University of Sunderland Professionalism and Personal Skills Unit 9 Professionalism and Personal...

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University of Sunderland

Professionalism and Personal Skills Unit 9

Professionalism and Professionalism and Personal SkillsPersonal Skills

Lecture

Data Collection

Objectives• By the end of this lecture the student should –• Understand the different approaches to Fact Finding• Understand sampling and why its importance• Understand what constitutes hard data • Appreciate the need for different techniques:

Interviewing/Questionnaires/Observation

Approaches to Fact Finding• Main approaches used are –– Investigating Documents (Hard Data)– Interviewing– Questionnaires– Observation

• Analyst must decide– What data should be gathered?– What approach should be used?

Sampling• Systematic selection of representative

elements of a population• Typical Decisions– There are many reports, forms, documents

and memos in an organisation relating to a system

– There are many employees affected by planned system

Professionalism and Professionalism and Personal SkillsPersonal SkillsSampling Design

• There are 4 steps –– 1 Determine the data to be collected or

described– 2 Determine the population to be sampled– 3 Choose the type of sample– 4 Decide on the sample size

Choosing SampleType • Not based on Probability –– Selection without restrictions: Convenience– Selection according to specific criteria: Purposive

• Based on Probability– Selection without restrictions: Simple Random– Selection according to specific criteria: Complex

Random

Investigating Documents (Hard Data)• Type of data found –

– Quantitative

– Qualitative

Interviewing

• Definition of an Interview• “Any planned and controlled conversation between two (or more) which has a purpose for a least one of the participants, and during

which both speak and listen from time to time.”• An Effective Interview must have –– Purpose– Planning– Controlled Interaction

Interviewing• There are six steps in interviewing –– 1 Read background material and establish

interviewing objectives– 2 Decide who to interview– 3 Prepare the Interview– 4 Carry out the Interview– 5 Prepare written report– 6 Review with interviewee

Six Common Types Of Interview • Statements of – Description – provide formal information– Knowledge – passing on information possessed– Behaviour – defines behaviour of interviewee– Attitude and Belief – subjective; represents

evaluation and opinions– Feelings – reveals physical/emotional state – Value – conveys long-standing belief system

Planning An Interview • Why? – What broad type of interview is it? – What exactly do we hope to accomplish? – Are you seeking or giving information? – If so, What type? – Is the interview seeking to change beliefs/behaviour? – What is the nature of the problem to be solved?

Planning An Interview • Who? – What are the likely reactions/objections? – Can they make the decisions you require?

• What?– Determine the topics to be covered and the

questions to be asked.

Planning An Interview • Where and When? – Where will the interview take place? – Is it likely to be interrupted?– What time of day? – What is likely to happen just before the interview? – What stage have you reached? – Will a full introduction to the subject be required?

Planning An Interview • How?– How will you accomplish your objective? – How should you behave? – Do you begin with general questions? – How are you going to arrange the furniture? – How can you prevent interruptions?

Structuring an interview • Summarise the problem • Explain how you discovered the problem • Suggest a possible advantage to the

interviewee • Refer to the background, cause/origin of the

problem • State the organisation/group you represent • Ask a question

Structuring an interview • Different types of interview – Non-structured

– Moderately structured

– Highly structured

– Highly structured/standardised

How to Question and to Probe • Direct or closed-ended questions

• Bipolar or yes/no questions

• Leading or standard revealing questions

• Loaded questions (value laden)

How to Question and to Probe • Open-ended questions

• Prompting question

• Mirror questions

• Probing question

• Hypothetical question

How to Question and to Probe • Sequencing questions

• Closing the interview

Questionnaires • Can be used in conjunction with interviews

– Can be used to focus in on problem areas to consider in interviews

– Can be used to test out opinions uncovered in interviews

• Written format, should consider –– logical presentation – ordering of questions – consistent style – use of ‘white space’

Questionnaires • Based on written questions and responses – Use mixture of open and closed questions

– Effort should be made to use scales; even when open questions are used

– Questions must be valid and reliable

Observation • Observation reveals –– Activities– Information Sharing– Task Interaction– Social Characteristics of Organisation

Summary

• Understand the different approaches to Fact Finding• Understand sampling and why its importance• Understand what constitutes hard data • Appreciate the need for different techniques:

Interviewing/Questionnaires/Observation