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Techniques and tools of

data collection

Dr. D.P. Paudel

 Data collection technique
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● There are several ways of collecting the appropriate

data which differ considerably in context of money
costs, time and other resources at the disposal of the
researcher.
● Primary data can be collected either through experiment
or through survey. If the researcher conducts an
experiment, he observes some quantitative
measurements, or the data, with the help of which he
examines the truth contained in his hypothesis.
● But in the case of a survey, data can be collected by any
one or more of the following ways:
Methods
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● Primary data collection

○ Key informant interview
○ Mapping
○ Mailed questionnaire
○ Observation
○ Interview
○ Focus group discussion
○ Anthropometric survey
○ RRA/PRA
● Secondary data collection
○ Records
 Tools
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● Primary Data collection

○ Questionnaire
○ Check list
○ FGD Guideline
○ Interview schedule

● Secondary data collection

○ Pre designed form
(i) By observation:
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● This method implies the collection of information by
way of investigator’s own observation, without
interviewing the respondents.
● The information obtained relates to what is currently
happening and is not complicated by either the past
behaviour or future intentions or attitudes of
respondents.
● This method is no doubt an expensive method and
the information provided by this method is also very
limited as such this method is not suitable in
inquiries where large samples are concerned.
 Observation contd..
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● Why?
○ To define current work practices( tasks, methods,
working conditions etc)
○ To look for improper practices ( ergonomics, safety,
inefficiencies)
○ To develop a basis for comparing with standards
● How?
○ In person watching
○ Photographing
○ Videotaping
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● What to do observe
○ Job specification
○ Standards
○ Manuals and procedures

● When to observe?
○ When typical operations are being done
○ When critical operations are being done
○ At random times during the work cycle
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● How do you observe?

○ Initially you need to have an inventory (list) of all tasks being
done
○ Define a work cycle and specific tasks to observe
○ Work cycle:
• Sequence /order of the activities
• Time factor of each activity
• Frequency of each activity
• Completion of the product
• Consistency of activity
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● Steps in observation
○ Define behavior you want to see
○ Determine critical behaviour
○ Define the work cycle
○ Rate the behavior on importance
○ Use of checklist to organize information
○ Ease of recording and analysis
 Types of observation
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● Participatory observation
○ Observers participate to the function of the study subjects
○ Data is collected with close contact with the study subjects
○ The study subjects known or unknown
○ Note taking, recording and checklist are the major tools used
in this technique
○ Presence of observer may alter behavior
○ Observation may be in natural or laboratory settings.
● Non Participatory observation
○ The researcher collect the data from the study subjects with
out participation with them
○ Unseen camera, video recording etc are the major tools
 (ii) Through personal interview:
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● Interview is the verbal conversation between two

people with the objective of collecting relevant
information for the purpose of research.

● It is a systematic procedure with scientific purpose

where verbal information is produced by posing
specific question to the subject of interest.
Contd..
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● The investigator follows a rigid procedure and

seeks answers to a set of pre-conceived questions
through personal interviews.
● This method of collecting data is usually carried
out in a structured way where output depends
upon the ability of the interviewer to a large extent.
● Interview takes time but are one of the researchers
best source of information
 Importance of interview
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● Interviews are particularly useful for getting the

story behind a participant’s experiences.
● The interviewer can pursue in-depth information
around the topic.
● Interviews may be useful as follow-up to certain
respondents.
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● Where to interview?
○ Private
○ Quite
○ Functional
○ Comfortable
○ No destruction
● Recording methods
○ Written notes
○ Tape recording
○ Checklist or survey form
 Interview contd..
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● Sequence of interview
○ Opening
○ Body
○ Closing
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● Interview skill
○ Ability to listen
○ Put people at ease
○ Direct the conversation, not control it
○ Probe the answer tactfully
○ Remember the answer
○ Record the answer
○ Look professional-proper appearance
 TYPES OF INTERVIEW
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1. Personal Interview
2. Telephone Interview
3. Mailed questionnaire
4. Depth Interview
 1. Personal Interview
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Personal Interview: Is a face to face two

way communication between the
interviewer and the respondents. Generally
the personal interview is carried out in a
planned manner and is referred to as
‘structured interview’. This can be done in
many forms e.g. door to door or as a
planned formal executive meeting.
Methods of conducting an Personal Interview
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●A personal interview involves a lot

of preparation. Generally an
personal interview should go
through the following five/5
stages they are as follows.
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a. Rapport Building

