Questionnaire Method
Questionnaire Method
17.0 OBJECTIVES
After reading this Unit, you will be able to:
• understand the meaning of questionnaire;
• state the methodology of its construction;
• learn the technique of preparing and pretesting the questionnaire and the
precautions to be taken;
• elucidate the administration of questionnaire distribution and collection;
• identify advantages and limitations of questionnaire method; and
• comprehend the emerging trends in this field.
17.1 INTRODUCTION
In the field of Library and Information Science, survey research is heavily used
in exploring the user information needs and use patterns. In order to strengthen
the information resources and services in the libraries the researchers conduct
surveys. These library surveys are attempted to gather data for investigations
and to know the characteristics of users, their needs, etc.
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Advanced Writing Skills
17.2 QUESTIONNAIRE METHOD: DEFINITION
Questionnaire is an instrument of data collection. The researchers most commonly
use this method for collecting data. In order to gather data on a particular research
topic, the researcher lists the questions to which s/he requires answers. The list
of questions arranged in some order is either given personally, or sent / mailed to
the target population.
A questionnaire is a set of written questions for respondents to answer. These
answers become primary data for investigation. According to Krishan Kumar
(1992) “a questionnaire is a written document listing a series of questions
pertaining to the problem under study, to which the investigator requires the
answers”. Schvaneveltd (1985) defined questionnaire as “a data-gathering device
that elicits from a respondent the answers or reactions to printed (pre-arranged)
questions presented in a specific order.” Questionnaires are often used in surveys
as the primary data collection instruments.
First of these three types is a postal questionnaire. Williams(1997) calls this type
self-completion questionnaire. This type has a pre determined set of questions.
The respondents are provided with self-addressed stamped envelope to return
within two to four weeks after posting the questionnaire. This type of questionnaire
contains a covering letter, which explains the purpose, objectives of the research.
It also requests the respondent for co-operation and assures them of confidentiality
of their answers. This type of questionnaires costs less compare to other types.
Respondents can take their own time in filling it. The advantage of this type is
that it covers a wider geographical area. The biggest disadvantage of mailed
questionnaire is low response rate. While most of the questionnaires return after
two weeks, some may even return after two months adding to the time and cost
of data collection. Mailed questionnaire may be filled by someone other than the
respondent. The answer may also be incomplete; incomplete questionnaire
sometimes pose a serious problem at the time of analysis of data.
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17.3.2 Types of Questions Questionnaire Method
Example:
Multiple-choice question:
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• Easy for respondents to answer. Questionnaire Method
Framing of Questions
Before framing the questionnaire the researcher has to review the literature on
the area to determine the type of questions to be asked. Flower (1987) has
suggested four queries to be addressed before finalising a question in the
questionnaire.
1) Is this a question that can be asked exactly the way it is written?
2) Is this a question that will mean the same thing to everyone?
3) Is this a question that people can answer?
4) Is this a question that people will be willing to answer, given the data
collection procedure?
Terminology and jargon play a very important role in obtaining relevant responses.
The researcher who is immersed in the subject sometimes forgets the target
population’s limited knowledge to understand the terms. Paul Burton suggests
that to overcome the problem of use and relevance of technical terms, pretesting
the questionnaire is essential. Pretesting may also help in eliminating ambiguity
in the questions. For example, questions on frequency of use, visit to the library,
etc. should not use the terms like ‘Frequently’, ‘Often’, and ‘Occasionally’ as
the users may interpret these terms differently.
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Advanced Writing Skills While drafting close ended questions, the researcher has to decide the inclusion
of negative answers, like not sure, not at all, do not know, etc. There is a possibility
that the target population finds it easy to just strike these choices without trying
out other options. If such a choice is not given, the respondent would definitely
choose some other option. Hence, it is advisable not to include negative options
in the close ended questions.
Sequence of Questions
Questions in the questionnaire should be arranged or grouped in logical sequences.
