The Four Steps in the Data Collection Process, Essay Example

Outline the four steps in the data collection process. Explain why it is so important to be systematic in collecting data.

In most business-related situations, the data collection process as a system is composed of four major steps or phases–1), identifying the kinds of data and information to be utilized, whether in some kind of report, an evaluation, or a research project; 2), creating a schedule or plan of action based on where and when specific types of data and information will be available, either in the short-term or long-term; 3), training all of the individuals that will participate in the data collecting process, such as how to conduct interviews and what types of questions to ask; and 4), condensing or gathering together all of the results of the collection process, such as using what has been gathered as the basis for a business report or a corporate annual report (Data Collection, 2014).

The first step or phase of the data collection process involves the creation of an inventory or list of items that are required for a specific project; this also includes determining where the data is located and the entity that holds it, such as in a university or privately-owned database.  For example, if a business wishes to generate some kind of a report on the current foreign market for a specialty item, it needs to gather data on its competition, the demand for the item, and the logistics involved in transporting the item from point A to point B. If statistics are required, these can be obtained through the Internet or a specialized database, such as one maintained by the Bureau of Statistics.

The second step is to devise a schedule or course of action related to determining when and where specific types of data and information is or will be available. More often than not, a simple search of the Internet will reveal a myriad of sources and documentation that is available at all times. However, if statistics are required, some databases may only be available during certain parts of the year which would require the creation of a timetable or they may need to be updated to current conditions, such as needing to know the price of gold or how many people currently live in a particular place or city.

The third step involves training the personnel that will participate in the data collection process. Depending on the complexity of the project or report, participants may require special instruction, such as becoming familiar with searching through a database or using a specific government website for statistical/analytical purposes. Also, participants may require special training related to conducting a proper interview in order to obtain accurate information from the person being interviewed.

The fourth step involves taking all of the data and information and placing it in a logical sequence, such as listing historical events based on dates of occurrence. This final step serves as the foundation for research projects and company reports, much like using all of the accumulated information and documentation to write a biography or a treatise on a particular subject. Overall, this data gathering process must follow a certain system in order to be effective, meaning that each step progressively leads to the next step. In other words, it would be extremely inefficient to

divide the data collection participants into four separate groups with each group focusing on completing one of the four steps. This would only lead to confusion and wasted time, due to

increasing the possibility that the data and information gathered by one group fails to correspond with that gathered by another group, thus making the entire collection process redundant.

References

Data collection. (2014). Retrieved from https://www.nationalserviceresources.gov/filemanager/download/Evaluation/users_guide/catacoll.pdf