Now that most companies rely on computers, typing has never been a bigger part of businesses. Whether it’s a legal secretary preparing briefs, a veterinary assistant updating rabies shots records, or a retail business charting inventory, somebody has to plug the letters and numbers into the computer. Unfortunately, most people dislike typing. Many competent typists find it dull and repetitive, while those who use the hunt and peck method can quickly get frustrated when confronted with a pile of data to enter. At OfficeAssistant.com, we’re ready to take this onerous task off your hands. But if you do it yourself, here are a few mistakes you’ll want to avoid.
Ignoring ergonomics.
A good office chair is expensive for a reason: it’s made so you can sit in it comfortably for hours without hurting your back. We can’t say the same for the kitchen chair.
Relying exclusively on spell check.
Everybody knows that spell check won’t alert you that you typed “from” when you meant “form,” or “they’re” when “their” was the proper choice. Still, how often do we go back and proofread? Apparently not often enough, as we’ve all come across this sort of typo in correspondence and printed materials. Proofreading is required if you want to make the most professional impression possible.
Believing people can spell.
Maybe you’re typing in customer information, and the street name doesn’t look right. You might think well, the person lives on the street, so they must know how to spell it. Wrong! Double check by Googling a map of the local area. Same thing if your boss tells you a street is spelled one way but the map says it isn’t. The map is probably right, and the mistake will probably come down on your head later.
Letting your mind wander.
Yes, data entry is repetitive. But when you start daydreaming about the weekend or what you’re going to buy out of the vending machine, the errors start to pile up. This is when that they’re/their/there mistake will likely happen, or you’ll juxtapose numbers in your spreadsheet.
Not taking breaks.
Even with the best chair in the world, your body is not meant to sit all day. Take a short break at least every two hours and spend a few minutes walking around the office. If possible, throw in a few wrist and back stretches.
We’re Here to Help
Whether it’s entering data into a spreadsheet, or just typing a document, these tasks represent a significant chunk out of every workday. Even if you already have a secretary, the sheer amount of time required by these jobs can encompass an employee’s entire shift. Why not get some help? Give us a call today.
