Data Collection and Data Collection Tools

Data Collection Tools

Data Collection

The process of collecting and evaluating specific data is known as data collection. It is used to evaluate the outcomes and to propose (suggest) answers to pertinent queries. It focuses on learning more about a specific topic, and additional information is gathered to test hypotheses that attempt to explain a phenomenon.

Data Collection Tools

The devices and instruments used to collect data are referred to as data collection tools. Consequently, several tools utilized for data collecting include;

1. Interviews

2. Questionnaires

3. Schedules

4. Observation Techniques

5. Rating Scales

However, the first two tools (interviews and questionnaires) will be our main focus, and a detailed description of these instruments will be provided.

 

INTERVIEWS

The French word ‘entre voir’, which means "to see each other," is the source of the English word "interview."

Face-to-face interaction between two people with the sole objective of gathering pertinent data for the study is referred to as an interview. Additionally, interviews are frequently used in qualitative research since they are a two-way method that allows for the exchange of ideas and experience and particularly aids in overcoming the majority of weaknesses.

Advantages of Interview

Ø Direct investigation.

Ø Extensive analysis

Ø Knowledge of the past and future

Ø Awareness of distinctive qualities.

Ø It is feasible to encourage one another.

Ø Awareness of underlying emotional and historical factors.

Ø Analyzing existing data.

 

Disadvantages of Interview

v May present false information.

v Errors caused by the interviewee (low level of intelligence or maybe emotionally unbalanced)

v Results could be impacted by the interviewer's biases.

v Results could be impacted by the respondent and interviewer's contrasting worldviews.

v Incomplete and biased research.

 

Characteristics of an Interview

Ø The interviewer can delve into incidental circumstances and identify the problem's root cause.

Ø Dealing with small children and illiterate people is appropriate.

Ø Cross-examination may be made possible by it.

Ø It aids the investigator in developing a perception of the subject.

Ø It can cover delicate, private, and even personal subjects.

Ø It is adaptable.

Ø Cross-examination allows for a more accurate assessment of the interviewee's sincerity, openness, truthfulness, and insight.

Ø There is no opportunity for the respondent to change his prior response.

Ø It can be used in survey methods, but it can also be used in clinical, historical, experimental, and case studies.

 

Types of Interviews

There are many different kinds of interviews, but the following are the most common.

(1)  Structured Interview

It is often referred to as a researcher-administered survey or a standardized interview. This quantitative research approach is frequently used in survey research. A set of questions should be asked in a specific order and sequence during a structured interview.

Structured interviews can be conducted in a variety of ways. For instance, over the phone, in person, online, via computer applications like Skype, or via video call. It is surface level in terms of depth and is typically finished quickly. It comes highly recommended for its quickness and effectiveness.

(2)  Unstructured Interview

Indirect, non-directive, and open-ended interviews are other names for it. In an unstructured interview, the interviewer typically asks open-ended questions on a broad subject without the use of a questionnaire and occasionally inquires about the candidate's personal life to assess the participants' personalities.

It gives interviewees the freedom to react in their own words and at their leisure. It is a thorough interview that enables the researcher to gather a variety of information for a specific objective. Although it takes more time, this method allows a researcher to combine structure and flexibility.

(3)  Personal Interviews

A person known as the interviewer must ask questions to the other person or people during the interview, usually face-to-face. Such an interview could take the shape of an indirect oral probe or a direct personal investigation.

 

Chief Merits of the Personal Interviews

ü It is possible to gather more information, and that too in greater detail.

ü By using his abilities, the interviewer can obtain a nearly perfect sample of the overall population.

ü Greater flexibility is possible since, using this strategy, it is always possible to rearrange questions, especially when conducting unstructured interviews.

ü Perfect observation techniques can be used, and verbal responses to various queries can also be recorded.

ü Since there is no longer a problem with missing returns, samples may be managed more successfully. Non-response is typically still quite low.

ü Usually, the interviewer has some degree of control over who will respond to the questions.

ü With the postal questionnaire approach, this is not possible. Group talks are also possible if desired.

