Strategic Data Collection: A Critical Element to Telling a Great Story

We, external evaluators, understand that telling the whole story of our client’s efforts is built on the foundation of quality analysis that results from strategic data collection. However, navigating data collection decisions within project timelines and budget constraints can be tricky.

This post focuses on considerations for achieving successful data collection that will assist with telling all of the great stories our clients deserve.

Build Trust with Program Staff

Collaboration is key. Program staff members are invaluable partners in data collection. They can provide context, identify key documents, and assist with survey administration. So, invest time in building rapport with program staff, fostering a spirit of collaboration and shared learning. Extend trust beyond program staff through ethical practices such as informed consent and explaining data confidentiality, use, and storage.

Negotiate Data Collection

Data collection is a targeted endeavor. Define evaluation questions and a logic model early enough to review and negotiate it with your client. If the client wants to add data collection beyond the evaluation budget, discuss options for data collection completed by program staff and shared with the evaluator. Be sure to discuss the burden on program participants and be mindful of the time commitment required for each data collection method. Data collection is iterative; be prepared to adapt your strategies based on initial findings.

Embrace the Power of Triangulation

Relying solely on one data source can paint an incomplete picture. Embrace triangulation, which is the use of multiple data collection methods. We typically rely on document review, surveys, interviews or focus groups, and occasionally observations. When time and budget constrain use of interviews, focus groups, or observations, we collect additional information and anecdotes during scheduled management meetings. By triangulating data from different sources, we strengthen the credibility and richness of our evaluation.

By following these strategies, we can confidently approach data collection, gathering the insights needed to deliver insightful and impactful evaluations and tell the best stories!