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One Entry, Multiple Outputs: How to Eliminate Double Data Entry

Nsovo Shimange | 15 December 2023

Imagine this: you're at your desk, surrounded by stacks of papers, switching between multiple software applications, entering the same data over and over again. Sounds familiar? If you're nodding your head in weary agreement, then you're caught in the web of double data entry – a time-consuming, error-prone process that can stifle the growth of any business.

But here's the good news: there's a way out. In this blog, we’re going to dive into the world of software automation, integrations, and how to streamline your tech stack to bid farewell to double data entry.

Let's explore together how you can reclaim your valuable time and resources, and steer your business towards a more efficient, error-free future.

Understanding Double Data Entry

Let's start by demystifying what we mean by 'double data entry'. Simply put, it’s the act of entering the same piece of information into multiple systems or databases. Imagine entering a new client's contact details into your CRM software, then typing or even just copy and pasting those same details into your invoicing system, and maybe once more into a separate email marketing tool. This not only feels like groundhog day but also eats into your productive hours.

Now, why does this matter? In many businesses, especially small and medium-sized ones, resources are scarce. Every minute counts, and every effort must contribute to your bottom line. Double data entry doesn't just double your workload; it significantly ramps up the likelihood of human errors which can lead to big headaches such as incorrect orders, billing issues, or even compliance troubles.

Time spent on repetitive data entries is time taken away from more critical tasks that could drive your business forward. Recognising and addressing the double data entry in your operations is the first step towards a more streamlined, efficient, and productive way of working.

The Role of Software Automation

Now that we understand the drag that double data entry can have on our work, let's turn to software automation. Software automation is all about using technology to perform repetitive tasks without human intervention. Think of it as setting up a series of dominoes; once you flick the first one (input data), the rest fall automatically, transferring and transforming data across different systems.

So, how does this magic happen? Let's say you receive an online order. With automation in place, the order details are automatically populated into your inventory system, your accounting software is updated, an invoice is generated, and an order confirmation email is sent to the customer. The key here is that the data is entered just once, and the rest of the process is automated.

This doesn’t just save time, it bypasses human errors. It's consistent, reliable, and tirelessly accurate plus, it frees up your staff to focus on tasks that require human skills like creativity, problem-solving, and customer service – aspects that really add real value to your business.


Exploring Integrations

Integrations allow different software systems to communicate and work together harmoniously. This interconnectedness is vital for eliminating double data entry, as it enables data to flow seamlessly from one application to another.

A prime example of interconnecting technology is StrutoCORE. At Struto, we are able to integrate your HubSpot portal with a multitude of other applications - from Salesforce and Microsoft 365 to Xero as well as other HubSpot portals. When you integrate HubSpot with these tools, data entered in HubSpot can automatically update in your other systems, and vice versa. For instance, the sales data from a closed deal in HubSpot can be reflected in your Xero accounting software without lifting a finger.

But integrations aren’t just about data transfer; they’re about adding context and depth to your data. When your systems are integrated, you get a more holistic view of your business. You can track a customer’s journey from the first point of contact to the final sale and beyond, all in one place. This comprehensive view helps in making more informed business decisions. 


Streamlining Your Tech Stack

Now that we’ve covered automations and integrations, there's another piece to this puzzle – streamlining your tech stack. Your tech stack is essentially the collection of software tools and technologies you use to run your business, the backbone of your digital operations.

To streamline your tech stack you’ll first need to assess what you've got. Take inventory of all the software tools and platforms you're currently using. This could range from your accounting software to your project management tools, from your CRM to your email marketing platforms. It's crucial to understand not just what each tool does but also how they interact (or fail to interact) with each other.

Once you've laid out your tech landscape, it's time to identify redundancies and gaps. Are you using multiple tools that serve the same purpose? Are there critical processes in your business that aren't supported by your current tech stack? This is where we aim to cut the fat and beef up where necessary. The goal is to have a lean, mean, business-running machine where each component integrates smoothly with the others.

A streamlined tech stack reduces double data entries because data can easily flow from one application to another. It also makes training your team easier and improves overall efficiency.

Streamlining your tech stack might seem like a daunting task, but it's an investment in your business’ efficiency and future growth. Take it one step at a time, and don't be afraid to seek out expert advice if you need it. The right tech stack can empower your business, free up your time, and keep you focused on what you do best – running your business.


Practical Steps to Eliminate Double Data Entry

Alright, let's finally get down to answering the question that was asked in the title of this blog: How do you eliminate double data entry?

How to eliminate double-data entry:

  1. Conduct a tech audit: Start by reviewing your current processes. Identify where double data entry is occurring and why. Is it because of non-integrated systems? Is there a lack of awareness among your team about existing integrations? A thorough audit will spotlight these inefficiencies.

  2. Implement a single point of entry for data:  Establish a protocol where data is entered only once into your primary system AKA your single source of truth, and then let your integrations do the rest. For example, customer information should be input directly into your CRM system, and from there, it can flow to your other tools.

  3. Training and staff involvement: Often, double data entry stems from a lack of training or understanding of the systems in place. Ensure your team is fully trained on how to use your software and understands the importance of single data entry.

  4. Monitor and adjust: Implementing new systems and processes isn't just set-it-and-forget-it. Regularly monitor how things are going. Is the new system working? Are there still areas where data is being duplicated? Use this feedback to make adjustments as needed.

  5. Automation and integration tools: Invest in automation tools where appropriate, and ensure your software systems are integrated.

  6. Quality control: Implement regular checks and balances to ensure that the data being entered is accurate. This could be as simple as having a second pair of eyes review entries or using software features that flag potential errors. 

  7. Stay updated: The tech world evolves rapidly. Stay informed about new tools or updates to your existing software that could further streamline your operations and reduce the need for double data entry.

By taking these steps, you're not just eliminating a repetitive task; you're building a foundation for a more efficient, data-driven business. Remember, the goal is to free up your time and resources so that you can focus on growing your business, not getting bogged down in data entry.


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