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Indentifying your survey participants When planning your survey it is important to establish a cross section of your members/clients/service users, this will enable you to present your findings as a snap-shot of their experiences. The way you do this will depend upon the details you currently hold and the process you employ for the survey. However, regardless of how you undertake your survey pay close attention to enlisting your participants, making sure, you are not getting all of your results from one sector (Young, employed and affluent compared to elderly, retired and in receipt of benefit) but that you are embracing the full diversity of the people you deliver services to.
Numbers of participants This survey tool allows for up to 200 participants to take part in your survey, however finding 200 might be difficult. It is advisable to find more than you will need as some will decline participation and some will not be available. As a guide try to find a third more than you need.
Confidentiality The information you are gathering during these surveys should not be considered sensitive, however you will be asking your users their opinions and some personal details (age). You will need to ensure that all the data you gather from your survey is stored securely and disposed of appropriately. For guidance and obligations this survey should be discussed with your data protection representative.
Numbering the response forms It is important to keep track of all of your response forms, we suggest you simply number them from 1- 200. This will help to maintain confidentiality and ease the process of uploading them to the website.
Briefing your participants Before any information/data is gathered, you must seek the participants agreement to undertake the survey, clearly stating their right to: - withdraw from the survey at any time
- decline to answer any of the questions without prejudice
Once an agreement has been made, you will need reassure the participant that all the information they give is for the sole use of the organisation and will not be distributed.
The Survey Process There are a number of formats you can employ to undertake your survey, we suggest either by telephone or face-to-face but e-mail is an option. Please note, whichever survey process you choose to employ, information needed to contact participants that is held by your organisation (telephone numbers, names etc.) will need to be approved for use by the relevant data protection representative. - Telephone
Simply calling all your participants and gathering the survey information can be achieved very quickly and with minimum disruption to their time and importantly, to the day-to-day running of your organisation.
- Face-to-face
This process enables you to develop a trust and rapport but can be more time consuming. If you intend using this method here are a few issues you will need to consider. - Arranging a place to meet. Will you need to visit each participant or arrange for the participant to visit your workplace? Both these options not only take time to organise and carry out but could also be costly.
- Time to undertake the survey. When talking about the subjects covered in the survey, participants will often want to talk about other issues or subjects, this will add to the time taken to complete the questionnaire.
- Skill of the researcher. Handling face-to-face interviews from start to finish is complex and requires an individual with very good interpersonal, sensitivity and verbal skills.
Participant briefing If you choose to contact by telephone or e-mail, the reason and process of the survey will need to be explained to all of the participants prior to gathering survey data. Explain who you are, why you are conducting the survey and how long it will take. It is worth adding that they can 'exit' the survey at any time should they wish to do so.
Finally Do not forget you are asking for their help. Be as friendly and open as you can - assure the person you talk to that their help will benefit them and others who have contact with your organisation.
Survey Checklist - Make sure you have enough participants
- Consult on data protection
- Identify a member of staff with the skills to administer the survey
- Allocate the time to manage the survey process
- Upload results accurately
- Review your analysed results and identify your strengths and weaknesses
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