Data Collection Methods for Charities Cheat-sheet
- Helen Vaterlaws
- Jul 20, 2025
- 2 min read
Updated: Jan 23
Good data collection isn’t about doing everything. It’s about using the right mix of tools to turn data noise into representative intelligence (a balanced view of your community). Use this as your 2-minute guide when planning your next evaluation or feedback cycle.
The 10-Second Decision Matrix for Charity Data Collection Methods
If you need to know... | Use this method | What it gives you |
|---|---|---|
What (Numbers, scale, breadth) | Surveys | Patterns across a large group |
Why (Depth, personal stories) | Interviews | Rich context and lived experience |
How (Group dynamics, shared ideas) | Focus groups | How people debate and make sense together |
Reality (Behaviour vs what people say) | Observations | Real-world actions and barriers |
Context (trends, existing patterns) | Document review | Historical and administrative evidence |
Surveys & Questionnaires
Use when: You need broad patterns from many people.
Watch out for: Survey fatigue or very short answers that don’t tell you much.
Power Question: "If this answer won’t change a decision, why are we asking it?"
Interviews
Use when: You need to explore complex issues or sensitive personal stories.
Watch out for: Unintentionally leading questions and time investment.
Power question: What’s the story behind these numbers that we’re missing?
Focus Groups
Use when: You want to test new ideas or see how people discuss a topic.
Watch out for: Quieter or less confident voices being missed.
Power question: Whose perspectives haven’t we heard yet?
Observations
Use when: You want to see where people actually struggle (e.g., a form).
Watch out for: Assuming you know why people behave a certain way.
Ethics: make sure you have informed consent before observing.
Document Review
Use when: You need context from reports, CRM entries, or past evaluations.
Watch out for: Records that are out of date, incomplete, or out of context.
Power question: What have we already collected that could answer this?
Strategic Safeguards: The 3 Pillars
Informed Consent: Do participants know what is being collected and why?
Data protection & safeguarding: Is this aligned with our GDPR obligations and safeguarding policies?
Ethical Oversight: Has a named lead completed a proportionate review to confirm the approach is safe and respectful?
Next Steps: Improving Your Charity Data Collection
Bookmark this page: Keep this cheat sheet as a quick reference for your next team planning session or impact evaluation.
Read the Full Strategy: For a deep dive into how to move from guesswork to evidence, read my comprehensive guide: Data collection methods for charities.
Stay compliant: Make sure you check your funder requirements and your organisation’s data and safeguarding policies. In the UK, the Information Commissioner's Office guidance is a good starting point for data protection and ethics.
Change doesn’t start with a workshop; it starts with one honest conversation.
Note: These insights are general guidance based on practitioner experience and are not legal or regulatory advice. Make sure you review your specific funder contracts and data protection policies (e.g. GDPR) before making significant changes to data collection or retention schedules. Examples are for illustrative purposes only; no official affiliation with the organisations or tools mentioned is claimed.
