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Qualitative Data Analysis: What is it, Methods + Examples

In a world rich with information and narrative, understanding the deeper layers of human experiences requires a unique vision that goes beyond numbers and figures. This is where the power of qualitative data analysis comes to light.

In this blog, we’ll learn about qualitative data analysis, explore its methods, and provide real-life examples showcasing its power in uncovering insights.

What is Qualitative Data Analysis?

Qualitative data analysis is a systematic process of examining non-numerical data to extract meaning, patterns, and insights.

In contrast to quantitative analysis, which focuses on numbers and statistical metrics, the qualitative study focuses on the qualitative aspects of data, such as text, images, audio, and videos. It seeks to understand every aspect of human experiences, perceptions, and behaviors by examining the data’s richness.

Companies frequently conduct this analysis on customer feedback. You can collect qualitative data from reviews, complaints, chat messages, interactions with support centers, customer interviews, case notes, or even social media comments. This kind of data holds the key to understanding customer sentiments and preferences in a way that goes beyond mere numbers.

Importance of Qualitative Data Analysis

Qualitative data analysis plays a crucial role in your research and decision-making process across various disciplines. Let’s explore some key reasons that underline the significance of this analysis:

In-Depth Understanding

It enables you to explore complex and nuanced aspects of a phenomenon, delving into the ‘how’ and ‘why’ questions. This method provides you with a deeper understanding of human behavior, experiences, and contexts that quantitative approaches might not capture fully.

Contextual Insight

You can use this analysis to give context to numerical data. It will help you understand the circumstances and conditions that influence participants’ thoughts, feelings, and actions. This contextual insight becomes essential for generating comprehensive explanations.

Theory Development

You can generate or refine hypotheses via qualitative data analysis. As you analyze the data attentively, you can form hypotheses, concepts, and frameworks that will drive your future research and contribute to theoretical advances.

Participant Perspectives

When performing qualitative research, you can highlight participant voices and opinions. This approach is especially useful for understanding marginalized or underrepresented people, as it allows them to communicate their experiences and points of view.

Exploratory Research

The analysis is frequently used at the exploratory stage of your project. It assists you in identifying important variables, developing research questions, and designing quantitative studies that will follow.

Types of Qualitative Data

When conducting qualitative research, you can use several qualitative data collection methods , and here you will come across many sorts of qualitative data that can provide you with unique insights into your study topic. These data kinds add new views and angles to your understanding and analysis.

Interviews and Focus Groups

Interviews and focus groups will be among your key methods for gathering qualitative data. Interviews are one-on-one talks in which participants can freely share their thoughts, experiences, and opinions.

Focus groups, on the other hand, are discussions in which members interact with one another, resulting in dynamic exchanges of ideas. Both methods provide rich qualitative data and direct access to participant perspectives.

Observations and Field Notes

Observations and field notes are another useful sort of qualitative data. You can immerse yourself in the research environment through direct observation, carefully documenting behaviors, interactions, and contextual factors.

These observations will be recorded in your field notes, providing a complete picture of the environment and the behaviors you’re researching. This data type is especially important for comprehending behavior in their natural setting.

Textual and Visual Data

Textual and visual data include a wide range of resources that can be qualitatively analyzed. Documents, written narratives, and transcripts from various sources, such as interviews or speeches, are examples of textual data.

Photographs, films, and even artwork provide a visual layer to your research. These forms of data allow you to investigate what is spoken and the underlying emotions, details, and symbols expressed by language or pictures.

When to Choose Qualitative Data Analysis over Quantitative Data Analysis

As you begin your research journey, understanding why the analysis of qualitative data is important will guide your approach to understanding complex events. If you analyze qualitative data, it will provide new insights that complement quantitative methodologies, which will give you a broader understanding of your study topic.

It is critical to know when to use qualitative analysis over quantitative procedures. You can prefer qualitative data analysis when:

• Complexity Reigns: When your research questions involve deep human experiences, motivations, or emotions, qualitative research excels at revealing these complexities.
• Exploration is Key: Qualitative analysis is ideal for exploratory research. It will assist you in understanding a new or poorly understood topic before formulating quantitative hypotheses.
• Context Matters: If you want to understand how context affects behaviors or results, qualitative data analysis provides the depth needed to grasp these relationships.
• Unanticipated Findings: When your study provides surprising new viewpoints or ideas, qualitative analysis helps you to delve deeply into these emerging themes.
• Subjective Interpretation is Vital: When it comes to understanding people’s subjective experiences and interpretations, qualitative data analysis is the way to go.

You can make informed decisions regarding the right approach for your research objectives if you understand the importance of qualitative analysis and recognize the situations where it shines.

Qualitative Data Analysis Methods and Examples

Exploring various qualitative data analysis methods will provide you with a wide collection for making sense of your research findings. Once the data has been collected, you can choose from several analysis methods based on your research objectives and the data type you’ve collected.

There are five main methods for analyzing qualitative data. Each method takes a distinct approach to identifying patterns, themes, and insights within your qualitative data. They are:

Method 1: Content Analysis

Content analysis is a methodical technique for analyzing textual or visual data in a structured manner. In this method, you will categorize qualitative data by splitting it into manageable pieces and assigning the manual coding process to these units.

As you go, you’ll notice ongoing codes and designs that will allow you to conclude the content. This method is very beneficial for detecting common ideas, concepts, or themes in your data without losing the context.

Steps to Do Content Analysis

Follow these steps when conducting content analysis:

• Collect and Immerse: Begin by collecting the necessary textual or visual data. Immerse yourself in this data to fully understand its content, context, and complexities.
• Assign Codes and Categories: Assign codes to relevant data sections that systematically represent major ideas or themes. Arrange comparable codes into groups that cover the major themes.
• Analyze and Interpret: Develop a structured framework from the categories and codes. Then, evaluate the data in the context of your research question, investigate relationships between categories, discover patterns, and draw meaning from these connections.

Benefits & Challenges

There are various advantages to using content analysis:

• Structured Approach: It offers a systematic approach to dealing with large data sets and ensures consistency throughout the research.
• Objective Insights: This method promotes objectivity, which helps to reduce potential biases in your study.
• Pattern Discovery: Content analysis can help uncover hidden trends, themes, and patterns that are not always obvious.
• Versatility: You can apply content analysis to various data formats, including text, internet content, images, etc.

