Correctly entering data plays a significant role in a business’s success; error-free work is necessary to grow a company. Data entry involves inputting, uploading, and updating data in a computer system or database. It can include text, numbers, and other forms of data going into spreadsheets, forms, or other types of software.
Data entry can be repetitive and time-consuming, with little to no margin for error. As a business owner, completing data entry tasks yourself can take too long and eat into your workday, giving you little time to focus on other tasks. In this case, we recommend hiring a specialist data entry virtual assistant (VA) to free up your schedule and guarantee correct information gets entered in the appropriate place.
What does a data entry VA do?
A VA specializing in data entry can perform several tasks for your business, including typing up handwritten notes or images, transcribing audio recordings, completing forms like spreadsheets, updating contact lists, using software tools to automate repetitive entries, and more. Data entry VAs can also clean and format data to ensure accuracy and error-free information, manage existing databases, conduct research, and present reports, among many other tasks.
Where can I hire a data entry VA?
Hiring a data entry VA is a sound option if you’re looking for an experienced professional to deliver error-free work. What’s more, hiring a VA for specific tasks costs much less than onboarding a full-time employee, since you do not have to pay a full-time salary, match a 401(K), pay benefits, etc. Studies show that 62% of companies find that outsourcing tasks to VAs makes it easier to scale their business and 72% of companies say that VAs helped them improve the quality of their product or service.
Here are eight places you can hire a data entry VA from:
- Freelance websites: Freelance professionals regularly use online marketplaces to advertise their skills and connect with employers. VAs use websites like Fiverr, Leverage, Upwork, and Freelancer to upload their profiles and demonstrate work experience, skills, availability, rate, and other important information. Freelance websites let you choose from a large pool of qualified VAs and provide verified skill certifications, so you know that a VA is credible. You can use such websites to find VAs based on the specific skills and tasks you need, and transparency over cost will also help you budget accordingly.
- Remote job boards: Websites like Remote.co, We Work Remotely, FlexJobs, Remote OK, and Jobspresso have dedicated sections for data entry roles and are a great place to look for available VAs. You can create a job post on these websites, making sure to clearly state your requirements (this can include skills like typing/transcribing speed, proficiency in converting documents, knowledge of tools and software, and experience). Mention whether you are looking for hourly, part-time, or full-time VAs and how long you want to hire them.
- Virtual assistant agencies: Using an agency to connect with a VA is a great way to streamline the hiring process. Agencies vet VAs to verify their experience and skills and have a roster of several assistants offering a range of skills. Companies like Leverage Assistants, SmartVAs, and Aristosourcing have a pool of talented VAs available depending on your needs. We recommend contacting the agency and scheduling a consultation call where you can learn more about the company, the services it offers, organizations it has previously worked with, and learn more about the VA-client matching process. One of the benefits of working with an agency is that you can contact them if you find the assigned assistant is not a good fit and ask for another candidate.
- Social media and networking websites: LinkedIn, the leading professional networking website, is a great place to find data entry VAs. You can search for user profiles by filtering by keywords (“data entry,” “virtual assistant,” etc.), join groups, and also follow LinkedIn members who regularly post about job opportunities and who have job search newsletters. You can even use the website to connect with companies with similar needs and ask for referrals. You can also use X and Instagram to upload a job opening and connect with VAs offering their services. There are even Facebook groups exclusively for freelancers and VAs where you can post job openings.
- Referrals: You should start searching for a reliable and experienced VA by tapping into your own network. Mention the set of skills you want to colleagues, friends, and other professional contacts who can suggest VAs to hire and provide you with a review of their services. In this case, you would inquire about a VA with a proven track record in data entry. By connecting with VAs via referrals you would be able to pre-emptively determine their rate and required hours, which can significantly streamline the hiring process.
- Networking events: Attend networking events for remote workers, virtual assistants who offer administrative support, and those aimed at entrepreneurs and small business owners. You can also attend and participate in workshops and panel discussions and meet VAs attending these events. Prepare a short pitch to tell interested VAs what your company does and mention what roles you are looking to hire for. Even if you do not meet a VA that fits your desired profile, ask other attendees if they know anyone who could do the job! Exchange contact information so you can contact interested VAs and vice-versa.
- VA directories: Organizations and websites like VA Networking and the International Virtual Assistants Association curate lists of VAs based on their skills and specializations. You can filter your search by skill, experience, and similar criteria to find a suitable match. VA profiles can include certifications, information on skills, client testimonials, and experience. You can even use built-in messaging platforms on these directories so you do not have to exchange personal information until you have reviewed multiple profiles, negotiated a rate, and made your final decision.
- Local networks: While VAs may operate remotely from different parts of the country and the world, those living in a particular area could advertise their services on local classifieds websites or job boards. Connecting with local business associations, entrepreneur communities, and chambers of commerce could also help you obtain referrals for VAs. Local freelancer communities and coworking spaces could be a good place to find VAs looking to collaborate. If you attend college fairs, graduate students could be willing to offer their data entry services on a part-time basis to earn some money. Colleges run internship programs and could collaborate with your business to place students.
Hire a 1% executive assistant!
Founded by serial entrepreneurs, Leverage Assistants is a white-glove service that helps you find 1% assistants and then teaches you how to build leverage with them. If you're interested in a strategy session to learn how to use an assistant, click here.
Stephen is one of the founders of Lumiere and a Harvard College graduate. He founded Lumiere as a Ph.D. student at Harvard Business School. Lumiere is a selective research program where students work 1-1 with a research mentor to develop an independent research paper.
