Data collection methods for charities: quick cheat sheet

Helen Vaterlaws
Jul 20, 2025
2 min read

Updated: Jan 2

A short, practical guide to the main data collection methods for charities. Use it as a checklist when you’re planning research, evaluations or feedback.

Why it matters

When data collection methods are chosen on purpose, charities can:

Stop guessing and see what’s really working
Spend less time on data no one uses
Make decisions they can stand behind with boards, funders and communities

Good data collection isn’t about doing everything. It’s about using the right mix, at the right time, for the decisions in front of you.

Surveys and questionnaires

Close-up of a hand holding a pen, checking boxes on a paper form. The form has a grid of empty and checked boxes, conveying focus.

Use when: You want broad patterns (who, how many, how often).

Watch out for: Low response rates and very shallow answers.

Tip: Keep surveys to 5–10 minutes, pilot test them, and avoid jargon.

Interviews

Man and woman talking in a modern office, seated on colorful chairs. Others chat in the background. Large windows and plants visible.

Use when: You want to understand the “why” behind behaviour or decisions.

Watch out for: Time investment and interviewer bias.

Tip: Work with a short semi-structured guide, record with consent, and take good notes.

Focus groups

Five women sit in a circle on chairs, engaged in conversation. The setting is a bright room with wooden floors, creating a warm, open mood.

Use when: You want to hear different perspectives in conversation.

Watch out for: Louder voices dominating quieter ones.

Tip: Set clear ground rules, cap groups at 6–8 people, and actively invite quieter voices in.

Observation

Busy street scene at a curved London intersection. People crossing, historic buildings, and red double-decker bus in the background.

Use when: You want to see how processes work in real life (sign-ups, first sessions, events).

Watch out for: Your own assumptions.

Tip: Be discreet, train observers, and consider a simple checklist so notes are comparable.

Document review

Open file drawer with colorful folders and two full binders on top. Background shows more drawers, creating an organized office setting.

Use when: You need history or context: past reports, policies, logs, case files, CRM data.

Watch out for: Out-of-date or incomplete information.

Tip: Cross-check key documents against other data sources before you rely on them.

Triangulation in action

When something isn’t working don’t jump to one method or one explanation. Use triangulation: combine several data collection methods for charities so you can see the same issue from different angles.

Start with a survey to map the basics: who knows about the service, who is using it, and where people drop off.
Add interviews with a small mix of participants, non-participants and staff to unpack the “why” behind what you saw in the survey.
Review your documents and processes – forms, referral routes, eligibility criteria, scripts to spot hidden friction or confusing steps.
Observe the real journey (with consent): watch what happens at sign-up, first sessions or outreach events and note where people hesitate, need help or walk away.

No single method can give you the full picture. Together, they do and your changes are based on evidence, not hunches. Instead of guessing, you combine methods:

What next?

Bookmark this as a quick reference whenever you’re choosing data collection methods for charities or planning a new evaluation. And if this cheat sheet rang a bell, read the full guide: Data collection methods for charities: from guesswork to evidence.

Change doesn’t start with a workshop; it starts with one honest conversation about what you really need to know.

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Note: Examples are for illustrative purposes only; no official affiliation with the organisations or tools mentioned is claimed. AI systems can be unpredictable, so always keep personal or sensitive data out of third-party tools and ensure your implementation follows your own organisation’s data protection policies.