However, keep in mind the challenges that arise:

• Subjectivity: Even with the best attempts, a certain bias may remain in coding and interpretation.
• Complexity: Analyzing huge data sets requires time and great attention to detail.
• Contextual Nuances: Content analysis may not capture all of the contextual richness that qualitative data analysis highlights.

Example of Content Analysis

Suppose you’re conducting market research and looking at customer feedback on a product. As you collect relevant data and analyze feedback, you’ll see repeating codes like “price,” “quality,” “customer service,” and “features.” These codes are organized into categories such as “positive reviews,” “negative reviews,” and “suggestions for improvement.”

According to your findings, themes such as “price” and “customer service” stand out and show that pricing and customer service greatly impact customer satisfaction. This example highlights the power of content analysis for obtaining significant insights from large textual data collections.

Method 2: Thematic Analysis

Thematic analysis is a well-structured procedure for identifying and analyzing recurring themes in your data. As you become more engaged in the data, you’ll generate codes or short labels representing key concepts. These codes are then organized into themes, providing a consistent framework for organizing and comprehending the substance of the data.

The analysis allows you to organize complex narratives and perspectives into meaningful categories, which will allow you to identify connections and patterns that may not be visible at first.

Steps to Do Thematic Analysis

Follow these steps when conducting a thematic analysis:

• Code and Group: Start by thoroughly examining the data and giving initial codes that identify the segments. To create initial themes, combine relevant codes.
• Code and Group: Begin by engaging yourself in the data, assigning first codes to notable segments. To construct basic themes, group comparable codes together.
• Analyze and Report: Analyze the data within each theme to derive relevant insights. Organize the topics into a consistent structure and explain your findings, along with data extracts that represent each theme.

Thematic analysis has various benefits:

• Structured Exploration: It is a method for identifying patterns and themes in complex qualitative data.
• Comprehensive knowledge: Thematic analysis promotes an in-depth understanding of the complications and meanings of the data.
• Application Flexibility: This method can be customized to various research situations and data kinds.

However, challenges may arise, such as:

• Interpretive Nature: Interpreting qualitative data in thematic analysis is vital, and it is critical to manage researcher bias.
• Time-consuming: The study can be time-consuming, especially with large data sets.
• Subjectivity: The selection of codes and topics might be subjective.

Example of Thematic Analysis

Assume you’re conducting a thematic analysis on job satisfaction interviews. Following your immersion in the data, you assign initial codes such as “work-life balance,” “career growth,” and “colleague relationships.” As you organize these codes, you’ll notice themes develop, such as “Factors Influencing Job Satisfaction” and “Impact on Work Engagement.”

Further investigation reveals the tales and experiences included within these themes and provides insights into how various elements influence job satisfaction. This example demonstrates how thematic analysis can reveal meaningful patterns and insights in qualitative data.

Method 3: Narrative Analysis

The narrative analysis involves the narratives that people share. You’ll investigate the histories in your data, looking at how stories are created and the meanings they express. This method is excellent for learning how people make sense of their experiences through narrative.

Steps to Do Narrative Analysis

The following steps are involved in narrative analysis:

• Gather and Analyze: Start by collecting narratives, such as first-person tales, interviews, or written accounts. Analyze the stories, focusing on the plot, feelings, and characters.
• Find Themes: Look for recurring themes or patterns in various narratives. Think about the similarities and differences between these topics and personal experiences.
• Interpret and Extract Insights: Contextualize the narratives within their larger context. Accept the subjective nature of each narrative and analyze the narrator’s voice and style. Extract insights from the tales by diving into the emotions, motivations, and implications communicated by the stories.

There are various advantages to narrative analysis:

• Deep Exploration: It lets you look deeply into people’s personal experiences and perspectives.
• Human-Centered: This method prioritizes the human perspective, allowing individuals to express themselves.

However, difficulties may arise, such as:

• Interpretive Complexity: Analyzing narratives requires dealing with the complexities of meaning and interpretation.
• Time-consuming: Because of the richness and complexities of tales, working with them can be time-consuming.

Example of Narrative Analysis

Assume you’re conducting narrative analysis on refugee interviews. As you read the stories, you’ll notice common themes of toughness, loss, and hope. The narratives provide insight into the obstacles that refugees face, their strengths, and the dreams that guide them.

The analysis can provide a deeper insight into the refugees’ experiences and the broader social context they navigate by examining the narratives’ emotional subtleties and underlying meanings. This example highlights how narrative analysis can reveal important insights into human stories.

Method 4: Grounded Theory Analysis

Grounded theory analysis is an iterative and systematic approach that allows you to create theories directly from data without being limited by pre-existing hypotheses. With an open mind, you collect data and generate early codes and labels that capture essential ideas or concepts within the data.

As you progress, you refine these codes and increasingly connect them, eventually developing a theory based on the data. Grounded theory analysis is a dynamic process for developing new insights and hypotheses based on details in your data.

Steps to Do Grounded Theory Analysis

Grounded theory analysis requires the following steps:

• Initial Coding: First, immerse yourself in the data, producing initial codes that represent major concepts or patterns.
• Categorize and Connect: Using axial coding, organize the initial codes, which establish relationships and connections between topics.
• Build the Theory: Focus on creating a core category that connects the codes and themes. Regularly refine the theory by comparing and integrating new data, ensuring that it evolves organically from the data.

Grounded theory analysis has various benefits:

• Theory Generation: It provides a one-of-a-kind opportunity to generate hypotheses straight from data and promotes new insights.
• In-depth Understanding: The analysis allows you to deeply analyze the data and reveal complex relationships and patterns.
• Flexible Process: This method is customizable and ongoing, which allows you to enhance your research as you collect additional data.

However, challenges might arise with:

• Time and Resources: Because grounded theory analysis is a continuous process, it requires a large commitment of time and resources.
• Theoretical Development: Creating a grounded theory involves a thorough understanding of qualitative data analysis software and theoretical concepts.
• Interpretation of Complexity: Interpreting and incorporating a newly developed theory into existing literature can be intellectually hard.

Example of Grounded Theory Analysis

Assume you’re performing a grounded theory analysis on workplace collaboration interviews. As you open code the data, you will discover notions such as “communication barriers,” “team dynamics,” and “leadership roles.” Axial coding demonstrates links between these notions, emphasizing the significance of efficient communication in developing collaboration.

