Data Collection Tools help you collect data effortlessly and transform it into refined information.

Data Collection Tools

Collect data, study results, and evaluate outcomes using the best Data Collection Tool

Data Collection Tools Lifecycle

Create interactive survey questionnaires to collect pertinent data using Data Collection Tools.

Craft smart online surveys with the right questions to gather data

Employ Data Collection Tools to share your surveys and collect data effortlessly.

Gather data by employing various sharing channels

After gathering data, study it and extract valuable information from it using Data Collection Tools.

Review the survey data to uncover valuable insights from the results

Data Collection Tools help you strategize and decide upon the next course of action based on the results yielded.

Take actionable measures based on the rich survey insights and improve

What are Data Collection Tools?

Data collection tools have fundamentally changed the way businesses function. It helps to understand customers better and meet & exceed their expectations. Long gone are the times when business leaders took important decisions and strategies based on instincts and probabilities. As the competition becomes fiercer with each passing day, it has become necessary to hit the target right every single time. And for this, leaders and analysts require reliable data to set up business models that drive growth and revenue.

Data collection is the process of gathering data and evaluating it systematically to obtain insights that solve business challenges and overcome them. For acquiring pertinent data, it is necessary to ensure the following four essential practices:

  • Purposeful: Is your data collection process aligned to meet specific, meaningful objectives that impact the business positively?
  • Feasible: What are the factors that suggest the program outcome assures the expected result?
  • Attainable: Is your organization equipped with the necessary resources and assets to achieve the desired outcomes?
  • Measurable: Is the data collection tool you opt for measurable both qualitatively and quantitatively?

If you answered yes to all the four aspects, then you are halfway there to get transformative data that helps to achieve excellent results. There are various data collection tools which a business can employ to collect data. The goal remains the same; the path to reach there is different!

What are the different types of Data Collection Tools?

The success of any research depends solely on the data which drives it. Thus, even though there are multiple data collection tools available, picking the right one for your scenario is essential. Let’s evaluate and find out where best to use the four different types of data collection tools which are:

  • Interviews
  • Focus Groups
  • Surveys
  • Observation
#1: Interviews

Interviews are a method of collecting data where participants engage in face-to-face interactions with an interviewer and their inputs get recorded. Interviews help to obtain more profound knowledge about why respondents have given the said answers. Moreover, they provide an opportunity for stakeholders to interpret complex audience behavior, their experiences, and opinions.


  • Interviews help to validate the answers given by respondents with their behavior and reaction to each question.
  • The presence of an interviewer makes the respondent feel comfortable which in turn aids to know their point of view better.


  • Since interviews involve one-to-one interactions, it is a time-consuming process.
  • Interviews are not ideal for reaching out to a mass audience for getting data.
  • To ensure a one hundred percent effectiveness of the whole process, the interviewer must be well-trained and experienced.


Interviews are most suited in situations where the topic under study is complex or sensitive. For instance, any sensitive topic like religion or political view. The presence of an interviewer helps the respondents to understand the questions better.

#2: Focus groups

Focus groups are similar to an interview, but consists of a group of respondents who belong to diverse walks of life. These respondents are carefully picked and subjected to a lively discussion in the presence of a moderator.


  • Focus groups foster healthy discussions by bringing in diverse people who share different thoughts and opinions.
  • It helps the stakeholders to validate facts instantly and get a balanced perspective of both sides of the topic.


  • It can be a challenge to handpick and bring together the panel of the audience for the discussion.
  • Yet another challenge of focus groups of herd-mentality that may arise due to the presence of one active and influential person within the group. The entire group can sway in the direction due to the bias the particular person brings about.
  • The moderator must be capable and efficient to handle the crowd and bring out the opinions of all the people involved.


Beta-testing of a new product and understanding user-experience.

#3: Observation

Observation is a data collection technique where audience behavior is studied directly with minimal intrusion.


