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[mr: (A detailed line or two on pilot surveys)]
'''Survey pilot''' is the process of carrying out interviews and tests on different components of a survey, including [[Checklist: Content-focused Pilot|content]] and [[Checklist: Piloting Survey Protocols|protocols]]. A good '''pilot''' provides the research team with important feedback before they start the process of [[Primary Data Collection|primary data collection]]. This feedback can help the [[Impact Evaluation Team|research team]] review and improve the [[Questionnaire Design| design of the questionnaire]], [[Questionnaire Translation|translated questionnaires]], as well as [[Survey Protocols|survey protocols]] related to scheduling interviews, [[Sampling|sampling]], and [[Geo Spatial Data|geo data]].
== Read First ==
* A comprehensive '''survey pilot''' includes 3 stages: a pre-pilot, a content-focused pilot, and a data-focused pilot.
* The '''pre-pilot''' is usually done during the process of [[Questionnaire Design|designing a questionnaire]], to refine the design, and wording of questions.
* The '''content-focused pilot''' is conducted after [[Questionnaire Design|designing a questionnaire]], and sharing it with field and sector experts for their comments and inputs.
* Finally, the '''data-focused pilot''' allows the [[Impact Evaluation Team|research team]] to review the data collected during the pilot, and identify possible errors in the [[Questionnaire Programming|programmed questionnaire]].
* A '''survey pilot''' is different from the '''field testing''' (practice interviews) that enumerators conduct at the end of [[Enumerator Training|enumerator training]]. The pilot should be complete before enumerator training begins. 
* [[Survey Pilot Participants|Participants of a survey pilot]] include the [[Impact Evaluation Team|research team]], '''interviewers''', and '''respondents'''.
* Conduct the first two stages of the pilot before [[Questionnaire Programming|programming the questionnaire]]. Repeated programming is time-consuming and can create '''bugs''' (errors), for instance, by disturbing the order of questions.
 
== Stages of a Survey Pilot ==
A complete '''survey pilot''' is conducted over three stages - '''pre-pilot''', [[Checklist:_Content-focused_Pilot|content-focused pilot]], and [[Checklist:_Data-focused_Pilot|data-focused pilot]]. The table below discusses these stages in more detail.
 
{| class="wikitable"
|-
! style="height:50px; width:150px; text-align:center;" |
! style="height:50px; width:320px; text-align:center;" | Stage 1: Pre-pilot
! style="height:50px; width:320px; text-align:center;" | Stage 2: Content-focused pilot
! style="height:50px; width:320px; text-align:center;" | Stage 3: Data-focused pilot
|-
| style="text-align:center;" | '''Objective'''
| style="vertical-align:top;"| Answer broad questions about <br>'''qualitative factors''' like [[Questionnaire Design|questionnaire design]] and the context for <br> conducting the study. Discuss these <br>with the concerned teams.
 
Learn more about how people think to <br>see what structure and flow makes <br> sense.
For example, do people think <br>about their input use at plot-level? <br>By crop? Overall?
 
It helps to think of the '''pre-pilot''' as a part of the process of [[Questionnaire Design|questionnaire design]]. <br>For example, the '''pre-pilot''' can answer <br>specific questions such as - important sources of income, relevant types of shocks, local food groups, and so on.
 
In cases where the [[Impact Evaluation Team|research team]] is <br>using a pre-existing questionnaire, they <br>can skip this step. However, a '''pre-pilot''' <br>is absolutely essential if the '''research <br>team''' is designing a questionnaire from scratch, or if the questionnaire asks questions about issues that are <br>difficult to measure.
| style="vertical-align:top;"| Refine the order and wording of specific questions, the overall structure of the questionnaire, and [[Questionnaire Translation|translations]].
 
 
 
Check that the answer [[SurveyCTO Choice Lists|choices]] are '''comprehensive''', that is, they cover all possibilities.
 
 
 
Flag any sensitive questions.
 
 
 


= GUIDELINES FOR SURVEY PILOTING =


== What is a survey pilot? ==
The survey pilot is a field test of the questionnaire(s) and all survey protocols. '''Piloting is not just about the questionnaire''': it is also an opportunity to test survey protocols (e.g. respondent selection, replacement, geo-data collection) and learn about relevant logistics. The Pilot is done '''before''' Enumerator Training. It is not the same as the field practice all enumerators do at the end of Training.


