Before deciding on any data collection tool, NGOs should take a step back and answer key questions about their data needs, reporting requirements, budget, team capacity and data security concerns.
By considering these factors upfront, you can avoid costly mistakes, ensure a smooth transition for your team, and choose a data collection tool that effectively supports your program’s success.
The following set of questions will help you identify the right data collection tool for your NGO, making the shift to digital data collection more intentional and impactful
Data Collection Needs
What type of data do you need to collect? (e.g., beneficiary details, impact metrics, surveys, monitoring & evaluation data) How frequently will you collect data? (Daily, weekly, monthly, ad-hoc) What formats do you need? (e.g., multiple-choice, text input, images, GPS, signatures, audio) Do you need offline data collection capability? (e.g., for fieldwork in areas with low internet access) Do you require real-time access and analysis of data? Do you require the tool to be in multiple languages? Will the tool meet your data collection needs in 3–5 years, including the ability to handle thousands or millions of records
Current Data Collection Process
How do you currently collect data? (e.g., paper-based, Excel, Google Forms) What challenges do you face with your current method? (e.g., data entry errors, delays, difficulty in tracking data) How frequently do you collect data? (e.g., daily, weekly, monthly)
User Requirements
Who will be collecting the data? (Field staff, volunteers, community members) What is their tech literacy level? (Will training be needed?) How many users will need access to the platform? Do you need different levels of access/permissions for different users (Field agents, Admins, etc)?
Integration & Analysis
Do you already use any tools for data storage or reporting? (Google Sheets, Excel, CRM, MIS) Do you need the tool to integrate with existing software? (e.g., Excel, Power BI, Salesforce, Tally) Do you need built-in analytics or visualization features? What kind of reports or dashboards do you need? (Simple charts, detailed analytics) Do you need automated reporting?
Budget
What is your budget for the tool? (e.g., free, low-cost, can afford paid subscriptions) How scalable does the solution need to be? (Small pilot vs. long-term rollout across multiple locations)
Data Security & Compliance
Do you need data privacy features (e.g., encryption, role-based access)? Are there any compliance requirements you must follow? (GDPR, local data protection laws)
What questions to answer before choosing a data collection tool?
