How to Prevent Costly Workflow Disruptions from High Turnover in Data Entry & Admin Staffing

02 Jul How to Prevent Costly Workflow Disruptions from High Turnover in Data Entry & Admin Staffing

Posted at 08:00h in Employers by Masiss Staffing

The average turnover rate among United States employees is reported to be around 17 percent.¹ Although this is lower than the peak rate during the Great Resignation, it’s still a cause of concern for many companies across different industries. For example, high turnover in data entry and admin staffing results in various challenges such as workflow disruptions and high re-hiring costs.

As a company leader, how can you avoid the need to hire and train new staff within short periods of time? The answer is to improve employee retention rates using the right strategies.

High Turnover: A Costly Challenge

High turnover in data entry and administrative roles creates big problems for many companies. When these workers leave frequently, daily operations slow down and mistakes increase. It also leads to a costly cycle of hiring, training, and replacing that affects different parts of a business.

Think of high employee turnover rates as a set of problems rather than a root cause. When employees leave for other opportunities, your organization might experience the following:

1. Workflow disruptions

Workflow disruptions occur when experienced workers leave and take their knowledge with them. New employees need time to learn systems and processes, causing delays in regular work. Tasks pile up or get missed during this gap. Other team members must pick up extra work while positions remain unfilled.

2. Decreased employee productivity

When teams lose skilled workers, it’s natural to expect a decrease in productivity. This is because new staff members work more slowly as they learn their jobs. They are also more prone to making mistakes compared to tenured employees. Moreover, teams spend valuable time fixing errors instead of moving forward with projects. The constant need to train new people also pulls experienced workers away from their regular duties, causing further delays.

3. Increased hiring costs

Replacing employees goes beyond finding new people. It encompasses paying for job ads and background checks to ensure the quality of talent. Companies also spend precious time and resources on interviewing candidates who would be a good fit for the role. On top of this, organizations usually need to invest in training materials, orientation programs, and mentoring hours, which could lead to increased hiring costs. These further multiply when the same position must be filled repeatedly throughout the year.

Possible Reasons Behind Turnover

Increased employee turnover may stem from different reasons. Here are some examples of why voluntary exits occur.

Lack of career growth frustrates many data entry and administrative workers. These roles often have flat structures with few chances to move up. Workers may feel stuck doing the same tasks year after year with no clear path to better positions or higher pay. This pushes them to look for opportunities elsewhere.
Monotonous work makes data entry and administrative jobs challenging for many people. Typing the same information, filing similar documents, or answering routine questions all day can feel boring over time. This repetition leads many workers to seek more varied and engaging positions. Meanwhile, some look for the same role, but with higher compensation to make the monotonous work worth the effort.
Better opportunities attract data entry and administrative staff away from their current positions. Competing companies that offer higher wages, flexible schedules, remote work options, or better benefits packages are more likely to attract professionals. When workers see that they can get more money or better work conditions for similar responsibilities, they are more prone to leave.

5 Strategies to Improve Retention

The negative effects of increased turnover rates are undesirable for any business. So, what can you do to reduce employee turnover and boost employee retention? The following are five strategies you can use to boost your retention rates:

1. Offer competitive compensation packages

Your data entry and administrative staff will compare their pay to what they could earn elsewhere. If you want them to stay, you need to make them feel valued. Offer competitive wages that reflect the quality of work they do.

How can this be done?

Start with benchmarking. Research what other businesses in your industry pay for a similar position. Try to match or exceed rates to ensure your compensation structures remain competitive.
Don’t stop at base pay; build comprehensive packages that include different benefits. Some examples of these are health insurance and PTOs.
If financially capable, create bonus structures that will reward accuracy and efficiency. You can even include employee loyalty in the metrics.

Remember that even small perks can make employees feel valued. From transportation assistance to occasional lunch vouchers, you can convince your people to stay when they are appreciated.

2. Create professional development opportunities

Even your entry-level employees want to grow. They’re eager to advance their careers, so give them clear development paths. When people can see a future with your company, they’re less likely to look elsewhere.

Start with regular training sessions. Your team needs to stay current with new software and industry skills, plus they can always sharpen what they already know. Try pairing newer hires with your seasoned pros through mentorship programs—it works well for both sides. And consider covering the cost of relevant courses, workshops, or certifications. It’s an investment that pays off for everyone.

Here’s the key: make career conversations a regular thing during your check-ins. Sit down together and set realistic growth goals. When employees see you’re genuinely invested in their future, they’ll invest more of themselves in your company.

3. Foster a positive work culture

Your employees spend most of their day at work, so the atmosphere you create plays a huge role in whether they stick around. Focus on building a culture where people genuinely feel respected and valued for what they bring to the table.

Start simple—acknowledge good work regularly. A shout-out in team meetings or even a quick thank-you note can mean more than you think. Throw in some team lunches, celebrations, or fun activities now and then. These moments help people actually connect with each other.

Set up policies that show you care about work-life balance. Flexible scheduling when it’s possible, or being understanding during tough personal times—these things matter. But here’s what’s really important: train your managers to lead with empathy and communicate clearly.

When your administrative and data entry staff feel like they’re part of a supportive team rather than just another employee number, their loyalty to your company grows stronger. It’s not complicated, but it makes all the difference.

4. Invest in tools and equipment

Nothing frustrates your staff more than struggling with outdated technology or uncomfortable workstations. This is especially true for data entry and admin roles. Make your people’s jobs easier and more efficient by providing the right tools. For example, you can establish a budget for the following:

Computers with sufficient processing power to accomplish necessary tasks smoothly
Ergonomic chairs that support good posture and prevent muscle strain
Software that can automate repetitive aspects of admin and data entry work

By investing in these simple tools and equipment, you’re allowing your people to focus on more engaging tasks. Remember to also establish regular maintenance schedules for office equipment to prevent the daily frustration of printer jams or system crashes. Ask your team what tools would help them perform better, and take their suggestions seriously.

5. Consistently ask for and apply feedback

Related to the previous strategy, your administrative and data entry staff often see operational problems that managers miss. To improve employee retention, you need to actively seek their input. In this way, you can gain valuable insights while showing that their opinions matter.

To do this, schedule regular one-on-one meetings where you specifically ask about their job satisfaction and the challenges they face. Send occasional anonymous surveys that allow them to share honest thoughts about workplace issues without fear of consequences. It’s also ideal to create an established system where they can provide feedback when necessary.

Most importantly, take action on the feedback you receive. Even small changes based on employee suggestions can build tremendous goodwill. Always close the feedback loops by communicating what improvements you’re making based on their input. This will help your team see that speaking up leads to positive changes. It could also help them develop deeper trust in your leadership and a stronger commitment to your organization.

Prevent workflow disruptions with the right staff!

As a company that focuses on results, Masis Staffing is ready to provide you with top-notch services. We offer tailored solutions that can help you drive your business towards success.

With our wide network of professionals, we’ll help you build a loyal and efficient team that can deliver. Contact us today!

Reference

“How Much Turnover Is Too Much?” Mercer, 5 Sept. 2024, www.imercer.com/articleinsights/workforce-turnover-trends.

Tags:

Retention and Attrition, Workforce Management