Questions should be arranged in such a way that they do not scare the respondent
but make him/her comfortable in answering/responding. Questionnaire should
start with general but relevant questions and then moves to the specific ones. It
helps to set the logical flow in the questionnaire. Similar questions may be put
together in a group or section. For example, Question nos.1 to 10 deal with the
use of library sources and services. This type of instruction helps the respondents
to understand the grouping of questions. If the need arises, relevance of questions
should be explained to the respondents. One can divide the questionnaire into
three parts namely, opening part, middle part and end part. In the opening part
the questions are basically on the personal background of the respondents. These
questions also come under the category of demographic information; for instance
questions on age, gender, qualifications, institution, contribution in the field,
specialisation, etc. This category also involves questions pertaining to elementary
information (relating to the topic of the survey), which helps in preparing the
respondents’ profile. The middle category involves questions directly concerning
the topic of survey. The questions here are also organised in smooth and logical
flow, which helps the respondents. The first question is related to the next one
and so on. The questions on the first topic create the context within which the
respondent moves on to the next without much hindrance. For example, if the
users in a particular survey are asked about their awareness of library services or
sources, the next question should be about the usage of library and services or
sources, and this should be followed by the question on improvement of services
or sources. Finally, the last portion of the questionnaire is basically loaded with
open-ended questions on suggestions for improvement and their opinion on the
research problem undertaken. The logical and proper organisation of questions
helps in getting a completed questionnaire
Vertical type:
What is the level of satisfaction for Internet search results?(Tick mark(√) the
answer)
High ———
Moderate ———
Low ———-
Example of Matrix Question Format
How frequently do you find information accidentally on the web? Tick mark (√)
the answers.
Methods Frequently Often Sometime Rarely Never
Browsing websites () () () () ()
Following hyperlinks () () () () ()
Through cited works () () () () ()
in the websites
Any other method please () () () () ()
specify———————
Given below are examples of some ‘response category’ choices. The choices are
adapted from Neuman (1997).
Excellent, Good, Fair, Poor
Strongly Agree, Agree, Somewhat Agree, Somewhat Disagree, Disagree, Strongly
Disagree
Regularly, Often, Seldom, Never
Always, Most of the Time, Rarely, Never
More Likely, Less Likely, No Difference
Very Interested, Interested, Not Interested
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Advanced Writing Skills Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answer given at the end of this Unit.
3) Differentiate between open ended and close-ended questions.
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Rating Scale
A rating scale is a measuring instrument that requires the observer to assign the
rated object to categories or continua that have numerals assigned to them. This
is perhaps the most used measuring instrument as they are easy and quick to use.
Time required for administering and measuring response is shorter than many
other instruments. As a consequence, it is less expensive. However, they “lack
validity due to their proneness to constant or biased error. If used with knowledge,
skill and caution, a rating scale can prove to be a valuable measuring
instrument.”(Krishan Kumar,1992)
Rating scale can be of several types. The most usual is simply a form of precoded
questions, e.g.,
Do you find the collection in your area of research in libraries you use adequate
enough to meet your demands? Please tick mark (√) the appropriate columns.
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Do you consider conferences/seminars as useful sources of information? If yes, Questionnaire Method
please indicate (tick mark (√)) how useful they have been for your research work?
In this example, choices that are most favourable to the use of conferences are
assigned the greatest weights, and the least favourable responses are assigned
the lowest weights. In this method the weighted index has been created by
multiplying the number of respondents with the numerical value assigned to all
the scales (e.g., very useful = 4, useful = 3, satisfactory = 2, little use = 1, and no
use = 0) and then dividing the product by the total number of respondents. Next
the averages of all the variables in different scales are calculated according to
weighted index and are rearranged according to the rank order.
The responses are assigned weights like 5,4,3,2 and 1 or 4,3,2,1 and 0 in a
5-point scale and 3,2, and 1 in a 3-point scale. A three-point scale is developed
for the level of difficulty. The following Tables 17.1,17.2,17.3 clarify the point.
Which methods would you adopt to find out the sources of information the library
possesses on your topic of research? Mark 1,2,3, etc., indicating your preferences
(1 stands for first preferences and 2 for second, etc.)
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Advanced Writing Skills Table 17.4: Rank Order Scale
17.3.4 Precautions
Preparation of a questionnaire is an art. It is an instrument for collecting data in
survey research. If it is constructed properly half of the survey research is done.
The researcher while constructing a questionnaire must take some of the
precautions. Neuman (1997) has suggested the following points to be avoided
while writing survey questions.
• Use of jargons, slang and abbreviations must be avoided.
• Ambiguity, confusion and vagueness have no place in a well-constructed
questionnaire.
