A deadline is the final time that a task must be completed. No matter how fast humans can type, process data, and think quickly, speed will always cause a problem in data entry. Employees do not work at the exact speed during an entire workday. Your Brain At Work notes that “Some studies have demonstrated that individual differences in patterns of circadian arousal — the time of day that we are most alert — correlate with performance on a variety of cognitive tasks and that such performance peaks more or less regularly at a specific point in the day.” Distractions, number of breaks, and fatigue also affect how fast a human can input data. The type of computer, software, and network utilised to input data can also affect speed. Networks, processors, hardware, and software should be kept updated to the latest versions to eliminate the possibility of the tools slowing data entry down.
When performing data entry, speed is extremely important. Employers that hire data-entry professionals are looking to have as much data as possible typed into their software as quickly as possible while limiting the number of errors. Data entry can be purely numerical, using a 10-key keypad, or it can include alphanumeric characters, using a traditional keypad. Calculating your speed for both entry methods can provide useful information to potential employers.
Here is how you can calculate your data entry speed:
- Locate a page of text to use to test your data-entry speed. You should have at least a full page of text; if you are a fast typist, two pages are recommended.
- Use a word-processing program on your computer to open a new document in which you can type text. You can also use the Notepad accessory that is included with Microsoft Windows.
- Start the timer on your stopwatch. Enter text from your document until you have reached the end of the document, then stop the timer on the stopwatch.
- Add up every character that you have typed, including spaces. Divide this total number of characters by the number of seconds recorded on your stopwatch. For example, if you typed 2,000 characters in 90 seconds, your rate would be 22.22 characters per second.
- Multiply your result by 60 to calculate how many keystrokes you can make in a minute. In this example, you would multiply 22.22 times 60 for a total of 1,333.2 keystrokes per minute.
Data Entry Speed
Data entry speed is the measurement of speed with which data is electronically recorded by manual input. Rather than WPM (words per minute) as regular typing is measured, data entry speed is recorded in KPH (keystrokes per hour). A high data entry speed without a high accuracy percentage rate does not qualify an individual to work as a data entry operator.
Acceptable Speed
Numeric data entry speeds that qualify clerical workers for employment typically must be between 9,000 and 12,000 KPH. Acceptable alphanumeric data entry speed requirements are a little bit lower than purely numerical speeds because the addition of the alpha characters slows down most operators. These can be as low as 7,000 KPH to qualify for employment.
Speed Tests
Data entry speed tests are available as a method of discovering and proving data entry speed. These tests can be found online, purchased in specialised software, and are provided (and usually required) by employment agencies that fill relevant jobs. Tests consist of a script of various lengths that the test taker must use to transfer from the page to the computer; often these tests involve populating forms in databases.
Increase Speed
The best way to improve data entry speed is through practice. Digit dexterity is improved over time when an individual becomes familiar with maneuvering the fingers repetitively over the keypad type that will be used, whether it is a 10-key pad, a keyboard or any other type of electronic device. While different keypads are laid out differently, there are basic universal strokes to learn. Data entry classes are also available online and through various technical and community colleges.