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Move on from manual data entry

Last Updated 2022/04/12

Gathering, maintaining and analysing accurate, up-to-date information is the key to understanding your current business performance, and planning for the future.

Getting all of this data into one place, where you have quick access to it is easier said than done. Traditionally, businesses have relied heavily on the manual entry of data copied from paper forms. For example, interested customers would fill out their contact details for a company in a questionnaire, before posting it off to be typed up by data entry clerks into a spreadsheet or database.

Disadvantages of manual data entry

Manual data entry is a costly, labour-intensive proceedure. As well as hiring the staff required, you also have to factor in the cost of running an office. Despite this outlay, the results may not even be particularly useful. Delays and inaccuracy plague the process, leaving you looking for a more productive solution.

Avoiding duplication of work

How many times does the same piece of information get written down or typed out during your business process? A staff member fills out a timesheet on paper, and then those forms are taken to a data entry operative who types them into a spreadsheet. Administrators again transfer those details to another system for auditing and attendance purposes.

Ideally, you should only ever have to enter data once, with that information then accessible to anybody that needs it from that point going forward.

The alternatives

One long-standing solution is the scanning of paper documents, which are then processed by OCR, or "Optical Character Recognition", into text. But this process can often be inaccurate, and additional manual work or software is required to put the scanned information into any meaningful order.

Online forms are far more preferable to their paper equivalent, instantly send your automatically validated information, entered by respondents, to a database, with no subsequent data-entry needed. What if you could apply this process to every aspect of your working methods?

How SwiftCase helps

SwiftCase is a business process management platform, accessible via mobile devices as well as desktop computers. Meaning that staff out in the field can fill out the details of the jobs and appointments they attend in real time, without the need to head back to head office.

Once you enter customer, staff or product details into SwiftCase, they are available every time you make a new appointment or job relating to them. Staff at every stage of your business process have access to the same information, without needless duplication or inaccuracy.

This reduction in overheads and time spent filling out spreadsheets and databases leaves you free to focus your energy and resources on providing better products and services as well as growing your business for the long term.

If you’re interested in a free, no-obligation demonstration, get in touch today.

Adam Sykes