A complete survey pilot includes '''3 stages''':
Check how long it takes to answer the questions. Also check how answers differ between respondents ('''response variance''')
| style="vertical-align:top;"| Check if the [[Questionnaire Programming|programmed instrument]] displays questions in the correct order, and follows the correct patterns (such as a group of questions which will always appear together, or will repeat).


{| class="wikitable" style="margin-left: auto; margin-right: auto; border: none;"
Load a sample data set (based on '''pilot interviews'''). Check if the data set has any missing fields. Perform all data quality checks, like [[Back Checks|back checks]] and [[Monitoring Data Quality#High Frequency Checks|high frequency checks]].
|+ Figure 1: A Complete Survey Pilot Includes 3 Stages
|-
! Stage 1 - Pre-Pilot
! Stage 2 - Content-focused Pilot
! Stage 3 - Data-focused Pilot
|-
| Answer broad questions about survey design and context through qualitative interviews and focus group discussions
| Refine overall order and structure, wording of specific questions, and translations.  
Check completeness of answer choice options, response variance, survey length.  
| Validate programming, export a sample dataset, check dataset structure and completeness, test all data quality checks
|-
|-
| Early, printable draft, and/or qualitative instruments
| style="height:80px;text-align:center;" | '''Status of survey instrument'''
| A translated, printable, complete draft
| style="vertical-align:center;" | Early, printable version of the draft, and notes for further discussion.
| A translated, programmed, final draft
| style="vertical-align:center;" | A translated, printable draft. Ready to be '''programmed'''.
| style="vertical-align:center;" | A translated, programmed, final draft. Ready for starting data collection.
|-
|-
| Pen-and-Paper
| style="height:80px;text-align:center;" | '''Mode'''
| Pen-and-Paper
| style="text-align:center;"| Pen-and-paper
| Tablet/Phone-based
| style="text-align:center;"| Pen-and-paper
| style="text-align:center;"| Electronic (phone/tablet)
|}
|}


=== Are all 3 stages of piloting necessary for every survey? ===
However, note that all three stages may not be necessary for every survey. The research team has to determine which stage to begin from on a case-to-case basis.
All three stages of piloting are not necessarily required for every survey. If your survey is a brand new survey instrument, then it is necessary to start with Stage 1 - Pre-Pilot. If your survey is an adaptation of a well-designed questionnaire from a reliable source in the same country, then you may start the survey pilot with Stage 2 – Content focused pilot.  
* If the research team is using a brand new survey instrument, then they must start with Stage 1, the '''pre-pilot.'''
* If the survey instrument is an adaptation of (based on) a different instrument which was used for a previous data collection for another project in the same region (province or country), the research team can start with Stage 2, the '''content-focused pilot'''. However, they must make sure that the survey instrument does not have any design issues and was shared by a reliable source.
* If the survey instrument is an adaptation of an instrument used for a previous data collection for the same project, but the research team had to make significant revisions or additions, even then the research team should start with Stage 2, the '''content-focused pilot'''.
* Only if the research team is '''piloting''' a '''follow-up''' survey, and there are no major changes from the '''baseline''' (or first round) survey, then in this case the research team may skip directly to Stage 3, the '''data-focused pilot'''.


If your survey is an adaptation of a survey instrument from a previous data collection for the same project, and if significant revisions or additions have been made then start with Stage 2 – Content focused piloting. Otherwise in cases where you have not done any major changes to the adaptation, skip directly to Stage 3 i.e. Data-focused pilot.
== Pilot on paper first ==
The first two stages of the survey pilot (pre-pilot and content-focused pilot) are best done on pen-and-paper is done on paper, regardless of the planned survey mode ([[Pen-and-Paper_Personal_Interviews_(PAPI)|pen-and-paper personal interviews (PAPI)]],
[[Computer-Assisted_Personal_Interviews_(CAPI)|computer-assisted personal interviews (CAPI)]], [[Remote_Surveys|phone surveys (CATI)]]). A pen-and-paper pilot allows members of the research team and interviewers flexibility when it comes to recording answers and '''qualitative''' observations.  


