Human Resources: Building the Survey Team. Suleiman Asman

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1 Human Resources: Building the Survey Team Suleiman Asman

2 Lecture Overview Planning In- House Survey: Hiring and Contracting In- House Survey: Training In- House Survey: Managing survey team In House vs. Outsourcing Outsourcing process 2

3 Lecture Overview Planning In- House Survey: Hiring and Contracting In- House Survey: Training In- House Survey: Managing survey team In House vs. Outsourcing Outsourcing process 3

4 Planning Local context Scope of the study Budget and Timelines Survey Plan Key Decisions Permissions Paper vs. Electronic In-house vs. Outsourcing 4

5 Planning: Local Context Terrain Electricity Topography Holidays and major events Availability of respondents Transport options Pool of potential surveyors Survey printing options Internet Storage Office space Training venues Gifts Survey equipment Stationary Permissions and authorizations Ability to recruit subject pool for study 5

6 However There are always unexpected events You should expect them! Buffer Time allocation Staff allocation 6

7 Lecture Overview Planning In- House Survey: Hiring and Contracting In- House Survey: Training In- House Survey: Managing survey team In House vs. Outsourcing Outsourcing process 7

8 Survey Team Structure Sample size Budget Duration 8

9 Survey Team Structure Position Responsibilities Research Associate Field Manager Field Staff Coordinator, logistics, finances, hiring Monitor field operations and finances of many teams, field logistics, surveyors recruitments, organize trainings Associate Field Manager Daily support for supervisors, productivity, and monitoring Supervisors/Senior field officers Team management and field quality checks Surveyors/enumerator Data collection and first round of edits Editors/Scrutinizers Scrutiny surveys (paper only) Auditors/Back Checkers Back checks Trackers Help track hard to find respondents 9

10 Survey Team Recruitment Clear sense of the project and its specific requirements Clarity on numbers and payments Survey team structure and composition 10

11 How to Recruit? Hire locally if possible (Plan ahead) Advertising Where are we advertising? Modes and risks Numbers Receive 10 times as many as you need Test 5 times as many as you need Start training 30% more than you need Hire 20% more than you need (attrition) Be ready to fire 11

12 Selection Process Preliminary selection First level screening CVs and Resumes Interviews and Tests Conduct rigorous interviews Testing computer/language skills Letters of recommendation 12

13 Examples of Tests Verbal tests in all relevant languages Reading out loud Reading and summarizing/explaining out loud Role play Situational judgement tests Digital literacy Tests for higher level staff Design a simple budget and/or field plan (PAs, FMs) Excel tests (PAs, FMs) Math/logic tests J-PAL BUILDING THE SURVEY TEAM 13

14 Selection Criteria Qualities to look for in a candidate: Technical capacity Interest Communication Skills Attentiveness Attitude Confidence Trustworthiness Body language Candidate expectations Performance during training 14

15 At the time of Hiring Clearly convey the roles and responsibilities of all the field staff Project specific information Confidentiality agreements Discuss all administrative formalities Contracting Payments Travel reimbursements Attendance Advances Performance standards ID s, insurance claim Clarify any queries on their contracts, salary structure etc. Do NOT START THE SURVEY before the contracts are issued 15

16 Lecture Overview Planning In- House Survey: Hiring and Contracting In- House Survey: Training In- House Survey: Managing survey team In House vs. Outsourcing Outsourcing process 16

17 Training field staff: Activities Survey manual Logistics Training the leaders Human subjects Role clarity Review of the instrument Interviewing style Technical training Safety and security Field training 17

18 Survey Manual Follows the same structure as the survey instrument Detailed instructions for administering the survey Serves as a guide for training Should be updated during training as complications are revealed 18

19 Contents of Survey Manual Survey Manual Training content is available in the next unit. TABLE OF CONTENTS BACKGROUND INFORMATION DEFINITION OF TERMS EXIT SURVEY AT HEALTH FACILITY INTRODUCTION: SCREENING QUESTIONS FULL EXIT INTERVIEW QUESTIONS MODULE 2: HOUSEHOLD LOCATION DATA COLLECTION HOUSEHOLD SURVEY THE CONSENT MODULE 1: ROSTER/DEMOGRAPHICS SECTION 1: HOUSEHOLD DEMOGRAPHICS SECTION 2: HOUSEHOLD DEMOGRAPHICS (MARITAL STATUS AND EDUCATION) SECTION 3: EMPLOYMENT SECTION 4 UNDER FIVE: SECTION 5: HOUSEHOLD RELIGION AND LANGUAGE MODULE 2: HOUSEHOLD CHARACTERISTICS SECTION 1: QUESTIONS FOR THE HOUSEHOLD TYPES OF TOILETS SECTION 2: MOSQUITO NET USE MODULE 3: PREGNANCY HISTORY, CHILD HEALTH, AND UTILIZATION MODULE 4: HOUSEHOLD ASSETS SECTION 4:. HOUSEHOLD FOOD CONSUMPTION MODULE 5: OBSERVATION OF THE DWELLING STRUCTURE AND THE SURROUNDING BASICS ON THE USE OF GPS UNITS SETTING THE SCENE FOR AN INTERVIEW RESEARCH ETHICS PROTECTING PARTICIPANTS RIGHTS IN RESEARCH MAIN PRINCIPLES OF RESEARCH ETHICS RESPONDENTS GIFT 19

20 Training Logistics Training location Food Compensation for training Training material Standard time frame including field dry-runs is 2 weeks to 2 months 20

21 Training the Leaders Trained with surveyor or trained beforehand Management - Come with experience - Trained on management 21

