This document discusses various techniques and tools for collecting data in research. It describes commonly used techniques like document review, observation, interviews, questionnaires, and focus group discussions. For each technique, it provides details on how to implement it, advantages and disadvantages. It also distinguishes between data collection techniques, which are methods for gathering information, and data collection tools, which are instruments used to apply the techniques.

1. CHAPTER TWO
Methods Of Data Collection, Organization And
Presentation
By Aschalew M.

2. Learning Objectives
At the end of this session the participant
will be able to:
• Understand the different techniques and
tools of data collection
• Use appropriate data collection techniques
when planning and conducting research

3. Commonly used data collection
techniques
• Using available information/Document review
• Observation
• Interviewing (face-to-face)
• Administering written questionnaires
• Focus group discussions

4. Using available information
• Analysis of the information routinely
collected by health facilities is very useful
for identifying problems
• Other sources of available data –
newspapers, published case histories etc.

5. Using available information cont…
• Advantage of available data – collection is inexpensive
• Disadvantage of existing data:
– It is some times difficult to gain access to records or
reports
– Data may not always be complete and precise
enough, or too disorganized

6. Observation
Observation is a technique that involves
systematically selecting, watching and recording
behavior and characteristics of living beings,
objects or phenomena

7. Observation cont’d…
Observation of human behavior can be
undertaken in different ways:
A) participant observation – observer takes part
in the situation he or she observes
Eg. A doctor hospitalized with a broken hip, who
now observes hospital procedures ‘from within’

8. Observation cont’d…
B) Non-participant observation – observer watches
the situation, openly or concealed, but does not
participate

9. Observation cont’d…
• Observation can give additional, more
accurate information on behavior of people
than interviews or questionnaires
• as observations are time consuming they are
most often used in small scale studies
• Observations can also be made on objects
E.g the presence or absence of latrines and
the state of cleanliness

10. Interviewing
• It involves oral questioning of respondents,
either individually or as a group
• Answers can be recorded by:
– writing them down
– tape-recording
– combination of them
• Interviews can be conducted with varying degree
of flexibility (high degree of flexibility Vs low
degree of flexibility)

11. Interview cont’d…
Qualitative Interviews (In-Depth Interview)
• Qualitative interview is a process of two people
understanding each other
Key Informant Interview
• Key Informant interview is an in-depth interview
with a key informant
• Key informant is an individual selected due to his
knowledge, previous experience and social status
• Selection is not random and there is potential for
bias

12. Interview cont’d…
Types of interviews
• structured interviews
• unstructured interviews
• semi-structured interviews

13. Interview cont’d…
Structured interviews (standardized
interviews)
• Often used in quantitative research
• There is low degree of flexibility
• the same set of questions are asked, in
the same order, using the same words, to
different interviewees

14. Interview cont’d…
Unstructured interviews
• Interviews without predetermined set of
questions
• Researchers and interviewees talk freely
• Often used in combination with observation
• Interview is flexible and highly responsive to
individual differences and emerging new
information
• Researchers have to generate relevant questions
based on their interaction with the interviewees

15. Interview cont’d…
Semi-structured interviews (Guided Interview)
• Researchers prepare interview guides that consist
of a set of questions to initiate discussion
• Researchers generate other questions (probes) in
interesting areas of inquiry during the interviews
• Widely used as the qualitative interview method

16. Interview cont’d…
Qualitative Interview – Advantage
• Usually yield richest data
• Permit face-to-face contact with respondents
• Provide opportunity to explore topics in depth
• Flexible according to particular individuals or
circumstances - allow explaining or clarifying
questions

17. Interview cont’d…
Qualitative Interview –Disadvantage
• Expensive and time-consuming
• Need well-qualified (highly trained) interviewers
• Interviewee may distort information due to the
desire to please interviewer
• Flexibility can result in inconsistencies across
interviews
• Volume of information too large; may be difficult
to transcribe and reduce data

18. Administering written questionnaires
(self-administered questionnaire)
Written questions are presented that are to be
answered by the respondents in written form

19. Administering written questionnaires
cont’d…
A written questionnaire can be administered in
different ways, such as by:
• Sending questionnaires by mail
• Gathering all or part of the respondents in one
place at one time, giving oral or written
instructions, and letting them fill out the
questionnaires
• Hand-delivering questionnaires to respondents
and collecting them later

20. Administering written questionnaires
cont’d…
Advantages:
• less expensive
• permits anonymity & may result in more
honest responses
• does not require research assistants
• eliminates bias due to phrasing questions
differently with different respondents

21. Administering written questionnaires
cont’d…
Disadvantages:
• Cannot be used with illiterates
• there is often a low rate of response
• questions may be misunderstood

22. Focus Group Discussion/
Interview
• One or two researchers and several participants
meet as a group to discuss a given research
topic
• Focused - guided by a set of specific topics
(questions)
• Participants are generally homogenous on
particular characteristics of relevance to the topic
• Encourages group interaction - participants can
influence and be influenced by other participants

23. FGD cont’d…
• Complement other methods - Important to
develop culturally relevant questionnaire
• Number of people: small enough for everyone to
have a chance to talk, large enough to provide
diversity of opinions (Usually 8-12)

24. FGD cont’d…
Use of Focus Group Discussion
• When group interaction will help address your research
question: bring out diverse points of view
• When breadth of data is more important than depth
• topic is NOT sensitive

25. FGD cont’d…
FGD: Advantages
• Do not discriminate against people who
can not read and write
• Encourages participants reluctant to be
interviewed
• Participant interaction helps weed out false
and extreme views
• Help researcher to know expressions and
slang

26. FGD cont’d…
FGD: Disadvantages
• The results are more subject to
interpretive bias and error
• Analysis process is more time-consuming
• Investigator risks getting too much
unnecessary information

27. Differences between data collection
techniques and data collection tools
Data collection techniques Data collection tools
Using available information Checklist; data compilation
forms
Observation Eyes and other senses,
pen/paper, watch, scales,
microscope, etc..
Interviewing Interview guide, checklist,
questionnaire, tape recorder
Administering written
questionnaire
Questionnaire

28. Reading Assignment
• How are the different types of data collection
tools developed?

30. References
• Bowling A. Research Methods in Health. Investigating
Health and Health Services. Open University Press, 2000
• John W. Creswell. Research Design. Qualitative,
Quantitative, and Mixed Method Approaches (third edn).
SAGE Publications, Inc., 2009
• Davies M. Brett. Doing a successful research project.
Using Qualitative or Quantitative Methods. Palgrave
macmillan, 2007