Computers and mobile electronic devices have vastly simplified the collection and reporting of data in many ways, but human beings remain the source of the data and must input it properly. That means a vital element of data collection is the humble form - the questions asked and fields provided, whether on paper or electronically, to assure that the right information is reported.
As a general rule, it is a challenge to get volunteers to report on what they do, so we need to be sure that our forms are helpful to the process, not obstacles to muddle through. It's common for forms to proliferate over time, individually, until we drown ourselves in paperwork (whether actually on paper or on screens) that does not even produce the information we need.
Start by gathering all the forms currently in use and assess each one against the following criteria. Invite a few volunteers to help with this, since they are the daily users of the forms.
- Why do we need this form?
- Does this form do what we need it to do?
- How often is this form used?
- Who completes this form? Do they know how?
- Why did we select this format? Is it time to collect the information some other way or add an alternative option for those volunteers who prefer a choice between paper and online?
- What happens to the completed form? Where and how do we store this information?
- How often do we need to refer to the data?
- Who else needs access to this information? How often?
- How well does this form mesh with the rest of our recordkeeping system?
- Is there any information we receive through this form that duplicates what we ask on another form?
Many of you are using volunteer tracking software that provides you with form templates. Do not simply use what a programmer created! Explore which fields you can add, delete, or modify and never collect what you do not intend to use. Volunteers will be most willing to complete forms that make sense to them and which they can see as contributing to a useful report on volunteer activity.
If you are collecting data online, make sure you do not ask volunteers to repeat basic information that is already in the database about them. Only ask them to update anything that has changed (ideally the screen will show them what is already on file to confirm).
Whenever feasible, add a field for "other" or "comment" to each form so that volunteers are encouraged to tell you things that do not neatly fit into the standard reporting fields. But then be sure to flag, read, and respond whenever such extra information is provided.
A well-designed form can save time for the user while providing important data. Review your forms at least annually and put the date of the review at the bottom of each to ensure everyone is completing the most recent revision.