ü By adapting the interview's wording to the interviewee's aptitude or educational level, misinterpretations of the questions can be prevented.

 

Demerits of the Personal Interviews

o   It is an extremely expensive strategy, particularly when a sizable and broadly distributed geographic sample is used.

o   Both the danger of interviewer and respondent bias and the hassle associated with monitoring and controlling interviewers are still present.

o   As a result, the data may turn out to be insufficient for some respondents, such as significant officials, executives, or members of high-income groups, who may be difficult to reach using this method.

o   This method takes a bit longer, especially when there is a large sample and the responders must be recalled.

o   The interviewer's immediate presence may overwhelm the subject, sometimes even to the point where he provides fictitious material to spice up the conversation.

o   Interviewing can occasionally bring systematic mistakes as well.

 

(4)  Telephone Interviews

This type of data collection involves calling respondents on the phone, either voice- or video-calling them. Although it is not a very popular technique, it is crucial in industrial surveys, especially in developed regions where the interviewee is from a different region.  

 

Advantages of Telephone Interviews

v It is more adaptable than the mailing method.

v It is a rapid technique to get information because it is faster than other methods.

v Compared to personal interviews, it is less expensive; in this case, the cost per response is also reasonably low.

v Recall is straightforward, and callbacks are quick and inexpensive.

v Compared to our mailing strategy, there is a higher response rate, and non-responses are often quite a few.

v Responses are recordable.

v Interviewer has an easier time outlining requirements.

v No field personnel are needed.

 

Disadvantages of the Telephone Interviews

Ø Little time is given to respondents for considered answers.

Ø Surveys are restricted to respondents who have telephone facilities.

Ø Extensive geographical coverage may get restricted by cost considerations.

Ø It is not suitable for intensive surveys where comprehensive answers are required to various questions.

Ø Possibility of the bias of the interviewer is relatively more.

Ø Questions have to be short and to the point; probes (investigations) are difficult to handle.

 

QUESTIONNAIRE

Sir Francis Galton devised questionnaires, which are tools used to gather information during survey research, particularly from a group. A set of standardized questions that examine a certain subject and gather data on demographics, beliefs, attitudes, or behaviours are typically included.

It is crucial to clarify that a questionnaire does not constitute a survey but is a component of one (a survey is a process of data gathering involving various data collection methods, including a questionnaire).

Additionally, three different types of questions—fixed-alternative, scale, and open-ended—are employed on questionnaires.

 

Merits of the Questionnaire  

o   This process saves time.

o   It encompasses a broad range of studies.

o   It's excellent for reactions of a particular kind.

 

Demerits of the Questionnaire

ü We only receive a small number of responses this way.

ü No personal interaction.

ü greater likelihood of incorrect responses.

ü There is a higher likelihood of getting a delayed response.

ü Occasionally, answers might not be legible.

ü In many situations, it might be useless.

ü We only receive a small number of responses this way.

ü No personal interaction.

ü Greater likelihood of incorrect responses.

ü There is a higher likelihood of getting a delayed response.

ü Occasionally, answers might not be legible.  

ü In many situations, it might be useless.

 

Characteristics of a Good Questionnaire

General guidelines for question construction are as follows:

o   Simple terminology

o   Lucid ideas

o   Free of bias

o   Adequate possibilities for answers

o   Shorter inquiries

o   Only one query at a time

o   Positive statements

o   Mathematics is not required.

o   Brief and distinct reference periods

o   Avoid using the word "question"

 

Types of Questionnaires

The prominent categories of the questionnaire are as follows;

 

(1) Open Ended Questionnaire

It also goes by the name "unstructured questionnaire." It provides the respondents with a platform to freely voice their opinions. The respondent is free to choose any response that feels appropriate because there is no set formula for these questions. Receiving accurate, perceptive, and even surprising suggestions can be helpful.

 

This type of question is a qualitative one. A final open-ended question that solicits comments and/or suggestions for improvements from respondents would be included in a perfect questionnaire.