22 Training on Ethics Adequate training on human subjects Thorough review of the consenting process 22

23 Role Clarity Role of a surveyor Locate respondent, as per supervisors advice Establish trust, motivate and encourage respondent Get consent Conduct survey, Clarify any confusion or concerns Ensure quality data collection Report to supervisor Maintain code of conduct and other reporting protocols Similarly, clarify other roles during the training 23

24 Review of the Instrument Crux of the training process Section-by-section, question-by-question instruction Use the survey manual 24

25 Interviewing style: Standardized interviews Read questions exactly as worded Neutral or non-directive probing Pros Faster interviews Should, in principle, eliminate surveyor effects or bias Cons May lead to misunderstanding and inaccurate answers Can be sure all respondents receive same materials Source: Conrad, Frederick and Frauke Kreuter (2014), Questionnaire Design for Social Surveys, Available at Coursera 25

26 Interviewing style: Conversational Interviews Allow Interviewer to say whatever it takes to be sure that the respondent understands question as intended Pros Question is clearly conveyed to respondent Cons Time consuming Potential for surveyor effects Source: Conrad, Frederick and Frauke Kreuter (2014), Questionnaire Design for Social Surveys, Available at Coursera 26

27 Interviewing style: Making a Choice Depends on the purpose and goals of the research What information is needed? Tradeoff between longer and maybe more costly interviews against higher certainty that respondents understand questions as intended Can also vary per module/question for the same survey Either way, surveyors need to be trained appropriately on how to execute the questionnaire Source: Conrad, Frederick and Frauke Kreuter (2014), Questionnaire Design for Social Surveys, Available at Coursera 27

28 Technical Training Digital literacy Specific measurement tools Health related, GPS devices etc. Invite specialists for technical training Consider training on paper before using digital data collection devices 28

29 Safety and Security Road safety Safety while in the field (dress code, working hours etc.) Safely and security of equipment (inc. gifts and compensation) Sexual harassment policies 29

30 Role play in Classroom Settings Role play Teaming up as surveyor and respondent Go through entire survey Spend about 2-3 days on practicing in teams Go to field after team is clear about survey E.g. how to deal with standardized vs conversational styles 30

31 Field interviews: Training and Piloting Field practice in conditions/sample similar to the actual survey Use separate sample Evaluate and make final selection of surveyors Also team leaders False launch Challenge: finding separate sample Use pre-existing lists Daily debrief From surveyors AND supervisors 31

32 Lecture Overview Planning In- House Survey: Hiring and Contracting In- House Survey: Training In- House Survey: Managing survey team In House vs. Outsourcing Outsourcing process 32

33 Setting Performance Expectations Have clear rules to begin with Quality is more important than efficiency Communicate clearly and regularly Stress on punctuality Surveyors behavior with respondents Should be strict and consistent Examples of zero-tolerance offences Confidentiality breaches Misbehavior with respondents/co-surveyors Falsification of data 33

34 Setting Productivity Goals Surveyor productivity Reasonable targets Some productivity factors (quality) 1. Daily travel to the field 2. Locating respondents 3. Duration of the survey 34

35 Motivating Surveyors Financial incentives Timely payments Preferably don t pay by survey End of field work bonuses Career and growth Promotion and retention Professional development Non-financial incentives Be a good manager, develop interpersonal skills Be part of the team: Go with them, stay with them Fun outings / Team building Be apologetic about any last minute field changes and explain them the reasons for doing so. 35

36 Lecture Overview Planning In- House Survey: Hiring and Contracting In- House Survey: Training In- House Survey: Managing survey team In House vs. Outsourcing Outsourcing process 36

37 Hiring a company? Pros Cons Logistics Human resources Local knowledge Predictable costs Quality standards Intensive monitoring Complex negotiations Can be more expensive 37

38 Making a Choice Timeline and number of surveyors needed Who can recruit surveyors more quickly? How long will it take to review proposals, negotiate contracts? Budget Location and experience of firms in study area Personal contacts in the local area Amount of time for planning 38

39 Lecture Overview Planning In- House Survey: Hiring and Contracting In- House Survey: Training In- House Survey: Managing survey team In House vs. Outsourcing Outsourcing process 39

40 Steps in outsourcing Plan as if you were going to do a survey on your own Identifying and contacting companies - Local presence - Share project details - Request proposals and quotes from interested companies 40

41 Components of Project Details Timeline, including a deadline for proposals Approximate number of surveyors needed The size of your sample The survey instruments and length Respondents revisits/replacement rules Gender ratio and minimum ratio of experienced surveyors you require Reporting requirements and frequency Quality controls Requirement of regular re-training/feedback sessions Your independent quality check process 41

42 Components of quotes from companies Composition of the research team, with titles Surveyor to supervisor ratio Educational level of the team members Level of field experience of each member Permanent to temporary worker ratio Timeline Quality controls Deliverables Previous experience with surveys in the study areas, References of prior clients Cost estimates, and breakdowns TEAM 42

43 Comparison Compare the quotes Seek clarification where required Things to look at carefully in a budget: Surveyors salaries Field operations budget Non operating costs, such as profit margins, overheads, researchers time, etc. Be careful: a company can also UNDER-bid, in particular when it s a big survey 43

44 Bidding Lowest quote is not necessarily the best quote Cost is only one of many factors Technical expertise Past experiences Quality control measures Professionalism TEAM 44

45 Contract Include rules for all relevant scenarios Independent monitoring Strategies to deal with: Respondents not available Survey delay Poor performing (or dishonest) surveyors Changes in scope of the study Penalties TEAM 45

46 Working with companies Pilot Training Quality checks 46

47 END

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