== Why do a pen-and-paper pilot for a CAPI survey? ==
Piloting on paper is particularly helpful for the following:
Pen-and-paper pilots hold an advantage over CAPI surveys due to their flexibility in recording answers and qualitative observations. Pen-and-paper pilots are especially useful to:
* '''Open-ended responses.''' pre-pilot responses help the research team to make the list of choices for a question more detailed and comprehensive. Pen-and-paper pilots allow the interviewers to make note of these.
* '''Restructuring.''' Pen-and-paper pilots allow the interviewers to draw lines and arrows between questions, which makes it easier to restructure the '''instrument'''.
* '''Observations.''' Pen-and-paper pilots allow interviewers to record observations and feedback of interviewers in the margins. This allows the research team to take note of issues, such as the wording or flow of questions.


* Record open-ended responses (critical for a pilot) more quickly / easily
== Timeline ==
* Draw lines and arrows between questions to suggest restructuring
In order to conduct a successful [[Survey Pilot|survey pilot]], the [[Impact Evaluation Team|impact evaluation team]] must draft a detailed '''timeline for a survey pilot'''. The '''timeline''' should allow enough time for discussions and revisions about aspects like [[Questionnaire Design|instrument design]], [[Questionnaire Translation|translation]], and [[Survey Protocols|protocols]]. '''Piloting''' should ideally start 4-6 months before [[Field Surveys#Survey Launch|survey launch]] since this allows the research team to use the feedback from each [[Survey Pilot#Stages of a Survey Pilot|stage of a survey pilot]] to improve the survey content and [[Checklist: Piloting Survey Protocols|protocols]]. 
* Record their observations and feedback in the margins
* Make notes of questionnaire wording or translation problems directly in the text


A good pilot will provide significant inputs to questionnaire design, and result in significant changes to content and structure. Changing programming in CAPI software is time-consuming and can create bugs (e.g. if order of questions shifts and all skip codes need to be re-programmed).
The '''timeline''' is an important part of the process of [[Structuring a Survey Pilot|structuring a survey pilot]]. The actual [[Structuring a Survey Pilot#Duration of the Pilot|duration of the pilot]] will depend on factors like number of changes made, location of the study area, and availability of equipment for '''field teams'''. Based on '''best practices''', the following are the steps involved in conducting a [[Survey Pilot|survey pilot]] (from start to finish), and the recommended time for each step.
 
{| class="wikitable" style="margin-left: auto; margin-right: auto; border: none;"
== What is the timeline for a survey pilot? ==
!style="width:350px; text-align:center;"| Task
Piloting should start 4-6 months before survey launch. Do not confuse the Pilot with field testing during the enumerator training. It typically involves significant changes to the survey instrument and/or protocols – which should always be made before enumerator training starts. See [[Timeline of Survey Pilot for details]] The earlier you start the better!
!style="width:350px; text-align:center;"| Estimated Time
 
|-
== Beyond the questionnaire, what should be tested during the pilot? ==
|style="text-align:center;"| [[Survey Pilot#Stages of a Survey Pilot|Pre-pilot]]
* All Field Protocols should be tested in Stage 2 – Content-focused pilot. Revise as needed, and then pilot again during Stage 3 – Data-focused pilot. All protocols should be finalized before enumerator training.
|style="text-align:center;"| 1-2 weeks
* Interview scheduling
|-
** Is there a particular time of day when respondents are more / less likely to be available?
|style="text-align:center;"| [[Questionnaire Design|Questionnaire design]]
** What is the most effective way to communicate with respondents and schedule appointments?
|style="text-align:center;"| 4 weeks
* What infrastructure will field teams have access to?
|-
** Electricity? If blackouts are frequent, are there generators (and fuel)?
|style="text-align:center;"| [[Checklist: Content-focused Pilot|Content-focused pilot]]
** Will there be any internet access?
|style="text-align:center;"| 2-3 weeks
** How is the coverage of mobile phone networks? 
|-
* Does the sampling protocol work well in the field? (for more details on developing the protocol, see Guidelines for Impact Evaluation Sampling)
|style="text-align:center;"| [[Structuring a Survey Pilot#Review Sessions|Review sessions]]
** What challenges are enumerators likely to face? What clarifications need to be made?
|style="text-align:center;"| 1-2 weeks
** If working from an existing sampling frame, is it up to date?
|-
** Is the replacement strategy effective?
|style="text-align:center;"| [[Questionnaire Translation|Questionnaire translation]]
** If doing a listing, how much time should be built into the field plan? How will you ensure that no sampling units (e.g. households, firms, traders) are skipped?
|style="text-align:center;"| 2-3 weeks
* Geo-data: Will you use the tablet or separate GPS?
|-
** If GPS unit, test protocol for saving with filenames that include unique ID linked to respondent.
|style="text-align:center;"| [[IRB Approval|IRB approval]]
** How long does it take to lock in a signal? How accurate is the data point?
|style="text-align:center;"| Depends on the complexity of the survey. Applying for [[IRB Approval|approvals]], [[Questionnaire Programming|programming]], and the [[Survey Pilot#Stages of a Survey Pilot|data-focused pilot]] - should all happen at the same time.
|-
|style="text-align:center;"| [[Questionnaire Programming|Questionnaire programming]]
|style="text-align:center;"| 4-6 weeks
|-
|style="text-align:center;"| [[Survey Pilot#Stages of a Survey Pilot|Data-focused pilot]]
|style="text-align:center;"| 2-3 weeks
|-
|style="text-align:center;"| [[Enumerator Training|Enumerator training]]
|style="text-align:center;"| 2 weeks
|}