You create the core “Integrated Communication Strategies” category through selective coding, which unifies new topics.

This theory-driven category serves as the framework for understanding how numerous aspects contribute to effective team collaboration. This example shows how grounded theory analysis allows you to generate a theory directly from the inherent nature of the data.

Method 5: Discourse Analysis

Discourse analysis focuses on language and communication. You’ll look at how language produces meaning and how it reflects power relations, identities, and cultural influences. This strategy examines what is said and how it is said; the words, phrasing, and larger context of communication.

The analysis is precious when investigating power dynamics, identities, and cultural influences encoded in language. By evaluating the language used in your data, you can identify underlying assumptions, cultural standards, and how individuals negotiate meaning through communication.

Steps to Do Discourse Analysis

Conducting discourse analysis entails the following steps:

• Select Discourse: For analysis, choose language-based data such as texts, speeches, or media content.
• Analyze Language: Immerse yourself in the conversation, examining language choices, metaphors, and underlying assumptions.
• Discover Patterns: Recognize the dialogue’s reoccurring themes, ideologies, and power dynamics. To fully understand the effects of these patterns, put them in their larger context.

There are various advantages of using discourse analysis:

• Understanding Language: It provides an extensive understanding of how language builds meaning and influences perceptions.
• Uncovering Power Dynamics: The analysis reveals how power dynamics appear via language.
• Cultural Insights: This method identifies cultural norms, beliefs, and ideologies stored in communication.

However, the following challenges may arise:

• Complexity of Interpretation: Language analysis involves navigating multiple levels of nuance and interpretation.
• Subjectivity: Interpretation can be subjective, so controlling researcher bias is important.
• Time-Intensive: Discourse analysis can take a lot of time because careful linguistic study is required in this analysis.

Example of Discourse Analysis

Consider doing discourse analysis on media coverage of a political event. You notice repeating linguistic patterns in news articles that depict the event as a conflict between opposing parties. Through deconstruction, you can expose how this framing supports particular ideologies and power relations.

You can illustrate how language choices influence public perceptions and contribute to building the narrative around the event by analyzing the speech within the broader political and social context. This example shows how discourse analysis can reveal hidden power dynamics and cultural influences on communication.

How to do Qualitative Data Analysis with the QuestionPro Research suite?

QuestionPro is a popular survey and research platform that offers tools for collecting and analyzing qualitative and quantitative data. Follow these general steps for conducting qualitative data analysis using the QuestionPro Research Suite:

• Collect Qualitative Data: Set up your survey to capture qualitative responses. It might involve open-ended questions, text boxes, or comment sections where participants can provide detailed responses.
• Export Qualitative Responses: Export the responses once you’ve collected qualitative data through your survey. QuestionPro typically allows you to export survey data in various formats, such as Excel or CSV.
• Prepare Data for Analysis: Review the exported data and clean it if necessary. Remove irrelevant or duplicate entries to ensure your data is ready for analysis.
• Code and Categorize Responses: Segment and label data, letting new patterns emerge naturally, then develop categories through axial coding to structure the analysis.
• Identify Themes: Analyze the coded responses to identify recurring themes, patterns, and insights. Look for similarities and differences in participants’ responses.
• Generate Reports and Visualizations: Utilize the reporting features of QuestionPro to create visualizations, charts, and graphs that help communicate the themes and findings from your qualitative research.
• Interpret and Draw Conclusions: Interpret the themes and patterns you’ve identified in the qualitative data. Consider how these findings answer your research questions or provide insights into your study topic.
• Integrate with Quantitative Data (if applicable): If you’re also conducting quantitative research using QuestionPro, consider integrating your qualitative findings with quantitative results to provide a more comprehensive understanding.

Qualitative data analysis is vital in uncovering various human experiences, views, and stories. If you’re ready to transform your research journey and apply the power of qualitative analysis, now is the moment to do it. Book a demo with QuestionPro today and begin your journey of exploration.

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Welcome to the community

Qualitative Data Analysis: Step-by-Step Guide (Manual vs. Automatic)

When we conduct qualitative methods of research, need to explain changes in metrics or understand people's opinions, we always turn to qualitative data. Qualitative data is typically generated through:

• Interview transcripts
• Surveys with open-ended questions
• Contact center transcripts
• Texts and documents
• Audio and video recordings
• Observational notes

Compared to quantitative data, which captures structured information, qualitative data is unstructured and has more depth. It can answer our questions, can help formulate hypotheses and build understanding.

It's important to understand the differences between quantitative data & qualitative data . But unfortunately, analyzing qualitative data is difficult. While tools like Excel, Tableau and PowerBI crunch and visualize quantitative data with ease, there are a limited number of mainstream tools for analyzing qualitative data . The majority of qualitative data analysis still happens manually.

That said, there are two new trends that are changing this. First, there are advances in natural language processing (NLP) which is focused on understanding human language. Second, there is an explosion of user-friendly software designed for both researchers and businesses. Both help automate the qualitative data analysis process.

In this post we want to teach you how to conduct a successful qualitative data analysis. There are two primary qualitative data analysis methods; manual & automatic. We will teach you how to conduct the analysis manually, and also, automatically using software solutions powered by NLP. We’ll guide you through the steps to conduct a manual analysis, and look at what is involved and the role technology can play in automating this process.

More businesses are switching to fully-automated analysis of qualitative customer data because it is cheaper, faster, and just as accurate. Primarily, businesses purchase subscriptions to feedback analytics platforms so that they can understand customer pain points and sentiment.

We’ll take you through 5 steps to conduct a successful qualitative data analysis. Within each step we will highlight the key difference between the manual, and automated approach of qualitative researchers. Here's an overview of the steps:

The 5 steps to doing qualitative data analysis

• Gathering and collecting your qualitative data
• Organizing and connecting into your qualitative data
• Coding your qualitative data
• Analyzing the qualitative data for insights
• Reporting on the insights derived from your analysis

What is Qualitative Data Analysis?

Qualitative data analysis is a process of gathering, structuring and interpreting qualitative data to understand what it represents.

Qualitative data is non-numerical and unstructured. Qualitative data generally refers to text, such as open-ended responses to survey questions or user interviews, but also includes audio, photos and video.

Businesses often perform qualitative data analysis on customer feedback. And within this context, qualitative data generally refers to verbatim text data collected from sources such as reviews, complaints, chat messages, support centre interactions, customer interviews, case notes or social media comments.

