Tips on Data Collection

Tips on Data Collection

Data collection is the process of gathering specific information about a certain subject.  For new charter school operators, the most important data collection is often the first information gathered to build a contact list of potential students and familes. Using proper techniques will demonstrate how data collected properly and with the right software can save time, prevent errors, and provide value for your school. 

Below are some basic guidelines for data collection that will get you started on the right path. 

You and your staff may be more comfortable and familiar with word processing software such as Microsoft Word, but it is simply the wrong tool. Instead, use data management software such as Excel or Access, which allows you to enter each contact as an individual record, or line item.

Managing Cells

Use separate cells for different data items.
Don’t combine different types within the same cell.  Use separate cells for first name, last name, city, state, etc.  That way, you will be able to sort and filter the data in many ways. 

Be consistent with the format and conventions for phone numbers, email addresses, and abbreviations, etc. Never use all capital letters to enter data.  Ensure you include an area code on all phone numbers. Don't type the same data using different formats.  For example, Lane versus Ln. or 216-555-1212 versus (216)-555-1212.