== Who should be involved in a survey pilot? ==
Do not confuse the pilot with '''field testing''' (practice interviews) which is conducted at the end of [[Enumerator_Training |enumerator training]]!
Typically, survey pilots are done before the survey firm is on board. The DIME Field Coordinator plays a central role. Ideally other research team members (e.g. the Principal Investigator) will participate. For details, see [[Survey Pilot Participants]]


== How to structure a survey pilot? ==
== Structure ==
* Develop a clear protocol for each stage of the pilot and get research team approval
The process of '''structuring a survey pilot''' involves agreeing upon the '''logistics''' (or practical aspects) of a [[Survey Pilot|survey pilot]], including '''duration''', '''approvals''', '''review sessions''', and '''training.''' In order to conduct a successful pilot, the [[Impact Evaluation Team|impact evaluation team]] (or research team) must discuss each of these aspects in detail to ensure that the '''survey pilot''' is conducted smoothly. A good pilot helps to improve the quality of the [[Primary Data Collection|data collection process]] and the [[Survey Protocols|survey protocols]]. Go to [[Structuring a Survey Pilot|Structuring a Survey Pilot]] for a detailed discussion of recommended protocols.
* Plan sufficient training time for interviewers!
** Length depends completely on complexity of instrument and survey protocols. 1-day minimum
** Interviewers must be familiar with the instrument and the objectives of the pilot by the end
** Interviewers will have useful insights and feedback on the survey instrument at the training itself. Plan time to incorporate their feedback/ make revisions before starting the actual pilot
** Build in a minimum of 1 day between training and the start of the piloting
** For data-focused pilots, essential to have interviewers do mock interviews with each other to familiarize themselves with programming, and catch any bugs missed in office tests.
* Check what approvals are needed. Sometimes local IRB approval is required even for a pilot.
** A letter of support from the relevant Ministry or implementing partner always helps.
* Plan time for group feedback and discussion sessions at the end of each day.
* Plan sufficient time to make revisions each evening, and pilot again the next day
** If logistically feasible, best to pilot every other day (otherwise all-nighters are common)
** For pen-and-paper pilots, make sure you will have access to a printer to make and share revisions in real time.
*** Depending on context, using research budget to purchase a printer the FC can travel with may be necessary/ cost-effective.
** Be aware of the need for careful '''version control''': If the survey is in a language the FC doesn't understand, it can be tricky to keep track of daily changes in both local language and English version.
** Best to work with an assistant who speaks the local language to make the edits in that version of the survey while the FC makes them in the English version.
*** Ideally this is someone other than an enumerator (they should go rest so they're fresh for the pilot on the following day, and end of the day edits can go well into the night if piloting needs to happen the next morning)
** Where logistically possible, piloting every other day is a better plan
* Pilot until there are no more substantial changes to be made. Field plan will depend on:
** Extent of changes to be made
** Availability of printing facilities (if paper pilot) in the area where you are piloting.
** Where the pilot location is (if far from home-base, and teams are staying in the area, breaking for a full day may not be practical / cost-effective)
* If you will be ‘pre-loading’ data during the survey (e.g. from a baseline survey), you will need to simulate this during the pilot.
** If you have reduced the sample size from previous rounds, you can use non-sampled households for whom baseline data exists.
** Otherwise you may need to do ‘pre-interviews’ one day ahead to collect basic indicators for pre-loading. This is logistically challenging, but very worthwhile!
* Ideally the survey firm will participate in the data-focused pilot. This has to be clearly specified in the Terms of Reference (for more details see Guidelines on Survey Firm Procurement). Important points:
** Timeline includes a few days’ pause between the end of the piloting and enumerator training, to incorporate any all final revisions
** Distinguish between the data-focused pilot and the field practice during enumerator trainings.
** Make sure the timeline for the piloting is clear from first discussions.