How is qualitative data analysis different from quantitative data analysis?

Understanding the differences between quantitative & qualitative data is important. When it comes to analyzing data, Qualitative Data Analysis serves a very different role to Quantitative Data Analysis. But what sets them apart?

Qualitative Data Analysis dives into the stories hidden in non-numerical data such as interviews, open-ended survey answers, or notes from observations. It uncovers the ‘whys’ and ‘hows’ giving a deep understanding of people’s experiences and emotions.

Quantitative Data Analysis on the other hand deals with numerical data, using statistics to measure differences, identify preferred options, and pinpoint root causes of issues.  It steps back to address questions like "how many" or "what percentage" to offer broad insights we can apply to larger groups.

In short, Qualitative Data Analysis is like a microscope,  helping us understand specific detail. Quantitative Data Analysis is like the telescope, giving us a broader perspective. Both are important, working together to decode data for different objectives.

Qualitative Data Analysis methods

Once all the data has been captured, there are a variety of analysis techniques available and the choice is determined by your specific research objectives and the kind of data you’ve gathered.  Common qualitative data analysis methods include:

Content Analysis

This is a popular approach to qualitative data analysis. Other qualitative analysis techniques may fit within the broad scope of content analysis. Thematic analysis is a part of the content analysis.  Content analysis is used to identify the patterns that emerge from text, by grouping content into words, concepts, and themes. Content analysis is useful to quantify the relationship between all of the grouped content. The Columbia School of Public Health has a detailed breakdown of content analysis .

Narrative Analysis

Narrative analysis focuses on the stories people tell and the language they use to make sense of them.  It is particularly useful in qualitative research methods where customer stories are used to get a deep understanding of customers’ perspectives on a specific issue. A narrative analysis might enable us to summarize the outcomes of a focused case study.

Discourse Analysis

Discourse analysis is used to get a thorough understanding of the political, cultural and power dynamics that exist in specific situations.  The focus of discourse analysis here is on the way people express themselves in different social contexts. Discourse analysis is commonly used by brand strategists who hope to understand why a group of people feel the way they do about a brand or product.

Thematic Analysis

Thematic analysis is used to deduce the meaning behind the words people use. This is accomplished by discovering repeating themes in text. These meaningful themes reveal key insights into data and can be quantified, particularly when paired with sentiment analysis . Often, the outcome of thematic analysis is a code frame that captures themes in terms of codes, also called categories. So the process of thematic analysis is also referred to as “coding”. A common use-case for thematic analysis in companies is analysis of customer feedback.

Grounded Theory

Grounded theory is a useful approach when little is known about a subject. Grounded theory starts by formulating a theory around a single data case. This means that the theory is “grounded”. Grounded theory analysis is based on actual data, and not entirely speculative. Then additional cases can be examined to see if they are relevant and can add to the original grounded theory.

Challenges of Qualitative Data Analysis

While Qualitative Data Analysis offers rich insights, it comes with its challenges. Each unique QDA method has its unique hurdles. Let’s take a look at the challenges researchers and analysts might face, depending on the chosen method.

• Time and Effort (Narrative Analysis): Narrative analysis, which focuses on personal stories, demands patience. Sifting through lengthy narratives to find meaningful insights can be time-consuming, requires dedicated effort.
• Being Objective (Grounded Theory): Grounded theory, building theories from data, faces the challenges of personal biases. Staying objective while interpreting data is crucial, ensuring conclusions are rooted in the data itself.
• Complexity (Thematic Analysis): Thematic analysis involves identifying themes within data, a process that can be intricate. Categorizing and understanding themes can be complex, especially when each piece of data varies in context and structure. Thematic Analysis software can simplify this process.
• Generalizing Findings (Narrative Analysis): Narrative analysis, dealing with individual stories, makes drawing broad challenging. Extending findings from a single narrative to a broader context requires careful consideration.
• Managing Data (Thematic Analysis): Thematic analysis involves organizing and managing vast amounts of unstructured data, like interview transcripts. Managing this can be a hefty task, requiring effective data management strategies.
• Skill Level (Grounded Theory): Grounded theory demands specific skills to build theories from the ground up. Finding or training analysts with these skills poses a challenge, requiring investment in building expertise.

Benefits of qualitative data analysis

Qualitative Data Analysis (QDA) is like a versatile toolkit, offering a tailored approach to understanding your data. The benefits it offers are as diverse as the methods. Let’s explore why choosing the right method matters.

• Tailored Methods for Specific Needs: QDA isn't one-size-fits-all. Depending on your research objectives and the type of data at hand, different methods offer unique benefits. If you want emotive customer stories, narrative analysis paints a strong picture. When you want to explain a score, thematic analysis reveals insightful patterns
• Flexibility with Thematic Analysis: thematic analysis is like a chameleon in the toolkit of QDA. It adapts well to different types of data and research objectives, making it a top choice for any qualitative analysis.
• Deeper Understanding, Better Products: QDA helps you dive into people's thoughts and feelings. This deep understanding helps you build products and services that truly matches what people want, ensuring satisfied customers
• Finding the Unexpected: Qualitative data often reveals surprises that we miss in quantitative data. QDA offers us new ideas and perspectives, for insights we might otherwise miss.
• Building Effective Strategies: Insights from QDA are like strategic guides. They help businesses in crafting plans that match people’s desires.
• Creating Genuine Connections: Understanding people’s experiences lets businesses connect on a real level. This genuine connection helps build trust and loyalty, priceless for any business.

How to do Qualitative Data Analysis: 5 steps

Now we are going to show how you can do your own qualitative data analysis. We will guide you through this process step by step. As mentioned earlier, you will learn how to do qualitative data analysis manually , and also automatically using modern qualitative data and thematic analysis software.

To get best value from the analysis process and research process, it’s important to be super clear about the nature and scope of the question that’s being researched. This will help you select the research collection channels that are most likely to help you answer your question.

Depending on if you are a business looking to understand customer sentiment, or an academic surveying a school, your approach to qualitative data analysis will be unique.

Once you’re clear, there’s a sequence to follow. And, though there are differences in the manual and automatic approaches, the process steps are mostly the same.

The use case for our step-by-step guide is a company looking to collect data (customer feedback data), and analyze the customer feedback - in order to improve customer experience. By analyzing the customer feedback the company derives insights about their business and their customers. You can follow these same steps regardless of the nature of your research. Let’s get started.