• Use of emotional language is not recommended; natural language makes
the respondents more comfortable.
• Double-barreled questions should be avoided and each question should be
asked for one specific aspect.
• Leading or loading questions must be avoided.
• The capability of the respondents should always kept in mind while framing
the questions otherwise it will lead to incomplete questions or questionnaires
with poor responses.
• Questions about hypothetical situations need not be asked.
• Questions about future intentions are not desirable.
• No question should have double negatives.
58 • Overlapping or unbalanced response options need to be avoided.
Busha and Harter (1980) suggest the following precautions “The investigators Questionnaire Method
have a professional responsibility:
a) To analyse carefully and understand their research problems;
b) To state their questions clearly;
c) To request only information that can be easily provided by respondents;
d) To place emphasis upon brevity and economy, consistent with an adequate
treatment of the subject;
e) The objectives of questionnaire and the nature of needed data must be made
clear;
f) Respondent’s background, ability and knowledge must also be considered.
If the respondent does not have adequate knowledge, it would be difficult
to obtain valid data;
g) Willingness of the Respondent must be ensured, otherwise questionnaire
will not be of any value;
h) Care must be taken to do away with unneeded or irrelevant questions. This
may discourage the participants to answer the questions;
i) With the help of a pre test, biased questions can be identified;
j) Ambiguous questions must be avoided; and
k) Questions that convey double meaning or pose two questions at once need
to be enter eliminated or restated/reworded. These types of questions are
called double-barreled questions.”
In Person:
Questionnaire can be distributed personally to the respondents. For example, if
the researcher is surveying the use pattern of a particular library, then the
questionnaire can be given at the time when users enter the library. If, by chance,
the researcher does not find respondents there then it can be given to them
personally at the place of work or at their residence.
Through E-mail
Nowadays with the coming of the Internet connectivity it is possible to circulate
the questionnaire through e-mail. In this method the respondents who have
e-mail id as well as the Internet connectivity can receive and send the questionnaire
as an e-mail attachment. This is a quick, easy and cost effective way of distribution
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and collection of questionnaire. It can easily be extended or resent to respondents Questionnaire Method
any time at any place. E-mail based questionnaire is easy to construct, distribute
and manage the results. Through this method online surveys can be made available
to any one with Internet connectivity.
The pre requisite of this method is the Internet connectivity and list of e-mail
addresses of the respondents.
Web Questionnaire
There is another method of distribution and collection of questionnaire where
the population is widespread, covering state, country, etc. making it difficult for
the researcher to reach or meet the target population. In this method the
questionnaire is put on the website. Whosoever comes under the purview of the
survey can fill the questionnaire and submit it giving the required details. Web
questionnaire also require a time frame to complete/submit. This type of
questionnaire also has a set of respondents, for example, if the survey is on the
“Use of Search Engines by the Central University Teachers of India in the field
of Indian Politics” only the Central University teachers of India should fill up
the Questionnaire. It has the same layout, open as well as close ended questions.
The close-ended questions can be filled up with the help of mouse click. For
open-ended questions the respondents can simply type the answer and after
completion, the questionnaire can be submitted. A specimen of web questionnaire
is given below for your information.
A polite reminder letter along with another copy of the questionnaire should
follow two weeks after the specified date of return the questionnaire. A second
copy is required because there is a possibility that the respondent has misplaced
the questionnaire. Researcher should be polite and patient while distributing and
reminding or receiving the questionnaire.
17.8 SUMMARY
Paul Burton has very rightly said: “Properly designed and analysed questionnaires
can be a rich and reliable source of research data, both quantitative and
qualitative”. Hence, proper attention has to be paid to carry out a questionnaire
survey. If not done properly, it may lead to misleading results.
This Unit has described the method of construction of questionnaire. It has also
highlighted the type of questions to be asked and precautions to be taken while
listing the questions. Merits and demerits of asking open and close-ended
questions have also been discussed. Questionnaire is an effective tool to gather
both quantitative as well as quantitative data in survey research.
Williams, Malcolon (1997). Social Survey: Design to Analyse: In: Tim May
Social Research : Issues, Methods and Process. 2 nd Edn. Buckingham,
Philadelphia: Open University Press. pp. 81 – 08. Chap. 5.
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