary to make note of the data entry software and other technologies used by the service provider. A company using obsolete software may provide service at a low cost but the work is also bound to be of lower quality.

4. Level of Data Security:

Security of data is required not only from the business perspective but also from the legal perspective. Hence, before shortlisting, one needs to look into the different policies and protocols undertaken by the service-providing firm to ensure data security. Additional steps such as whether the company maintains a policy of signing non-disclosure agreements with employees, or whether it has CCTV cameras installed around the office, might help in ensuring higher data security. A firm providing such data security should be rated higher.

5. Turn-around Time:

Partnering with a BPO company that provides 24x7 services will result in shorter turnaround times. Further, this prevents stacking of data as work gets equally distributed and the workflow is streamlined.

6. Mechanisms To Track and Monitor:

Apart from delivering services, it is equally important that the service provider has a mechanism to keep track of and monitor these services. A company that provides real-time access to different service parameters increases the control that you retain over the process.

7. Flexibility and Scalability:

Every business today has to be dynamic and adaptable to changes and hence, your outsourcing partner needs to be highly flexible. Flexibility should not be limited to the rate of workflow. It should encompass the type of data and timing of operations. Further, the partner should support scalability and allow for the growth of your business. This requires the partner to have the infrastructure and skills for capacity building and expansion.

8. Allowance for Emergency:

Sometimes, a particular data may become critical and require priority or urgent processing. A firm that has protocols for such emergency-related processes should score over the one that does not have them.

In conclusion, outsourcing non-core business activities such as data entry provide cost-effectiveness, brings in specialization, and facilitates profitability, thereby improving the satisfaction of both clients and employees. Data entry is one of the fastest-growing segments in the outsourcing business. However, in order to reap these benefits, you need to cautiously select your outsourcing partner taking into consideration all the points mentioned above.

Article by
Jack Taylor

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