Step 1: Gather your qualitative data and conduct research (Conduct qualitative research)

The first step of qualitative research is to do data collection. Put simply, data collection is gathering all of your data for analysis. A common situation is when qualitative data is spread across various sources.

Classic methods of gathering qualitative data

Most companies use traditional methods for gathering qualitative data: conducting interviews with research participants, running surveys, and running focus groups. This data is typically stored in documents, CRMs, databases and knowledge bases. It’s important to examine which data is available and needs to be included in your research project, based on its scope.

Using your existing qualitative feedback

As it becomes easier for customers to engage across a range of different channels, companies are gathering increasingly large amounts of both solicited and unsolicited qualitative feedback.

Most organizations have now invested in Voice of Customer programs , support ticketing systems, chatbot and support conversations, emails and even customer Slack chats.

These new channels provide companies with new ways of getting feedback, and also allow the collection of unstructured feedback data at scale.

The great thing about this data is that it contains a wealth of valubale insights and that it’s already there! When you have a new question about user behavior or your customers, you don’t need to create a new research study or set up a focus group. You can find most answers in the data you already have.

Typically, this data is stored in third-party solutions or a central database, but there are ways to export it or connect to a feedback analysis solution through integrations or an API.

Utilize untapped qualitative data channels

There are many online qualitative data sources you may not have considered. For example, you can find useful qualitative data in social media channels like Twitter or Facebook. Online forums, review sites, and online communities such as Discourse or Reddit also contain valuable data about your customers, or research questions.

If you are considering performing a qualitative benchmark analysis against competitors - the internet is your best friend, and review analysis is a great place to start. Gathering feedback in competitor reviews on sites like Trustpilot, G2, Capterra, Better Business Bureau or on app stores is a great way to perform a competitor benchmark analysis.

Customer feedback analysis software often has integrations into social media and review sites, or you could use a solution like DataMiner to scrape the reviews.

Step 2: Connect & organize all your qualitative data

Now you all have this qualitative data but there’s a problem, the data is unstructured. Before feedback can be analyzed and assigned any value, it needs to be organized in a single place. Why is this important? Consistency!

If all data is easily accessible in one place and analyzed in a consistent manner, you will have an easier time summarizing and making decisions based on this data.

The manual approach to organizing your data

The classic method of structuring qualitative data is to plot all the raw data you’ve gathered into a spreadsheet.

Typically, research and support teams would share large Excel sheets and different business units would make sense of the qualitative feedback data on their own. Each team collects and organizes the data in a way that best suits them, which means the feedback tends to be kept in separate silos.

An alternative and a more robust solution is to store feedback in a central database, like Snowflake or Amazon Redshift .

Keep in mind that when you organize your data in this way, you are often preparing it to be imported into another software. If you go the route of a database, you would need to use an API to push the feedback into a third-party software.

Computer-assisted qualitative data analysis software (CAQDAS)

Traditionally within the manual analysis approach (but not always), qualitative data is imported into CAQDAS software for coding.

In the early 2000s, CAQDAS software was popularised by developers such as ATLAS.ti, NVivo and MAXQDA and eagerly adopted by researchers to assist with the organizing and coding of data.  

The benefits of using computer-assisted qualitative data analysis software:

• Assists in the organizing of your data
• Opens you up to exploring different interpretations of your data analysis
• Allows you to share your dataset easier and allows group collaboration (allows for secondary analysis)

However you still need to code the data, uncover the themes and do the analysis yourself. Therefore it is still a manual approach.

Organizing your qualitative data in a feedback repository

Another solution to organizing your qualitative data is to upload it into a feedback repository where it can be unified with your other data , and easily searchable and taggable. There are a number of software solutions that act as a central repository for your qualitative research data. Here are a couple solutions that you could investigate:  

• Dovetail: Dovetail is a research repository with a focus on video and audio transcriptions. You can tag your transcriptions within the platform for theme analysis. You can also upload your other qualitative data such as research reports, survey responses, support conversations ( conversational analytics ), and customer interviews. Dovetail acts as a single, searchable repository. And makes it easier to collaborate with other people around your qualitative research.
• EnjoyHQ: EnjoyHQ is another research repository with similar functionality to Dovetail. It boasts a more sophisticated search engine, but it has a higher starting subscription cost.

Organizing your qualitative data in a feedback analytics platform

If you have a lot of qualitative customer or employee feedback, from the likes of customer surveys or employee surveys, you will benefit from a feedback analytics platform. A feedback analytics platform is a software that automates the process of both sentiment analysis and thematic analysis . Companies use the integrations offered by these platforms to directly tap into their qualitative data sources (review sites, social media, survey responses, etc.). The data collected is then organized and analyzed consistently within the platform.

If you have data prepared in a spreadsheet, it can also be imported into feedback analytics platforms.

Once all this rich data has been organized within the feedback analytics platform, it is ready to be coded and themed, within the same platform. Thematic is a feedback analytics platform that offers one of the largest libraries of integrations with qualitative data sources.

Step 3: Coding your qualitative data

Your feedback data is now organized in one place. Either within your spreadsheet, CAQDAS, feedback repository or within your feedback analytics platform. The next step is to code your feedback data so we can extract meaningful insights in the next step.

Coding is the process of labelling and organizing your data in such a way that you can then identify themes in the data, and the relationships between these themes.

To simplify the coding process, you will take small samples of your customer feedback data, come up with a set of codes, or categories capturing themes, and label each piece of feedback, systematically, for patterns and meaning. Then you will take a larger sample of data, revising and refining the codes for greater accuracy and consistency as you go.

If you choose to use a feedback analytics platform, much of this process will be automated and accomplished for you.

The terms to describe different categories of meaning (‘theme’, ‘code’, ‘tag’, ‘category’ etc) can be confusing as they are often used interchangeably.  For clarity, this article will use the term ‘code’.

To code means to identify key words or phrases and assign them to a category of meaning. “I really hate the customer service of this computer software company” would be coded as “poor customer service”.