== Tips and Reminders ==
== Participants ==
* Throughout the questionnaire design process, and discussion with the research team, take notes of what needs to be piloted
Typically, a '''survey pilot''' is conducted before a [[Survey Firm|survey firm]] is brought on-board. Each of the pilot participants plays an important role in the implementation of a successful pilot. Typical participants include respondents, interviewiers, field coordinator, principal investigator, and other research team members. For a detailed discussion of the role of each participant, and how to select appropriate respondents and interviewers for a pilot, go to the article on [[Survey Pilot Participants| Survey Pilot Participants]].
** Are there multiple ways of asking questions that should be tested?
** Should you learn more about how people think to see what flow makes sense?
*** For example, do people think about their input use at plot-level? by crop? overall?
** Have any questions been flagged as likely sensitive?
* Encourage interviewers to probe and follow-up much more than they would in a typical interview
* Encourage respondents to think out-loud, to understand how they are coming up with their answer.  
** In some cultures, appropriate to ask respondents their feedback at the end of the interview
* Aim to finish fieldwork early, to have time to debrief
** You will get better feedback if the team is not exhausted / hungry!
** Make sure all voices heard at feedback sessions (especially if age/ gender/ ethnicity differences)
* Take careful notes during the pilot, the discussions and clarifications will be important to include in the enumerator manual and to discuss at training
* You will get valuable feedback by observing pilot interviews even if you don’t speak the local language.  
** Bring a copy of the questionnaire in English, with the same question numbers / variable labels, so that you can follow along with the interview.
** Focus on observing the respondent and the enumerator. It may be a good idea to ask the enumerator to explain if a significant discussion starts over any particular question (depends on the timing, if already a long interview may not want to make it longer, and on how confident you are that the interviewer will be able to report back later the substance of the discussion)
* Consider obtaining IRB approval before the pilot (when an IRB is needed)
** When you are developing new instruments, there are some opportunities for publication even at the piloting level. The PIs will know when this is a possibility. This requires further planning but it can be well worth it.
* Do a data-focused pilot for your backcheck questionnaire
* Hiring a local "mobilizer" to coordinate with respondents can facilitate piloting, particularly in urban areas or settings in which people are particularly busy. They explain the purpose of the survey and get consent, reducing down time between surveys. (though do note this may not be consistent with piloting sampling protocols)


= CHECKLISTS FOR FIELD COORDINATORS =
== Guidelines ==
Finally, it is important to keep the following '''best practices''' in mind while planning and conducting a pilot:
* Throughout the process of [[Questionnaire Design|designing the questionnaire]], take notes of what needs to be explored or tested during the pilot.
* Encourage interviewers to probe and follow-up much more than they would in a typical interview
* Encourage respondents to think out-loud, to understand how they are coming up with their answer, and ask enumerators to record these notes.
* In some cultures, it will be appropriate and useful to ask respondents their feedback at the end of the interview
* Take careful notes of the discussions and clarifications that come up during the pilot. These will be an important part of the [[Enumerator Training#Enumerator Manual|enumerator manual]] which is used during [[Enumerator Training|enumerator training]].
* It is useful for research team members to sit in on pilot interviews even if they do not speak the local language. Take note of: questions that take longer than expected; any moments at which the respondent seems frustrated, confused, or uncomfortable; any questions that generate significant discussion; and the overall flow of modules and survey instrument.
* Use the '''data-focused pilot''' to test [[Back Checks|back check]] templates.
* Hire a local '''mobilizer''' to coordinate with respondents. '''Mobilizers''' explain the purpose behind conducting the survey, and facilitate the process of obtaining consent. This is particularly helpful in urban areas, or in cases where respondents are busy. This can improve the outcomes of piloting, for instance, by reducing gap between surveys.