  • Infrastructural requirements are minimal, and so is the preparation for the observation technique.
  • It is a method that is least intrusive.
  • Disadvantages:

    • Observation technique is not ideal for complex studies due to the lack of direct interaction with sample subjects.
    • The analysis depends entirely on how the analyst perceives each subject. It can be prone to bias.


    A researcher studying the sleep patterns of various subjects or a psychology researcher understanding child-behavior.

    #4: Surveys

    Surveys are one of the most popular data collection tools which collect data from subjects through various sources like emails, social media, text messages, and the likes.


    • Surveys come with immense flexibility that allows stakeholders to design and structure the questions with precision.
    • Respondents can take the surveys at a time that’s most convenient to them.
    • The reach of surveys is immense. It is possible to reach out to a mass audience with a single click using online surveys.


    • Response rates can fluctuate tremendously depending on how the survey is created. A long, dreary survey invites miserable completion numbers.


    Collecting employee feedback in organizations to measure employee satisfaction and level of engagement.

What are the important features of Data Collection Tools?

Collecting data, be it for research or business purpose, is never simple. Most often, a data analyst must overcome several hurdles to assemble quality data. Switching to online survey software that captures data efficiently and analyzes it in-detail helps businesses to fast-track their decision-making process and strategy-devising. However, it is crucial to choose a data collection tool that comes with certain distinctive features. Look out for these features while you browse through different data collection software.

Data collection tools with different types of questions helps to gather important feedback.
Diverse question types to collect data efficiently
Diverse Question Types

The surveys you create must not be too long. People end up abandoning it midway in that case. Thus, ensure to add a mixed bag of questions in your survey. For instance, throw in question types like star-rating, opinion scale, text-input, image choice and the likes to get quick answers. If you wish to collect more data without making the survey long, matrix, rank order, drag & drop types are ideal. Therefore, the data collection tool you pick should offer a wide variety of question types.

The reporting module of data collection tools help to gain rich insights.
Gather rich insights with data collection tools
Reports & Insights

Opt for data collection tools that not only collects data efficiently but also help you gather smart insights from it. The tool will help you infer insights that throw perspectives on the survey objective. With detailed reports and graphical representation of the data, a glance is all you need to get the big picture quickly. Consequently, a business can make informed decisions without delays and brainstorm the necessary steps to improve and grow.

Data collection tools must support sharing surveys across multiple channels.
Share surveys across diverse channels
Survey Share Options

When you set out to collect data, ensure that your survey questionnaires receive maximum visibility and reach. Therefore, pick a data collection tool that has multiple sharing options to distribute your questionnaires. Email Survey, social media, SMS surveys, and weblinks are few of the popular share options. More the visibility, better are your chances for collecting higher volumes of quality data. In addition, you are also providing respondents the flexibility to pick a channel of their convenience.

Data collection tools must come with conditional branching feature to ask relevant topics in surveys.
Ask only what's relevant in your surveys
Conditional Logic Branching

Accurate answers find their way into your data pool only when you ask relevant questions. When you bombard people with irrelevant questions, they may leave your survey midway or even worse, not take it up at all. Therefore, data collection tools that offer conditional branching feature poses only important topics to your audience and skip irrelevant questions. Consequently, you get higher responses rates along with cleaner data. Let's not ask a lactose-intolerant their favorite cheese!

Increase response rates by creating engaging questionnaires that are conversational in nature.
Create surveys that are conversational in nature
Create Engaging Questionnaires

Online surveys are administered in the absence of experts, respondents are on their own to interpret the questions and answer them. Therefore, to get quality data, the questions must be to-the-point and relevant to the respondent. The data collection tool you pick must help create surveys that are visually-pleasant and urges the respondent to take it and finish it as well. Bid adieu to radio buttons and a depressing layout if you wish to get quality feedback and great survey completion rates.

What are the benefits of Data Collection Tools?

Data has changed the very way in which a business faces challenges, tackles them, and overcomes them. However, what’s the role of data collection tools in helping businesses achieve goals and solve hurdles? Here are the various benefits of using data collection tools for your business.

