Now you have identified the general goals of the needs assessment and have prioritized the primary questions to target the information that you need. To design your needs assessment, you now:
a. Select a methodology for the research
b. Determine your sources of data
c. Develop data collection protocols
Selecting a Methodology
In selecting methodology, consider the resources available and the scope of the needs assessment activities. You will need to determine not only what sources to use but also how to get the best possible information from them. In order to get this information it is best to use multiple methods.
DATA COLLECTION METHODS AT A GLANCE
Key respondent (or informant) interviews: are one-on-one interviews with individuals having special knowledge or experience in your area of interest. They provide an informed perspective of your issue and a quick way to answer key questions, such as perceived needs, gaps, and barriers. It is best to have the same person conduct all key respondent interviews to help guard against “interviewer bias.” Click here for more information on conducting this type of interview.
Focus groups: are guided discussions of a group of 8-12 people with similar characteristics (such as teens, women, etc.). They provide inside information about the perceptions, beliefs, and reasons behind a specific group behavior and can help identify met and unmet needs, barriers, and access issues. They can be done quickly and at minimal cost. Focus groups are usually led by someone having similar characteristics as the group, and are guided by a prepared set of questions. A second person may attend to take notes but the dialogue can also be taped and transcribed later. It is important to have a consent form for participants. For a template consent form that you can use for your program, please click here. The form should include the purpose of the meeting and the way that the data will be used. A list any benefits or risks that could result from participation. For example, a benefit might be improved services; a risk might be that participants are assumed to be HIV+. Participants usually receive a tangible benefit for participation, and it may also be necessary to provide transportation and childcare.
Talking Circles: are a traditional way to gather information from a specific group of people. As in a focus group, participants should have similar characteristics, but the format is less guided by predetermined questions. However, many times these groups are closed, and information does not leave the circle. So it is important to have permission to use the information outside of the circle. A Talking Circle may require the skills of a traditional practitioner or mental health provider to facilitate the emotional content that can arise in this format.
Community forums and public hearings: are open meetings designed to involve the community in defining and/or discussing needs. They are also a way to disseminate information after the needs assessment has been completed. They can act both as an information exchange and also raise awareness of issues. Holding forums can increase the credibility of the needs assessment and serve to keep interested parties informed on the project. One drawback of community forums is that they are very difficult to control, and the dialogue can easily go off topic. As in focus groups, sensitive information will not be disclosed. However, community forums are a good way to keep the channels of communication open at relatively low cost.
Surveys: are questionnaire-type interviews, usually involving larger numbers of people. They can be completed by an interviewer in person, by telephone, or be “self-administered” and mailed. Surveys can collect information from a large cross-section of people and provide quantifiable information. They can provide an understanding of how current services fit community needs and can suggest ways to link and coordinate activities. If the survey is lengthy, tangible benefits may be awarded upon completion. It is important to pay careful attention in selecting the appropriate source and methods for each question. For example, some questions are geared towards affected individuals and others to policy people, providers, or outreach workers. Some of your questions will be better asked in a focus group while more personal questions are better asked in a survey or personal interview. It is important to balance the issue of time and cost efficiency with the importance of fostering a comfort level and willingness on the part of the respondents to open up.
Ethnographies: is a method of studying and learning about a group of people. Typically, ethnography involves the study of a small group of people in their own environment. Rather than looking at a small set of variables and a large number of people ("the big picture"), the ethnographer attempts to get a detailed understanding of the circumstances of a few people. Ethnographies can be time consuming but can answer questions about why a certain behavior occurs and describe what inhibits the behavior. For more information on ethnographies click here.
Community Mapping: is the detail of a community’s assets and needs as determined by the community's own members. It is the detail of a community’s assets and needs as determined by the community's own members. Click here for an exercise of how to construct a community map.
Exercise: Designing the Needs Assessment
- Do the prioritized questions seek to understand the knowledge, attitudes, beliefs and perceptions? Do they seek to know how people behave?
- Which methods of data collection would best suit the questions?
- Which methods fit your timeline, budget and capabilities?
Click here to view how a Data Collection method was selected for the Our Town community.
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