The term 'data entry' is not one that gets heads craning when you drop it in conversation at a party, but did you know that this under valued (and under-utilised!) clerical duty can add some real power to the marketing campaigns and performance measures used by your business?
Database? What Database?
When someone mentions a database it often conjures up an image of an expensive, customized software program with all the bells and whistles. While these programs are terrific if you have them, they can be really expensive to purchase and implement. If you have an immediate need for a database, your Virtual Assistant can develop one utilizing your current office software, such as Excel or Access. Most people don't realize that even Excel can provide you with many functions that make for a user friendly, flexible database, which anybody can enter data into and manipulate.
How Much Data Is Too Much Data?
I find that it is usually best to put a little more information in than you think you will need. While you have your Virtual Assistant entering the data, it would be prudent to add a couple of seconds to each entry with those few extra snippets of information, rather than dredge out the files all over again and go through the whole database once more. For example, if you are creating a customer database that will be used mainly for mail merges, it would be a good idea to add some extra fields such as 'Marketing Campaign' (data on what marketing strategy lead them to you, i.e. Yellow Pages, Google, print media, radio, etc), or 'Date of Birth' (allowing you to form a demographic of your clients at a later stage, or to contact them on their birthday). The old saying holds true "an ounce of prevention is better than a pound of cure".
Data From Unlikely Places
If you are thinking about having a database created, you probably already have the pile of paperwork waiting to be entered. But sometimes it can be a good idea to think outside the square as to where your data will come from. We all have a stack of business cards that lie around our office or home collecting dust. We collect them from seminars, expos, business networking opportunities, and so on. There is a tremendous amount of information, potential leads, customers and resources waiting to be put to good use! Recently, a client who owns a restaurant gave me a large amount of business cards with which to create a database.
We have all been to restaurants and cafes where they have the large glass bowl filled with business cards and they draw out 1 lucky person per month. Deep down we all realize they are not doing this simply to be generous, but are collecting a customer base. But how many of you have actually gone on to receive correspondence from the restaurant after leaving your card? Not many I imagine! Here is a huge marketing opportunity gone begging; restaurants not usually having clerical staff simply don't have someone to create and maintain a database - another great reason to use a Virtual Assistant! However your data is stored (scraps of paper, enquiry sheets, newsletter sign-up sheets, order forms, etc) you can give your Virtual Assistant that pile of paper work and they can turn it into a database that works for you.
Tending The Database Garden
It is an absolute joy to stand back and look at a garden after a wonderful landscaping job has been completed. But, how long will it stay a joy if nobody tends it? Think of your database as this beautiful garden. You have spent good money having a database designed, created and filled with information, but if it is not kept current, new clients not added and data fields added/changed to reflect your changing business needs, it tends to lose its gloss and usefulness. Why not put a plan in place that ensures regular maintenance of your database - your Virtual Assistant can perform updates and maintenance at planned, regular intervals. This will keep you in control and on top of your business.
Claire Dening is a Virtual Assistant and Office Support Specialist, offering professional assistance on demand, to Entrepreneurs and Businesses worldwide.
Source: http://ezinearticles.com/?Optimizing-Your-Business-With-A-Virtual-Assistant---Data-Entry&id=985784
Database? What Database?
When someone mentions a database it often conjures up an image of an expensive, customized software program with all the bells and whistles. While these programs are terrific if you have them, they can be really expensive to purchase and implement. If you have an immediate need for a database, your Virtual Assistant can develop one utilizing your current office software, such as Excel or Access. Most people don't realize that even Excel can provide you with many functions that make for a user friendly, flexible database, which anybody can enter data into and manipulate.
How Much Data Is Too Much Data?
I find that it is usually best to put a little more information in than you think you will need. While you have your Virtual Assistant entering the data, it would be prudent to add a couple of seconds to each entry with those few extra snippets of information, rather than dredge out the files all over again and go through the whole database once more. For example, if you are creating a customer database that will be used mainly for mail merges, it would be a good idea to add some extra fields such as 'Marketing Campaign' (data on what marketing strategy lead them to you, i.e. Yellow Pages, Google, print media, radio, etc), or 'Date of Birth' (allowing you to form a demographic of your clients at a later stage, or to contact them on their birthday). The old saying holds true "an ounce of prevention is better than a pound of cure".
Data From Unlikely Places
If you are thinking about having a database created, you probably already have the pile of paperwork waiting to be entered. But sometimes it can be a good idea to think outside the square as to where your data will come from. We all have a stack of business cards that lie around our office or home collecting dust. We collect them from seminars, expos, business networking opportunities, and so on. There is a tremendous amount of information, potential leads, customers and resources waiting to be put to good use! Recently, a client who owns a restaurant gave me a large amount of business cards with which to create a database.
We have all been to restaurants and cafes where they have the large glass bowl filled with business cards and they draw out 1 lucky person per month. Deep down we all realize they are not doing this simply to be generous, but are collecting a customer base. But how many of you have actually gone on to receive correspondence from the restaurant after leaving your card? Not many I imagine! Here is a huge marketing opportunity gone begging; restaurants not usually having clerical staff simply don't have someone to create and maintain a database - another great reason to use a Virtual Assistant! However your data is stored (scraps of paper, enquiry sheets, newsletter sign-up sheets, order forms, etc) you can give your Virtual Assistant that pile of paper work and they can turn it into a database that works for you.
Tending The Database Garden
It is an absolute joy to stand back and look at a garden after a wonderful landscaping job has been completed. But, how long will it stay a joy if nobody tends it? Think of your database as this beautiful garden. You have spent good money having a database designed, created and filled with information, but if it is not kept current, new clients not added and data fields added/changed to reflect your changing business needs, it tends to lose its gloss and usefulness. Why not put a plan in place that ensures regular maintenance of your database - your Virtual Assistant can perform updates and maintenance at planned, regular intervals. This will keep you in control and on top of your business.
Claire Dening is a Virtual Assistant and Office Support Specialist, offering professional assistance on demand, to Entrepreneurs and Businesses worldwide.
Source: http://ezinearticles.com/?Optimizing-Your-Business-With-A-Virtual-Assistant---Data-Entry&id=985784
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