How to manually code your qualitative data

• Decide whether you will use deductive or inductive coding. Deductive coding is when you create a list of predefined codes, and then assign them to the qualitative data. Inductive coding is the opposite of this, you create codes based on the data itself. Codes arise directly from the data and you label them as you go. You need to weigh up the pros and cons of each coding method and select the most appropriate.
• Read through the feedback data to get a broad sense of what it reveals. Now it’s time to start assigning your first set of codes to statements and sections of text.
• Keep repeating step 2, adding new codes and revising the code description as often as necessary.  Once it has all been coded, go through everything again, to be sure there are no inconsistencies and that nothing has been overlooked.
• Create a code frame to group your codes. The coding frame is the organizational structure of all your codes. And there are two commonly used types of coding frames, flat, or hierarchical. A hierarchical code frame will make it easier for you to derive insights from your analysis.
• Based on the number of times a particular code occurs, you can now see the common themes in your feedback data. This is insightful! If ‘bad customer service’ is a common code, it’s time to take action.

We have a detailed guide dedicated to manually coding your qualitative data .

Using software to speed up manual coding of qualitative data

An Excel spreadsheet is still a popular method for coding. But various software solutions can help speed up this process. Here are some examples.

• CAQDAS / NVivo - CAQDAS software has built-in functionality that allows you to code text within their software. You may find the interface the software offers easier for managing codes than a spreadsheet.
• Dovetail/EnjoyHQ - You can tag transcripts and other textual data within these solutions. As they are also repositories you may find it simpler to keep the coding in one platform.
• IBM SPSS - SPSS is a statistical analysis software that may make coding easier than in a spreadsheet.
• Ascribe - Ascribe’s ‘Coder’ is a coding management system. Its user interface will make it easier for you to manage your codes.

Automating the qualitative coding process using thematic analysis software

In solutions which speed up the manual coding process, you still have to come up with valid codes and often apply codes manually to pieces of feedback. But there are also solutions that automate both the discovery and the application of codes.

Advances in machine learning have now made it possible to read, code and structure qualitative data automatically. This type of automated coding is offered by thematic analysis software .

Automation makes it far simpler and faster to code the feedback and group it into themes. By incorporating natural language processing (NLP) into the software, the AI looks across sentences and phrases to identify common themes meaningful statements. Some automated solutions detect repeating patterns and assign codes to them, others make you train the AI by providing examples. You could say that the AI learns the meaning of the feedback on its own.

Thematic automates the coding of qualitative feedback regardless of source. There’s no need to set up themes or categories in advance. Simply upload your data and wait a few minutes. You can also manually edit the codes to further refine their accuracy.  Experiments conducted indicate that Thematic’s automated coding is just as accurate as manual coding .

Paired with sentiment analysis and advanced text analytics - these automated solutions become powerful for deriving quality business or research insights.

You could also build your own , if you have the resources!

The key benefits of using an automated coding solution

Automated analysis can often be set up fast and there’s the potential to uncover things that would never have been revealed if you had given the software a prescribed list of themes to look for.

Because the model applies a consistent rule to the data, it captures phrases or statements that a human eye might have missed.

Complete and consistent analysis of customer feedback enables more meaningful findings. Leading us into step 4.

Step 4: Analyze your data: Find meaningful insights

Now we are going to analyze our data to find insights. This is where we start to answer our research questions. Keep in mind that step 4 and step 5 (tell the story) have some overlap . This is because creating visualizations is both part of analysis process and reporting.

The task of uncovering insights is to scour through the codes that emerge from the data and draw meaningful correlations from them. It is also about making sure each insight is distinct and has enough data to support it.

Part of the analysis is to establish how much each code relates to different demographics and customer profiles, and identify whether there’s any relationship between these data points.

Manually create sub-codes to improve the quality of insights

If your code frame only has one level, you may find that your codes are too broad to be able to extract meaningful insights. This is where it is valuable to create sub-codes to your primary codes. This process is sometimes referred to as meta coding.

Note: If you take an inductive coding approach, you can create sub-codes as you are reading through your feedback data and coding it.

While time-consuming, this exercise will improve the quality of your analysis. Here is an example of what sub-codes could look like.

You need to carefully read your qualitative data to create quality sub-codes. But as you can see, the depth of analysis is greatly improved. By calculating the frequency of these sub-codes you can get insight into which  customer service problems you can immediately address.

Correlate the frequency of codes to customer segments

Many businesses use customer segmentation . And you may have your own respondent segments that you can apply to your qualitative analysis. Segmentation is the practise of dividing customers or research respondents into subgroups.

Segments can be based on:

• Demographic
• And any other data type that you care to segment by

It is particularly useful to see the occurrence of codes within your segments. If one of your customer segments is considered unimportant to your business, but they are the cause of nearly all customer service complaints, it may be in your best interest to focus attention elsewhere. This is a useful insight!

Manually visualizing coded qualitative data

There are formulas you can use to visualize key insights in your data. The formulas we will suggest are imperative if you are measuring a score alongside your feedback.

If you are collecting a metric alongside your qualitative data this is a key visualization. Impact answers the question: “What’s the impact of a code on my overall score?”. Using Net Promoter Score (NPS) as an example, first you need to:

• Calculate overall NPS
• Calculate NPS in the subset of responses that do not contain that theme
• Subtract B from A

Then you can use this simple formula to calculate code impact on NPS .

You can then visualize this data using a bar chart.

You can download our CX toolkit - it includes a template to recreate this.

Trends over time

This analysis can help you answer questions like: “Which codes are linked to decreases or increases in my score over time?”

We need to compare two sequences of numbers: NPS over time and code frequency over time . Using Excel, calculate the correlation between the two sequences, which can be either positive (the more codes the higher the NPS, see picture below), or negative (the more codes the lower the NPS).

Now you need to plot code frequency against the absolute value of code correlation with NPS. Here is the formula:

The visualization could look like this:

These are two examples, but there are more. For a third manual formula, and to learn why word clouds are not an insightful form of analysis, read our visualizations article .

Using a text analytics solution to automate analysis

Automated text analytics solutions enable codes and sub-codes to be pulled out of the data automatically. This makes it far faster and easier to identify what’s driving negative or positive results. And to pick up emerging trends and find all manner of rich insights in the data.

Another benefit of AI-driven text analytics software is its built-in capability for sentiment analysis, which provides the emotive context behind your feedback and other qualitative textual data therein.

Thematic provides text analytics that goes further by allowing users to apply their expertise on business context to edit or augment the AI-generated outputs.

