ENGLISH FOR ACADEMIC AND PROFESSIONAL PURPOSES

HANDOUT #6: DESIGNING, CONDUCTING AND GATHERING INFORMATION FROM SURVEYS

LESSON 1: THE REPORTS, SURVEY QUESTIONNAIRE AND METHODS OF ADMINISTERING IT

The Various Kinds of Reports

Reports are more likely needed for business, scientific and technical subjects, and in the
workplace. They are of different types and they differ in their aims and structures.

Among the types of reports, survey is the most popularly and widely used as it is the easiest way to
gather information about any topic or issue from a big number of people or groups.

Survey Questionnaire
It is a data gathering tool composed of a set of questions used in a survey and is utilized in
various fields such as politics, research, marketing, media and so on. It is intended to gather data,
views, opinions and others from individuals or a particular group of people.
It is an important tool used in order to collect the necessary information that will
benefit the people and the community.
Methods of Administering a Survey
Administering a survey is a systematic way of achieving certain goals. The following methods are
introduced by Sarah Mae Sincero (2012).
1. Personal Approach
This process of conducting the survey involves the researcher. It is used to probe the answers of
the respondents and at the same time, to observe the behavior of the respondents, either
individually or as a group.
a. Face-to-face Structured Interview
The interview is set personally, and the people involved face each other in order to gather the
necessary information. Questions on the survey are asked directly to the respondent by the
researcher.
b. Telephone Survey
The survey is done using telephone or cellular phones. The calls are made to ask individuals about
certain questions. This method can be used for asking consequential questions.
2. Self-administered Approach
In this type of approach, the survey is administered without the actual presence of the researcher
and the respondents are expected to accomplish the survey independently.
a. Paper-and-pencil Survey
This is a traditional method of administering a survey which entails that respondent be or are
accompanied by someone who is computer literate.
b. Online Survey
This is a useful technique especially for studies which include many respondents from different
locations. This is used to gather information from respondents who live in different areas. This
enables all participants to answer through different online platforms.
c. Mail Survey
This popular tool requires an easy- administering of the survey where survey questionnaires are
mailed to individuals who are given enough time to read and ponder on the information asked.

DOS AND DON’TS OF A SURVEY QUESTIONNAIRE

Concise and easy to understand questions lead to a successful survey. Thus, a well-designed
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survey questionnaire will ensure an effective data and information gathering.

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EAPP Handout 6 Prepared by: Mrs. Rose Jane B. Aves

 A survey questionnaire should be well-constructed so that the respondents could understand
it thoroughly and be motivated to complete it. Therefore, a questionnaire… (Mora, May 11, 2016)

1. Should use words that have clear meaning

The questions should not be vague and difficult to comprehend so that the questionnaire will
not be left unanswered.

2. Should cover all possible options.

The respondents should be given five ranking options at most so that they will not be tired of
choosing from a lot of options which do not give the choices they are looking for. If this will not be
observed, this will lead to an abandoned questionnaire.

3. Should not ask two or more questions in one sentence.

The question should focus on one topic or item at a time so that the respondents will not be
confused with choosing answers.

4. Should provide an out-option.

The survey should give the respondents the option to choose “Does not apply or “None” for
questions they do not feel comfortable answering.

5. Should provide appropriate time reference.

Respondents could not easily recall past experiences and be doubtful as to the exact
measurement or time they spent.

6. Should have a clear question structure.

Survey questionnaire should follow three parts: the question stem, additional instructions
and response options so that the respondents will not be confused what to answer or choose. This
will result in unreliable gathered data.

7. Should not include personal or embarrassing questions.

Questions should be gender and culture sensitive so that the respondents may not feel
awkward or embarrassed in giving their responses.

8. Should avoid double negative questions.

Double negatives may occur when respondents are asked of their agreement on a certain
issue. This should be avoided so that the respondents‘ response will be clear and precise.

9. Should outline instructions or directions clearly and understandably.

Clear instructions will lead to positive, appropriate, and clear answers. If respondents are
clearly asked and told what to do, they will also foster positive attitude towards answering the
questionnaire.

LESSON 2: CONDUCTING A SURVEY

A Survey is one of the best ways to know and understand the people’s choices, attitudes, or feelings
on certain issues. We will be able to determine the reactions of the respondents and based on the
survey results, we could design some possible actions to be best done, or a solution to a problem, or
a remedy to a disease or an answer to a question.