Field coordinators can also use the [[Preparing_for_the_survey_checklist:|Preparing for the Survey]] and [[Refining_the_Questionnaire_checklist:| Refining the Questionnaire]] checklists to make sure that they have not forgotten anything during a survey pilot.
[https://www.worldbank.org/en/research/dime/data-and-analytics DIME Analytics] has also created the following checklists to assist researchers and enumerators in preparing for, and implementing a pilot:
*[[Preparing_for_the_survey_checklist|Checklist: Preparing for a survey pilot]]
*[[Checklist: Content-focused Pilot|Checklist: Refining questionnaire content]]
*[[Checklist: Data-focused Pilot|Checklist: Refining questionnaire data]]


= See Also =  
== Related Pages ==
[[Special:WhatLinksHere/Survey_Pilot|Click here for pages that link to this topic.]]


= Further Reading =
== Additional Resources ==
* DIME Analytics (World Bank), [https://osf.io/bpdgr Design and Pilot a Survey]
[[Category: Research Design]]
[[Category: Primary Data Collection]]

Latest revision as of 18:58, 28 June 2023

Survey pilot is the process of carrying out interviews and tests on different components of a survey, including content and protocols. A good pilot provides the research team with important feedback before they start the process of primary data collection. This feedback can help the research team review and improve the design of the questionnaire, translated questionnaires, as well as survey protocols related to scheduling interviews, sampling, and geo data.

Read First

  • A comprehensive survey pilot includes 3 stages: a pre-pilot, a content-focused pilot, and a data-focused pilot.
  • The pre-pilot is usually done during the process of designing a questionnaire, to refine the design, and wording of questions.
  • The content-focused pilot is conducted after designing a questionnaire, and sharing it with field and sector experts for their comments and inputs.
  • Finally, the data-focused pilot allows the research team to review the data collected during the pilot, and identify possible errors in the programmed questionnaire.
  • A survey pilot is different from the field testing (practice interviews) that enumerators conduct at the end of enumerator training. The pilot should be complete before enumerator training begins.
  • Participants of a survey pilot include the research team, interviewers, and respondents.
  • Conduct the first two stages of the pilot before programming the questionnaire. Repeated programming is time-consuming and can create bugs (errors), for instance, by disturbing the order of questions.

Stages of a Survey Pilot

A complete survey pilot is conducted over three stages - pre-pilot, content-focused pilot, and data-focused pilot. The table below discusses these stages in more detail.

Stage 1: Pre-pilot Stage 2: Content-focused pilot Stage 3: Data-focused pilot
Objective Answer broad questions about
qualitative factors like questionnaire design and the context for
conducting the study. Discuss these
with the concerned teams.

Learn more about how people think to
see what structure and flow makes
sense. For example, do people think
about their input use at plot-level?
By crop? Overall?

It helps to think of the pre-pilot as a part of the process of questionnaire design.
For example, the pre-pilot can answer
specific questions such as - important sources of income, relevant types of shocks, local food groups, and so on.

In cases where the research team is
using a pre-existing questionnaire, they
can skip this step. However, a pre-pilot
is absolutely essential if the research
team is designing a questionnaire from scratch, or if the questionnaire asks questions about issues that are
difficult to measure.

Refine the order and wording of specific questions, the overall structure of the questionnaire, and translations.


Check that the answer choices are comprehensive, that is, they cover all possibilities.


Flag any sensitive questions.




Check how long it takes to answer the questions. Also check how answers differ between respondents (response variance)

Check if the programmed instrument displays questions in the correct order, and follows the correct patterns (such as a group of questions which will always appear together, or will repeat).

Load a sample data set (based on pilot interviews). Check if the data set has any missing fields. Perform all data quality checks, like back checks and high frequency checks.

Status of survey instrument Early, printable version of the draft, and notes for further discussion. A translated, printable draft. Ready to be programmed. A translated, programmed, final draft. Ready for starting data collection.
Mode Pen-and-paper Pen-and-paper Electronic (phone/tablet)

However, note that all three stages may not be necessary for every survey. The research team has to determine which stage to begin from on a case-to-case basis.

  • If the research team is using a brand new survey instrument, then they must start with Stage 1, the pre-pilot.
  • If the survey instrument is an adaptation of (based on) a different instrument which was used for a previous data collection for another project in the same region (province or country), the research team can start with Stage 2, the content-focused pilot. However, they must make sure that the survey instrument does not have any design issues and was shared by a reliable source.
  • If the survey instrument is an adaptation of an instrument used for a previous data collection for the same project, but the research team had to make significant revisions or additions, even then the research team should start with Stage 2, the content-focused pilot.
  • Only if the research team is piloting a follow-up survey, and there are no major changes from the baseline (or first round) survey, then in this case the research team may skip directly to Stage 3, the data-focused pilot.

