3.1 Tools for data collection
Data collection tools are the instruments the research team takes to the field to record what participants say, do or show. By this stage the tools have been designed and tested; the task now is to select the right ones for each objective, prepare them in enough numbers and use them in the same way for every participant. Using the tools consistently is what makes the information comparable across participants and across members of the team. Example: in a study of caregivers' coping, a questionnaire records household details for 120 caregivers, while an interview guide is used with 12 of them to hear their stories in depth.
Tools used in the field
| Name |
Specification |
Use |
| Printed questionnaire |
Numbered paper form with closed and open items, consent statement and space for the interviewer's notes |
Surveys with many respondents where electronic devices are not available |
| Mobile data collection app |
A form on a phone or tablet, such as KoboToolbox or ODK, that saves answers and uploads them when a connection is available |
Large surveys where fast entry, built-in checks and fewer errors are wanted |
| Interview guide |
List of topics and probes for one-to-one interviews |
In-depth interviews with clients, caregivers and key informants |
| Focus group discussion guide |
Outline of questions for a group of 6 to 10 people |
Group discussions on shared community concerns |
| Observation checklist |
List of conditions or behaviours to record as seen |
Watching service delivery, home conditions or group activities |
| Document review form |
Form for extracting set items from case files and registers |
Studying records, reports and attendance registers |
| Voice recorder |
Digital recorder or phone with recording function |
Recording interviews and discussions, with participants' consent |
| Field notebook |
Bound notebook for observations and reflections |
Writing notes on setting, mood and events that a form cannot show |
Preparing tools for the field
- Print enough copies: Print more forms than the sample needs, since some will be spoiled or lost.
- Number every form: A number on each form lets the team track which forms are filled, missing or returned.
- Charge and test devices: Check recorders, phones and tablets, and carry spare batteries or power banks.
- Prepare consent forms: Have copies of the consent form and an information sheet in the languages of the participants.
- Pack a field kit: Include pens, clipboards, folders, identification letters and a list of contacts.
- Plan storage: Arrange a locked bag or case for completed forms and a protected folder for electronic data.
Using tools correctly
- Follow the wording: Read questions as they are written so that every participant answers the same question.
- Record answers fully: Write what the participant says, not what the interviewer thinks is meant.
- Probe neutrally: Use prompts such as "Can you tell me more?" without suggesting an answer.
- Check each form before leaving: Make sure no question has been skipped.
- Keep identifying details separate: Names and contact details are stored apart from the answers.
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Create a free account 🔒3.2 Types of data
Data are the facts, figures, statements and observations a researcher collects to answer the research questions. Knowing the type of data to be collected decides which tools, sampling and analysis methods are suitable. Data are grouped by their source, by thei…
🔒3.3 Methods of data collection
A method of data collection is the way the researcher gets information from participants or records. The method is chosen to suit the objectives, the kind of data, the participants and the resources. Different methods can be used in one study to check one sour…
🔒3.4 Establishment and training of the data collection team
Most social research needs more than one person to collect data in the field. The data collection team is made up of the principal researcher, supervisors and research assistants, also called enumerators. The quality of the data depends heavily on how well the…
🔒3.5 Ethics in data collection
Research ethics are the moral rules that protect the people who take part in a study. Social work research often involves children, victims of violence, people with illness or people living in poverty, who may be harmed if they are pressed to share painful exp…
🔒3.6 Steps in data collection
Data collection is a sequence of planned actions that moves the study from the proposal to a set of completed forms or recordings. Following the steps in order helps the team avoid mistakes, protect participants and gather complete information within the timef…
🔒3.7 Challenges in data collection
Even a well-planned study meets difficulties in the field. Participants may not be at home, roads may be poor, some people may refuse to speak, and the information collected may be incomplete or wrong. Knowing the usual challenges in advance lets the researche…
🔒3.8 Meaning of data analysis
Data analysis is the process of organising, examining and interpreting the information collected so that it answers the research questions. Raw data, such as piles of questionnaires or pages of interview notes, do not say anything until they are sorted, summar…
🔒3.9 Types of data analysis tools
Data analysis tools are the programs, methods and techniques used to organise, calculate, explore and present data. The choice depends on the type of data, the size of the data set, the skills of the researcher and the software that is available. Spreadsheets…
🔒3.10 Preparation of data analysis tools
Before analysis begins, the researcher prepares the tools and the data so that the work is accurate and efficient. Preparation includes choosing the software, setting up the data file, creating a code book, entering the data and cleaning it. Time spent here pr…
🔒3.11 Conduct of data analysis
Conducting data analysis means carrying out the planned steps on the prepared data to produce results that answer each research question. The analysis follows the plan made in the proposal, but the researcher stays alert to unexpected findings that may need fu…
🔒3.12 Criteria of data sorting
Data sorting is the arrangement of collected data into an order or groups so that they can be analysed. The criteria are the rules used to decide where each piece of data belongs. Sorting by clear criteria makes patterns visible, reduces errors and keeps the a…
