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Format of the Forms

Format of the Forms

It is observed that a well laid-out and easy to use format of the forms increase the response level and create a pleasant impression on the respondents.  The formatting is required at two levels: At the level of separate question items and at the level of the whole form.  The experts opine that the booklet format is the best format for long questionnaires.  The one-sided, stapled in the corner pages containing questions are not very preferable.  The pages should be pinned at two points, like a magazine in case there are many pages.  The sections of the form should preferably start from a new page.  However, the previous pages should not be left with passages of blank space to create a new section on a new page.

Testing  

One should seek all the possible help in constructing the questions, testing them before the real circulation is necessary.  A researcher should never depend solely on his own.  He should always be open to the criticism from his fellows and senior researchers. The criticism helps him to develop his research tools better.  A draft of the format can be submitted to the class-mates of the faculty.  Further, the forms must go through the pilot test.  Pilot test refers to a test of the forms with a small group of exactly the same kind of population as going to be used in the research.  This test provides a great chance of improvement. 

Administering the Forms

After the forms are absolutely ready for circulation, the next step is to get the permission for conducting the research.  The general impression about the researches that are frequently carried out is that they waste time.  Moreover, in case of organizations and institutions, they may also be worried about their reputation.  They are often apprehensive about their involvement in any kind of research.  So, the purpose and the seriousness of the study should be explained to them.  The research should not interfere in their schedule and routine work.  Apart from being unethical, conducting a research without permission may also lead to the legal actions in extreme cases.  The waste of resources is obvious in any kind of controversy that arises after the research is completed.  If the information sought in the forms is of delicate nature, the concerned respondents should be ensured that it would be kept confidential. 
Circulating the forms by meeting individually has a number of advantages but in case it is impossible and if the forms are sent by post or any other such means, a covering letter should accompany the forms.  The letter should be self-explanatory drafted in a courteous manner.  However, the pleading tone is not desirable.  The letter should make the respondent feel the importance of his contribution in the study and motivate him to cooperate. 

If the forms are not returned in time, a follow-up is necessary.  Generally, a very low number of duly filled forms are returned.  The return, on an average is 40 percent.  The follow-up procedure can increase the return.  The follow-up procedure can range from a courteous post card to a phone call.  Sometimes an extra copy of the form with a reminding letter also serves the purpose well.  However, a list of the returned forms should be kept in order to avoid the duplicate entries. 

The experts have found that circulation of the forms through the head channel yields better results.  For example, if a researcher wants to have the responses of the clerks in an office, he should approach the manager of the office and explain the research to him rather than directly meeting the clerks.  If the manager gives the forms to his clerks, it is likely that the clerks would show more sincerity than usual.  A certain kind of pressure on them would make them give more honest replies.  Thus, approaching the right person helps significantly.
The reason why people are not interested most of the time in returning the forms is that they do not feel their involvement in the research.  The questionnaires printed in newspaper and magazines are frequently filled up with enthusiasm because the result is instant. Rewarding them after their cooperation will be a good strategy to ensure their full cooperation.  Researches conducted by the commercial firms and institutions even reward the participants with some gifts but for academic purposes, even a copy of the results would serve the purpose.