THREE STEPS IN CONDUCTING A SURVEY

There are three steps in conducting a survey.
1. Decide on a four or five option survey questions. Then make a tally chart with an
appropriate heading and title.
The question should follow the guidelines of making an effective survey question. Formulate
questions that address the aim and need of the research.
The question should be clear, concise and efficient. The heading and the title
should reflect the focus of the survey.

2. Conduct a survey then tally all the answers.

In conducting a survey, make sure all answers are noted. Plan for a more systematic way of
tallying.

3. Count the answers marking the items with the least to the greatest tallies. Then make a
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graphic representation of the results.

EAPP Handout 6 Prepared by: Mrs. Rose Jane B. Aves

 Be careful in tallying so you should observe accuracy and honesty. Results can be presented
using any graphics. Most commonly used are charts and organizers. Choose the most appropriate
graphics that best represent the result of the survey.

NOTE: When conducting a survey, you must observe ethics. You should write a letter of consent. In
the letter you should also emphasize that the information given by the respondents/ participants
will be held with utmost confidentiality. You should be polite and show respect to the respondents.
You should maintain a friendly atmosphere so that respondents may not feel so intimidated.

LESSON 3: GATHERING INFORMATION FROM SURVEYS

TYPES OF SURVEY QUESTIONS (Torneo et. al., 2017, 119-121)

1. Open-ended questions
These types of questions do not have predetermined options or answers. The respondents are
allowed to answer the questions freely. Responses must be recorded verbatim-especially because
coding and analysis will rely on the subject’s exact responses. Open-ended questions of ten need
probing or follow-up questions to clarify certain items in the subject’s response. These questions
typically ask the “how” and “why” of something.
Example: Why did you choose to vote for candidate X? Kindly explain.

2. Dichotomous Questions
Dichotomous questions have two possible answers, often either yes/no, true/false, or agree/
disagree. These questions are used when the researcher wants to clearly distinguish the
respondent’s opinion, preference, experience or behavior.
Example: HIV/AIDS is transmitted through saliva:
3. Multiple–response questions
There are certain questions that necessitate the respondents to provide more than one
answer.
For example, a typical advertising survey would ask the question, “How did you find about
the particular service or item”? A respondent may have encountered more than one of the probable
ways.
Example: How were you able to know about the graduate program of Development Policy
offered in Palawan State University? Check all that applies.

4. Matrix questions
There are instances where a number of questions you intend to ask have the same set of
possible answers. Thus, it is possible to construct a matrix of items and answers for the sake of
streamlining the survey.
Example: Qualities of a Good Leader
Beside each of the qualities of a good leader, kindly indicate how well the person in inquiry
manifests the said quality with 1 being the lowest and 5 as the highest.

Shown above is a numerical scale (matrix). The respondents are required to choose from a
number of categories that determine their preferences.

Another common scale is the Likert Scale which tries to assess the subject’s
agreement/disagreement or approval/disapproval on a five point scale-with one end being the most
positive answer, and the other end being the most negative answer. The categories correspond to
the numerical values 5,4,3,2,1, and are encoded as their numerical equivalent (Singh 2007,75). The
total score per item is determined. From here, you formulate your inference.

Example: Performance-Based Incentive System

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The new performance-based incentive system encouraged me to work over-time.

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EAPP Handout 6 Prepared by: Mrs. Rose Jane B. Aves

 5. Contingency Questions
Contingency questions are intended for certain respondents only, depending on the provided
answers. A familiar example would be a follow-up question provided after a respondent agrees to a
certain item. Respondents are asked whether they used any illegal drugs or substances. Only those
who answered yes are required to answer the succeeding items.
Example:
1. Have you ever tried any illegal drugs and/or substances?

1.1 If yes, what illegal drugs and/or substances have you used? Check all that apply.

POINTS TO REMEMBER IN CRAFTING SURVEY QUESTIONS

1. Keep the questionnaire as short as possible.
2. Ask short, simple, and clearly worded questions.
3. Start with demographic questions to help respondents get started comfortably.
4. Use dichotomous (yes/no) and multiple-choice questions.
5. Use open-ended questions cautiously.
6. Avoid using leading questions. Make your question ask for the other person’s opinion.
Do not make it clear what your own opinion is. (This would be called a biased question or a
leading question).
A bad example would be. Fishing is a very cruel pastime. Do you agree? A better question
might be: Do you think that fishing is a cruel pastime?
A) Strongly agree B) agree C) neutral D) disagree E) strongly disagree
7. Pre-test a questionnaire on a small number of people.
8. Think about the way you intend to use the collected data when preparing the questionnaire.
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EAPP Handout 6 Prepared by: Mrs. Rose Jane B. Aves