Pilot on paper first

The first two stages of the survey pilot (pre-pilot and content-focused pilot) are best done on pen-and-paper is done on paper, regardless of the planned survey mode (pen-and-paper personal interviews (PAPI), computer-assisted personal interviews (CAPI), phone surveys (CATI)). A pen-and-paper pilot allows members of the research team and interviewers flexibility when it comes to recording answers and qualitative observations.

Piloting on paper is particularly helpful for the following:

  • Open-ended responses. pre-pilot responses help the research team to make the list of choices for a question more detailed and comprehensive. Pen-and-paper pilots allow the interviewers to make note of these.
  • Restructuring. Pen-and-paper pilots allow the interviewers to draw lines and arrows between questions, which makes it easier to restructure the instrument.
  • Observations. Pen-and-paper pilots allow interviewers to record observations and feedback of interviewers in the margins. This allows the research team to take note of issues, such as the wording or flow of questions.

Timeline

In order to conduct a successful survey pilot, the impact evaluation team must draft a detailed timeline for a survey pilot. The timeline should allow enough time for discussions and revisions about aspects like instrument design, translation, and protocols. Piloting should ideally start 4-6 months before survey launch since this allows the research team to use the feedback from each stage of a survey pilot to improve the survey content and protocols.

The timeline is an important part of the process of structuring a survey pilot. The actual duration of the pilot will depend on factors like number of changes made, location of the study area, and availability of equipment for field teams. Based on best practices, the following are the steps involved in conducting a survey pilot (from start to finish), and the recommended time for each step.

Task Estimated Time
Pre-pilot 1-2 weeks
Questionnaire design 4 weeks
Content-focused pilot 2-3 weeks
Review sessions 1-2 weeks
Questionnaire translation 2-3 weeks
IRB approval Depends on the complexity of the survey. Applying for approvals, programming, and the data-focused pilot - should all happen at the same time.
Questionnaire programming 4-6 weeks
Data-focused pilot 2-3 weeks
Enumerator training 2 weeks

Do not confuse the pilot with field testing (practice interviews) which is conducted at the end of enumerator training!

Structure

The process of structuring a survey pilot involves agreeing upon the logistics (or practical aspects) of a survey pilot, including duration, approvals, review sessions, and training. In order to conduct a successful pilot, the impact evaluation team (or research team) must discuss each of these aspects in detail to ensure that the survey pilot is conducted smoothly. A good pilot helps to improve the quality of the data collection process and the survey protocols. Go to Structuring a Survey Pilot for a detailed discussion of recommended protocols.

Participants

Typically, a survey pilot is conducted before a survey firm is brought on-board. Each of the pilot participants plays an important role in the implementation of a successful pilot. Typical participants include respondents, interviewiers, field coordinator, principal investigator, and other research team members. For a detailed discussion of the role of each participant, and how to select appropriate respondents and interviewers for a pilot, go to the article on Survey Pilot Participants.

Guidelines

Finally, it is important to keep the following best practices in mind while planning and conducting a pilot:

  • Throughout the process of designing the questionnaire, take notes of what needs to be explored or tested during the pilot.
  • Encourage interviewers to probe and follow-up much more than they would in a typical interview
  • Encourage respondents to think out-loud, to understand how they are coming up with their answer, and ask enumerators to record these notes.
  • In some cultures, it will be appropriate and useful to ask respondents their feedback at the end of the interview
  • Take careful notes of the discussions and clarifications that come up during the pilot. These will be an important part of the enumerator manual which is used during enumerator training.
  • It is useful for research team members to sit in on pilot interviews even if they do not speak the local language. Take note of: questions that take longer than expected; any moments at which the respondent seems frustrated, confused, or uncomfortable; any questions that generate significant discussion; and the overall flow of modules and survey instrument.
  • Use the data-focused pilot to test back check templates.
  • Hire a local mobilizer to coordinate with respondents. Mobilizers explain the purpose behind conducting the survey, and facilitate the process of obtaining consent. This is particularly helpful in urban areas, or in cases where respondents are busy. This can improve the outcomes of piloting, for instance, by reducing gap between surveys.

DIME Analytics has also created the following checklists to assist researchers and enumerators in preparing for, and implementing a pilot:

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