Since the move away from manual research is generally about reducing the human element, adding human input to the technology might sound counter-intuitive. However, this is mostly to make sure important business nuances in the feedback aren’t missed during coding. The result is a higher accuracy of analysis. This is sometimes referred to as augmented intelligence .

Step 5: Report on your data: Tell the story

The last step of analyzing your qualitative data is to report on it, to tell the story. At this point, the codes are fully developed and the focus is on communicating the narrative to the audience.

A coherent outline of the qualitative research, the findings and the insights is vital for stakeholders to discuss and debate before they can devise a meaningful course of action.

Creating graphs and reporting in Powerpoint

Typically, qualitative researchers take the tried and tested approach of distilling their report into a series of charts, tables and other visuals which are woven into a narrative for presentation in Powerpoint.

Using visualization software for reporting

With data transformation and APIs, the analyzed data can be shared with data visualisation software, such as Power BI or Tableau , Google Studio or Looker. Power BI and Tableau are among the most preferred options.

Visualizing your insights inside a feedback analytics platform

Feedback analytics platforms, like Thematic, incorporate visualisation tools that intuitively turn key data and insights into graphs.  This removes the time consuming work of constructing charts to visually identify patterns and creates more time to focus on building a compelling narrative that highlights the insights, in bite-size chunks, for executive teams to review.

Using a feedback analytics platform with visualization tools means you don’t have to use a separate product for visualizations. You can export graphs into Powerpoints straight from the platforms.

Conclusion - Manual or Automated?

There are those who remain deeply invested in the manual approach - because it’s familiar, because they’re reluctant to spend money and time learning new software, or because they’ve been burned by the overpromises of AI.  

For projects that involve small datasets, manual analysis makes sense. For example, if the objective is simply to quantify a simple question like “Do customers prefer X concepts to Y?”. If the findings are being extracted from a small set of focus groups and interviews, sometimes it’s easier to just read them

However, as new generations come into the workplace, it’s technology-driven solutions that feel more comfortable and practical. And the merits are undeniable.  Especially if the objective is to go deeper and understand the ‘why’ behind customers’ preference for X or Y. And even more especially if time and money are considerations.

The ability to collect a free flow of qualitative feedback data at the same time as the metric means AI can cost-effectively scan, crunch, score and analyze a ton of feedback from one system in one go. And time-intensive processes like focus groups, or coding, that used to take weeks, can now be completed in a matter of hours or days.

But aside from the ever-present business case to speed things up and keep costs down, there are also powerful research imperatives for automated analysis of qualitative data: namely, accuracy and consistency.

Finding insights hidden in feedback requires consistency, especially in coding.  Not to mention catching all the ‘unknown unknowns’ that can skew research findings and steering clear of cognitive bias.

Some say without manual data analysis researchers won’t get an accurate “feel” for the insights. However, the larger data sets are, the harder it is to sort through the feedback and organize feedback that has been pulled from different places.  And, the more difficult it is to stay on course, the greater the risk of drawing incorrect, or incomplete, conclusions grows.

Though the process steps for qualitative data analysis have remained pretty much unchanged since psychologist Paul Felix Lazarsfeld paved the path a hundred years ago, the impact digital technology has had on types of qualitative feedback data and the approach to the analysis are profound.  

If you want to try an automated feedback analysis solution on your own qualitative data, you can get started with Thematic .

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The Ultimate Guide to Qualitative Research - Part 2: Handling Qualitative Data

• Handling qualitative data
• Transcripts
• Field notes
• Survey data and responses
• Visual and audio data
• Data organization
• Data coding
• Coding frame
• Auto and smart coding
• Organizing codes
• Introduction

What is qualitative data analysis?

Qualitative data analysis methods, how do you analyze qualitative data, content analysis, thematic analysis.

• Thematic analysis vs. content analysis
• Narrative research

Phenomenological research

Discourse analysis, grounded theory.

• Deductive reasoning
• Inductive reasoning
• Inductive vs. deductive reasoning
• Qualitative data interpretation
• Qualitative data analysis software

Qualitative data analysis

Analyzing qualitative data is the next step after you have completed the use of qualitative data collection methods . The qualitative analysis process aims to identify themes and patterns that emerge across the data.

In simplified terms, qualitative research methods involve non-numerical data collection followed by an explanation based on the attributes of the data . For example, if you are asked to explain in qualitative terms a thermal image displayed in multiple colors, then you would explain the color differences rather than the heat's numerical value. If you have a large amount of data (e.g., of group discussions or observations of real-life situations), the next step is to transcribe and prepare the raw data for subsequent analysis.

Researchers can conduct studies fully based on qualitative methodology, or researchers can preface a quantitative research study with a qualitative study to identify issues that were not originally envisioned but are important to the study. Quantitative researchers may also collect and analyze qualitative data following their quantitative analyses to better understand the meanings behind their statistical results.

Conducting qualitative research can especially help build an understanding of how and why certain outcomes were achieved (in addition to what was achieved). For example, qualitative data analysis is often used for policy and program evaluation research since it can answer certain important questions more efficiently and effectively than quantitative approaches.

Qualitative data analysis can also answer important questions about the relevance, unintended effects, and impact of programs, such as:

• Were expectations reasonable?
• Did processes operate as expected?
• Were key players able to carry out their duties?
• Were there any unintended effects of the program?

The importance of qualitative data analysis

Qualitative approaches have the advantage of allowing for more diversity in responses and the capacity to adapt to new developments or issues during the research process itself. While qualitative data analysis can be demanding and time-consuming to conduct, many fields of research utilize qualitative software tools that have been specifically developed to provide more succinct, cost-efficient, and timely results.

Qualitative data analysis is an important part of research and building greater understanding across fields for a number of reasons. First, cases for qualitative data analysis can be selected purposefully according to whether they typify certain characteristics or contextual locations. In other words, qualitative data permits deep immersion into a topic, phenomenon, or area of interest. Rather than seeking generalizability to the population the sample of participants represent, qualitative research aims to construct an in-depth and nuanced understanding of the research topic.

Secondly, the role or position of the researcher in qualitative data analysis is given greater critical attention. This is because, in qualitative data analysis, the possibility of the researcher taking a ‘neutral' or transcendent position is seen as more problematic in practical and/or philosophical terms. Hence, qualitative researchers are often exhorted to reflect on their role in the research process and make this clear in the analysis.

