Step 3. Collect New Data

The three primary methods for collecting new data for a needs assessment are interviews, focus groups, and surveys. This section discusses each data collection method; sample instruments are provided in appendix B (PDF 101 KB). Make certain to obtain informed consent from people who participate in the data collection. For guidance on the protection of human subjects, refer to the Guide to Protecting Human Subjects in this series.

Interviews

Using a structured set of questions, you can conduct interviews in person or over the telephone. Face-to-face interviews allow you to observe a respondent’s nonverbal communication, which can help shape the direction of the interview. Telephone interviews can be useful when time, travel, and budget limitations prevent meeting in person.

Here are some tips for conducting an interview:

• Talk slowly with a moderate tone. A measured pace and tone will facilitate the flow of information to and from respondents.
• Keep the discussion focused. Because the time available for each question is limited, focus on the topic at hand. Be willing and able to rein in the conversation if it goes astray.
• Use silence to allow for elaboration. Allowing for pauses will give respondents an opportunity to formulate their thoughts on a topic, think of additional information, and transition from one question to the next.
• Probe for clarification. Answers to questions are not always direct and may require clarification or followup. Steer the respondent toward the issue at hand.

Focus Groups

A focus group is similar to an interview but involves talking to a group of people who have direct experience or information to share on a given topic. Focus group questions should guide the group’s discussion.

A focus group requires a lot of planning. This checklist can help you with the planning process:

The questions asked during the focus group should be broad enough to foster a discussion, yet structured enough to keep the discussion focused on the information you need. Using a skilled facilitator will help you to get the data you need from the meeting.

Sample focus group materials can be found in appendix B (PDF 101 KB).

Surveys

A survey is a research tool used to collect information using structured questions that are primarily closed-ended (e.g., yes/no questions, rating questions). You may also decide to include a few open-ended questions that ask respondents to explain their answers so you can obtain more information about an issue. Surveys can be administered by mail, in person, or over the telephone.

Exhibit 1 illustrates examples of questions you might ask as well as the format for different answer choices.

Exhibit 1 Sample Survey Questions and Answer Choices
Question	Formats for Answer Choice
Are you familiar with the Crime Victims’ Rights Act of 2004?	Circle one: No     Somewhat     Very   1      2      3      4       5
What outreach efforts have you used to educate the community about the Crime Victims’ Rights Act?	Check all that apply: Media campaigns Seminars and workshops Newspaper articles and newsletters Other:
Does your state or local community have legislation on victims’ rights?	Check one: Yes No
Please describe the difficulty you have experienced trying to enforce victims’ rights in your area.	Describe:

Using a combination of open- and closed-ended questions will help keep the respondent engaged and help you obtain the data you need to answer your assessment questions. Furthermore, pilot testing your survey instrument will help you ensure that the questions are asked in a way that will yield meaningful answers.

Exhibit 2 presents the pros and cons of each data collection method presented in this guide.

Exhibit 2 Collecting New Data
Method	Advantages	Potential Challenges	Time Required To Conduct	Time Required To Anlalyze	Resource Intensity
In-Person Interviews	You can obtain more detailed information about complex issues, ask followup questions immediately, and observe nonverbal communication that can help shape the direction of the interview.	It can be more costly to conduct site visits, and you may have to limit the number of people that you interview.	High	High	Medium to High
Telephone Interviews	You can obtain detailed information from respondents who are geographically dispersed, and you may save costs compared with in-person interviews.	It may be difficult to get someone to talk to you for an extended period. Scheduling the interview may be difficult.	Medium to High	Medium	Medium
Focus Groups	You are able to convene a group of experts on your topic, and the discussion can yield insightful information generated by the discussion.	Some participants may not feel comfortable sharing their true feelings or knowledge in a group setting.	Medium	High	Medium to High
Surveys	You can solicit specific information from a larger number of people. If you mail surveys, you allow people to complete them at a time most convenient for them. You also can administer them online to increase the response rate.	If administered over the telephone, it may be difficult to schedule a time to talk or to get people to talk for an extended period. If administered via mail, it may be difficult to motivate people to complete and mail in the survey, which may result in a lower response rate.	Low to Medium	Low	Medium

Using a combination of the methods described in this section may work best for you. For example, you may decide to conduct a telephone survey and then, based on the preliminary findings, conduct a focus group to further explore what was learned from the survey. When selecting a data collection approach, remember that the ultimate goal is to collect the best information you can to help you learn about the service needs and resources available in your area.