It's possible that questions don't always take the form of interrogative phrases, in which case the moderator or the enumerator must explain the question's intent. Such a questionnaire is used during focus group discussions. This form of the questionnaire has a significant drawback in that it is challenging to statistically code or evaluate.

 

(2) Close-Ended Questionnaire

Most quantitative data-gathering activities employ this sort of questionnaire, also known as a structured or closed format questionnaire, in which respondents are only allowed to select one of the available multiple-choice responses.

Furthermore, there is no set restriction on how many options should be provided in a multiple-choice format; the number can be even or odd. The convenience of conducting preliminary analysis is one of the key benefits of adding closed-format items to your questionnaire design. These inquiries are perfect for figuring out percentages and statistical information.

Additionally, there is very little opportunity to learn more. Dichotomous (splitting into two distinct portions) questions have the significant drawback of being unable to examine the responses between yes and no, leaving no room for an intermediate view.

 

(3)  Computer Questionnaire

Respondents are requested to complete a questionnaire that is mailed to them. The benefits of computerized surveys include their low cost, speedy completion, and lack of pressure on respondents, who can respond when they have the time and provide more accurate responses. The biggest drawback of mail surveys is that sometimes respondents choose not to respond and might just ignore the survey.

(4)  Telephone Questionnaire

To encourage them to complete the questionnaire, the researcher may decide to telephone potential responders. The telephone survey has the benefit that it can be finished in a little period. The primary drawback of the phone survey is that it is frequently pricey. Additionally, it might be challenging to gather a sample group to respond to a questionnaire over the phone because most people do not feel comfortable answering numerous questions in this manner.

(5)  In-House Survey 

The researcher will visit respondents at their homes or places of employment to administer this type of questionnaire. The benefit of an internal survey is that respondents will be more attentive to the questions. However, there are several drawbacks to in-house surveys, including the fact that they take more time, are more expensive and that respondents may not want the researcher in their homes or workplaces for a variety of reasons.

(6)  Multiple Choice Questionnaire

A range of options are presented to respondents, and they must select one. The drawback of a questionnaire with multiple-choice questions is that if there are too many options, the questionnaire becomes tedious and complex, which deters respondents from answering it.

(7)  Dichotomous Questionnaire 

Respondents have the choice of answering this type of question with either a yes or a no. The respondent finds this type of questionnaire to be the simplest to complete.

(8)  Scaling Questionnaire

They are known as ranking questions and allow respondents the option to order the possible responses to the questions on a scale using a specified range of values (for example from 1 to 10).

(9) Hand-Delivered Questionnaire

This kind of survey is also known as a direct questionnaire because the responder receives the questions directly from the researcher. In front of the researcher, the respondent must check off the appropriate responses.

A key benefit of this kind is that the researcher will clarify the questions if the respondents want them. The drawbacks include the possibility of cost and time involved.

(10)  Mixed questionnaire

This category includes both closed- and open-ended questions. These surveys are mostly utilized in the field of social research.

 

Steps Involved in Questionnaire Design

 

(1)   Identify the scope of your research 

Before developing the questionnaire's appearance, consider what it will contain. Since this is the first step in generating the questionnaire, topic clarity is significant. You can start the design process once you are clear on the questionnaire's goal.

(2)   Keep it simple 

You must use simple, understandable language when writing the questionnaire. If the questions are not clear, the respondents might just select any response, which would skew the information you gather.

(3)  Ask only one question at a time

A researcher might be tempted to add two identical questions, but doing so could confuse your respondents or result in erroneous data, both of which would lower the quality of the data you collect.

 

(4)   Be flexible with your options

The author of the survey must be adaptable when considering the respondents' "option choice." The survey developer may have given respondents options for answers that they didn't always wish to select. An "other" option frequently keeps survey participants interested.

(5)  It is essential to know your audience

A researcher should be aware of his/her target demographic area. For instance, submitting the questionnaire in any other language might result in lower response rates and less accurate data if the intended audience is primarily Urdu speakers. Your respondents could not understand something even while it makes sense to you. Avoid technical jargon and industry-specific language that can confuse your responders and instead use straightforward language and terminology that your respondents will comprehend.

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