Solve business problems

Data collection tools are expert problem solvers. A campaign that’s giving underwhelming results or a new product-tweak that’s not connecting with the audience? When the various aspects of your business fare poorly, it’s time to get your hands dirty and enter the game field yourself. Data can turn the tables and make a business succeed with the right moves taken at the right time. Scrutinizing the business data helps to isolate and identify the pain-points in your processes and take steps to improve it.

Analyze performance

If you want your business to thrive and succeed, then the first step towards it is with a shift to being ‘data-driven.’ Taking business decisions based on reliable data and insights yields much better success rates as compared to impulsive measures. Are you investing in the right channels for your promotion and advertising? Are you allocating assets resourcefully? Data collection tools can answer these questions and more using its robust reporting and analysis module. Therefore, analyze the performance of various business metrics and improve every speck to perfection.

Improve workflow

Data collection tools bring you data that helps to enhance your workflow by allocating resources effectively. Very often, poor asset allocation profoundly costs businesses time and money. Therefore, it is essential to track and measure the performance of various parameters with data collection tools. Consequently, manage your resources properly and avoid under-utilizing any.

Understand market & customers

Without data, it just isn’t possible to know who your customers are and if they like/dislike what’s on your plate. Data collection tools dig out valuable data about the target market and customers using which business can quickly devise game-changing strategies. Therefore, understand what the customer and market data speak to you about your business and leverage things in your favor.

How is SurveySparrow the best Data Collection Tool for your business?

Irrespective of the industry your business is a part of, it is imperative to be the best. So for this, you need to know your customers better, exceed their expectations, and let them choose you over competitors. And data helps you achieve this-data that can change things, data that’s powerful.

The data collection tool you pick for your business must portray multiple roles. For instance, donning the cap of a customer feedback software to collect customer feedback about a product/service, becoming a market research software to help you know your target market inside out, helping you listen to a customer by evolving into a voice of customer tool and more. The best data collection tool can turn itself into virtually anything- be it an NPS tool, employee engagement software, or customer satisfaction survey software! And one such tool is SurveySparrow.

Dual Survey Experience

SurveySparrow comes with two survey experiences- conversational forms and chat-like surveys. With a simple select, you can pick how you wish to survey your audience. In both cases, the experience remains the same-truly conversational.

Diverse Question Types

While you draft surveys, it is vital to ask the right questions to get the correct answers. Staying clear of the typical ‘strongly agree/disagree’ radio buttons will do wonders. And that’s precisely why SurveySparrow’s data collection tool comes with a bunch of question types from the simple star-rating to the detailed matrix type.

Share Options

Emails, multiple unique weblinks, social media, SMS option, you name it, SurveySparrow’s data collection tool offers it. Send out your online survey questionnaire to your target audience through multiple channels to receive maximum responses and data. Wish to switch to offline surveys? Try our offline survey app, then! You no longer need to depend on the internet to get feedback from your audience.

Online Panel Audience

Identifying your target audience is crucial to obtain the right data. Pick your audience by profiling them based on age, gender, education, employment, and virtually any demographics. SurveySparrow’s data collection tool provides an online panel of audience from across the globe, 80 countries to be precise, to cater to your any respondent-requirements!

Reporting Module

SurveySparrow’s data collection tool comes with a rich dashboard that you can fully utilize to sift out refined information from raw data. With detailed reports, graphs, pie-charts and more, uncover crucial aspects of your business which was easily overlooked before. Compare the different survey responses and identify how certain respondents have answered the survey and tap unseen insights. In addition, you can pinpoint specific responses using our advanced reports filter.

Recurring Surveys

Do you wish to send out survey questionnaires to your audience periodically? If the thought of manually sending it repeatedly is putting you off, we have some bright news for you! SurveySparrow’s data collection tool offers the recurring survey feature to send out pulse surveys at the set time and frequency of your choice.

Collecting data is never a simple process. Thus your data collection tool must facilitate feedback collection both online and offline. Therefore, hop on board and kick-start your data collection with SurveySparrow to do just that and much more!

Happy Data Collection!

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