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Data Collection Tools

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Data makes up all the workings of our world. Be it discovering a new medicine or understanding market trends, data is a fundamental block to all industries. 

Data collection on pertinent information might enhance your company’s process. However, the data collecting process can be time-consuming and expensive, but appropriate tools can make it easier.

The right data collection software can help you know the pulse of customers, analyze business performance, understand market trends, and improve decision-making.

What are data-collection tools?

The paper surveys used decades ago to digital surveys such as email, social media, and web/app surveys we receive now, all these channels help collect required data

Different channels or tools employ different strategies as their guiding principles and are suited for various research objectives. These technologies are designed to acquire diverse information via the most suitable data collection methods.

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How is the data collection platform significant for your business?

Data is everything irrespective of the industry you operate in. Which product do your customers want? What do your patients think about the care center? How satisfied your guests are with the services your hotel provided? All these are crucial data that help you understand your target market. 

Data collection software helps you in collating and making sense of these data. Here are four reasons why a data collection platform should be a part of your marketing strategy. 

It helps make data-driven decisions – 

Data collection tools keep the guesswork out of your business decision and tell you exactly what your priorities should be. With the right data, your organization can uncover insights about your target market and potential and existing customers. 

It helps you make insightful decisions to exceed customers’ expectations, achieve CX excellence, and grow brand advocacy. 

Understand pain points & take action –

By gathering real-time data you can identify pain points customers face in their journey with your brand. Data collection tools can help you discover patterns in customers’ feedback to uncover potential threats to customer experience and business. 

By identifying threats at the right time you can take effective actions before it creates an even bigger problem. 

Understand the market and uncover opportunities –

The market is constantly changing with innovations and customer demands. Keeping track of these changes may not be simple. However, data can help you understand the target market and target customers. 

You can spot trends and patterns in customer demand and market changes using a data collection platform. 

Data collection software helps an organization in utilizing customer data and take action at the moments that matter the most. Let’s take a look at how you can utilize these tools for various data collection methods.

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How to use data collection tools?

Different tools enable you to reach and engage various audience segments. For example, online surveys will allow you to reach an audience beyond geographical boundaries. Face to Face surveys will allow you to personally interact with the audience and engage in an in-depth discussion. 

With the various research objectives in mind, we have discussed four types of data collection methods and tools you can use to conclude the research successfully. 

1. Interviews: 

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 Interviews are the most commonly utilized technique in research. They can be carried out in person or by remote media such as phone and video conference by a professional interviewer or by your marketing team.

There are two types of interviews – structured and semi-structured interviews. 

Structured interviews are built around a core set of questions that are asked in the same sequence every time. Semi-structured interviews, like structured interviews, provide a core set of questions but allow the interviewer to ask additional questions or modify the sequence in which questions are asked.

  • Interviews can help you uncover more about the research topic. 
  • You can engage in a conversation with the participant to explore their perspective.
  • It allows you to ask follow-up questions during the interview. 

How to conduct interviews with modern data collection software?

You can use CAPI software such as Voxco Mobile Offline. The data collection platform helps conduct face-to-face data collection. You can conduct dynamic personal interviews on mobile devices, such as tablets and phones even when there is no network connection.

Read how Voxco helped REACH conduct research at a remote location using Voxco Mobile Offline.

2. Focus Groups

This data collection strategy is more focused on qualitative research than quantitative research. A focus group entails asking open-ended questions to a group of people, generally 6-10, to obtain feedback.

  • You can conduct qualitative research and encourage a lively discussion among all the participants. 
  • This data collection method helps you look into customers’ mind. It helps you agather valuable insights on diverse and conflicting perspectives and opinions. 
  • Gathering data from 10 people at a single time can help you conclude the research faster. 

How to collect data from focus groups?

You can make use of CAPI software to gather data from focus groups. This data collection tool  entails the use of digital surveys and face-to-face interviews. This data collection strategy includes the use of creative methods to increase involvement from both people and groups. 

3. Questionnaires and Surveys

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 They are used to pose a series of questions to responses (both types – open- and closed-ended questions). The usage of online surveys has increased dramatically during the last decade, with the evolving digital landscape. 

  • Respondents can participate on online surveys anytime and anywhere. 
  • The data collection method is cost-effective compared to other methods. 
  • It allows you to target a broader audience and go beyond geographical borders. 
  • There are wide range of channels you can utilize to conduct surveys, making it a flexible method. 

How to conduct surveys using data collection software?

Online survey tools are becoming quite popular and frequently utilized by marketers, scientists, researchers, and others. They make it simple to design personalized surveys, expedite data collecting, engage your audience, and solicit feedback. Moreover, you don’t need to be technologically suave.

Check out the top 25 best online survey tools.

4. Observation

At its most basic, observation entails seeing things – such as objects, processes, connections, and occurrences – and officially documenting the information. Structured or direct observation is a method of recording observations against a predetermined checklist. 

Expert observation is often performed by someone with specialized skills in a field, and it entails the expert observing and documenting information about a subject.

  • The researcher doesn’t need any technical skill to conduct this type of data collection method. 
  • During observation, the researcher has the freedom to explain and analyze the subject’s behavior. This allows them to make a detailed report of their analysis.

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Advantages of data collection tools

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These are the primary advantages of digital data collection platforms:

1. Cost

The “cost” of anything includes several factors other than the hardware. Electronic gadgets, especially when purchased in bulk at steep discounts, are more expensive than reams of paper. 

However, when you consider the expense of hiring, training, and employing data entry employees for the paper procedures, as well as purchasing and setting up the data entry machines, it becomes more expensive.

With an end-to-end data collection platform, you can create surveys, launch them, and also analyze the data without leaving the platform or hiring an expert. 

2. Efficiency and speed

This is maybe the most evident benefit of digital data collecting over paper.  Data collection tool minimizes both the time necessary for data gathering and the time required to analyze and communicate the data collected results.

One of the most significant concerns with paper is its administrative load. It takes time and effort to maintain, update and disseminate changes in paper surveys. However, digital surveys can be rapidly and automatically updated and delivered to all field employees at the touch of a button.

3. Data Accuracy

Digital data collection software not only decreases the chance of error during data collection in the field, but it may also automate data audits. Errors are identified and remedied faster and in real time.

Digital data can be easily stored, copied, backed up, and — if necessary — encrypted for secure future access. This also improves data transparency and visibility, allowing for governance and reduce the risk of data leaks.

4. Tracking and visibility

With a robust data collection platform, the data is accessible to all stakeholders as soon as a field tech or operator completes and submits them.

The visibility allows you to get rapid answers to queries such as, “Have all of the safety criteria been met?” ” or “Have all equipment and maintenance records been reviewed?” ” or “Is the total productivity of any team increasing or decreasing?” 

“What you don’t monitor, you can’t manage.” Analytics enables organizations to manage assets and people.

5. Omnichannel feedback 

The possibilities with omnichannel surveys are limitless. You can deploy surveys on various platforms all the while integrating the collected data in a central location. This reduces data silos allowing every team to access the entire data.

Voxco powers 100Mn+ surveys annually and help 500+ global brands run seamlessly research and take data-driven actions.

See how Voxco can help enhance your research.


Data collection tools enable you to develop strategies based on insights rather than opinions.  Gathering data should be at the center of your business, whether you’re an entrepreneur, data-driven marketer, researcher, or student.

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