●Interviewer should increase the

receptiveness of the respondent by
making him believe that his opinions
are very useful to the research, and is
going to be a pleasure rather than an
ordeal.
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b. Introduction
● An introduction involves the interviewer
identifying himself by giving him his
name, purpose and sponsorship if any. An
introductory letter goes a long way in
conveying the study’s legitimacy.
 c. Probing
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● Probing is the technique of encouraging

the respondents to answer completely,
freely and relevantly.
 d. Recording
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● The interviewer can either write the

response at the time of interview or after
the interview. In certain cases, where the
respondent allows for it, audio or visual
aids can be used to record answers.
 e. Closing
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● After the interview, interviewer should

thank the respondent and once again
assure him about the worth of his answers
and the confidentiality of the same.
 Types of personal interview
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i. According to formality
● Structure/Formal
○ The interview taken by the interviewer with pre design written
questionnaire/schedule
● Semi structure
○ There is structure but the interviewer has some
● Unstructured
○ No schedule or structure
 (ii) Through telephone interviews:
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● This method of collecting information involves

contacting the respondents on telephone itself.

● This is not a very widely used method but it plays an

important role in industrial surveys in developed
regions, particularly, when the survey has to be
accomplished in a very limited time.
 (iii) By mailing of questionnaires:
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● The researcher and the respondents do come in

contact with each other if this method of survey is
adopted. Questionnaires are mailed to the respondents
with a request to return after completing the same.
● It is the most extensively used method in various
economic and business surveys.
● Before applying this method, usually a Pilot Study for
testing the questionnaire is conduced which reveals the
weaknesses, if any, of the questionnaire. Questionnaire
to be used must be prepared very carefully so that it
may prove to be effective in collecting the relevant
information.
 iv. In-depth interview
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● In-depth interview is the process of interviewing in

detail. It is generally applied for the collection of
qualitative data
 Advantages of Interview
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Method
1. Opportunity for Feedback – Interviewer can provide
direct feedback to the respondent, give clarifications and
help alleviate any misconceptions or apprehensions over
confidentiality that the respondent may have in answering
the interviewer’s questions
2. Probing Complex Answers – Interviewers can probe if
the respondent’s answer is too brief or unclear. This gives
interviewers some flexibility in dealing with unstructured
questions and is especially suited for handling complex
questions
3. Length of Interview – If the questionnaire is very
lengthy, the personal interview is the best technique for
getting respondents to cooperate, without overtaxing
their patience
 Cont..
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4. Complete Questionnaires – Personal ensures ensure
that the respondent will answer all questions asked,
unlike in telephone interview where the respondent
may hang up or in mail questionnaire where some
questions may go unanswered
5. Props & Visual Aids – Interviewers have the
opportunity of showing respondents items such as
sample products, graphs ands sketches, which can aid
in their answers
6. High Participation – Interviewing respondents
personally can increase the likelihood of their
participation, as many people prefer to communicate
directly verbally and sharing information and insights
with interviewers
 Disadvantages of Interview Method
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1. Cost – Personal interviews are usually more expensive than

mail, telephone and internet surveys. Factors influencing the
cost of the interview include the respondents’ geographic
proximity, the length and complexity of the questionnaire, and
the number of non-respondents
2. Lack of Anonymity – Respondents are not anonymous in a
personal (face-to-face) interview and may be reluctant to
disclose certain information to the interviewer. Hence,
considerable must be expended by the interviewer when
dealing with sensitive questions to avoid bias effects on the
respondent’s part
3. Necessity for Callbacks – When a person selected for
interview cannot be reached the first time, a callback has to be
scheduled which result in extra cost and time spent
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THANK YOU