Thirdly, while qualitative data analysis can take a wide variety of forms, it largely differs from quantitative research in the focus on language, signs, experiences, and meaning. In addition, qualitative approaches to analysis are often holistic and contextual rather than analyzing the data in a piecemeal fashion or removing the data from its context. Qualitative approaches thus allow researchers to explore inquiries from directions that could not be accessed with only numerical quantitative data.

Establishing research rigor

Systematic and transparent approaches to the analysis of qualitative data are essential for rigor . For example, many qualitative research methods require researchers to carefully code data and discern and document themes in a consistent and credible way.

Perhaps the most traditional division in the way qualitative and quantitative research have been used in the social sciences is for qualitative methods to be used for exploratory purposes (e.g., to generate new theory or propositions) or to explain puzzling quantitative results, while quantitative methods are used to test hypotheses .

After you’ve collected relevant data , what is the best way to look at your data ? As always, it will depend on your research question . For instance, if you employed an observational research method to learn about a group’s shared practices, an ethnographic approach could be appropriate to explain the various dimensions of culture. If you collected textual data to understand how people talk about something, then a discourse analysis approach might help you generate key insights about language and communication.

The qualitative data coding process involves iterative categorization and recategorization, ensuring the evolution of the analysis to best represent the data. The procedure typically concludes with the interpretation of patterns and trends identified through the coding process.

To start off, let’s look at two broad approaches to data analysis.

Deductive analysis

Deductive analysis is guided by pre-existing theories or ideas. It starts with a theoretical framework , which is then used to code the data. The researcher can thus use this theoretical framework to interpret their data and answer their research question .

The key steps include coding the data based on the predetermined concepts or categories and using the theory to guide the interpretation of patterns among the codings. Deductive analysis is particularly useful when researchers aim to verify or extend an existing theory within a new context.

Inductive analysis

Inductive analysis involves the generation of new theories or ideas based on the data. The process starts without any preconceived theories or codes, and patterns, themes, and categories emerge out of the data.

The researcher codes the data to capture any concepts or patterns that seem interesting or important to the research question . These codes are then compared and linked, leading to the formation of broader categories or themes. The main goal of inductive analysis is to allow the data to 'speak for itself' rather than imposing pre-existing expectations or ideas onto the data.

Deductive and inductive approaches can be seen as sitting on opposite poles, and all research falls somewhere within that spectrum. Most often, qualitative data analysis approaches blend both deductive and inductive elements to contribute to the existing conversation around a topic while remaining open to potential unexpected findings. To help you make informed decisions about which qualitative data analysis approach fits with your research objectives, let's look at some of the common approaches for qualitative data analysis.

Content analysis is a research method used to identify patterns and themes within qualitative data. This approach involves systematically coding and categorizing specific aspects of the content in the data to uncover trends and patterns. An often important part of content analysis is quantifying frequencies and patterns of words or characteristics present in the data .

It is a highly flexible technique that can be adapted to various data types , including text, images, and audiovisual content . While content analysis can be exploratory in nature, it is also common to use pre-established theories and follow a more deductive approach to categorizing and quantifying the qualitative data.

Thematic analysis is a method used to identify, analyze, and report patterns or themes within the data. This approach moves beyond counting explicit words or phrases and focuses on also identifying implicit concepts and themes within the data.

Researchers conduct detailed coding of the data to ascertain repeated themes or patterns of meaning. Codes can be categorized into themes, and the researcher can analyze how the themes relate to one another. Thematic analysis is flexible in terms of the research framework, allowing for both inductive (data-driven) and deductive (theory-driven) approaches. The outcome is a rich, detailed, and complex account of the data.

Grounded theory is a systematic qualitative research methodology that is used to inductively generate theory that is 'grounded' in the data itself. Analysis takes place simultaneously with data collection , and researchers iterate between data collection and analysis until a comprehensive theory is developed.

Grounded theory is characterized by simultaneous data collection and analysis, the development of theoretical codes from the data, purposeful sampling of participants, and the constant comparison of data with emerging categories and concepts. The ultimate goal is to create a theoretical explanation that fits the data and answers the research question .

Discourse analysis is a qualitative research approach that emphasizes the role of language in social contexts. It involves examining communication and language use beyond the level of the sentence, considering larger units of language such as texts or conversations.

Discourse analysts typically investigate how social meanings and understandings are constructed in different contexts, emphasizing the connection between language and power. It can be applied to texts of all kinds, including interviews , documents, case studies , and social media posts.

Phenomenological research focuses on exploring how human beings make sense of an experience and delves into the essence of this experience. It strives to understand people's perceptions, perspectives, and understandings of a particular situation or phenomenon.

It involves in-depth engagement with participants, often through interviews or conversations, to explore their lived experiences. The goal is to derive detailed descriptions of the essence of the experience and to interpret what insights or implications this may bear on our understanding of this phenomenon.

Whatever your data analysis approach, start with ATLAS.ti

Qualitative data analysis done quickly and intuitively with ATLAS.ti. Download a free trial today.

Now that we've summarized the major approaches to data analysis, let's look at the broader process of research and data analysis. Suppose you need to do some research to find answers to any kind of research question, be it an academic inquiry, business problem, or policy decision. In that case, you need to collect some data. There are many methods of collecting data: you can collect primary data yourself by conducting interviews, focus groups , or a survey , for instance. Another option is to use secondary data sources. These are data previously collected for other projects, historical records, reports, statistics – basically everything that exists already and can be relevant to your research.

The data you collect should always be a good fit for your research question . For example, if you are interested in how many people in your target population like your brand compared to others, it is no use to conduct interviews or a few focus groups . The sample will be too small to get a representative picture of the population. If your questions are about "how many….", "what is the spread…" etc., you need to conduct quantitative research . If you are interested in why people like different brands, their motives, and their experiences, then conducting qualitative research can provide you with the answers you are looking for.

Let's describe the important steps involved in conducting research.

Step 1: Planning the research

As the saying goes: "Garbage in, garbage out." Suppose you find out after you have collected data that

• you talked to the wrong people
• asked the wrong questions
• a couple of focus groups sessions would have yielded better results because of the group interaction, or
• a survey including a few open-ended questions sent to a larger group of people would have been sufficient and required less effort.

Think thoroughly about sampling, the questions you will be asking, and in which form. If you conduct a focus group or an interview, you are the research instrument, and your data collection will only be as good as you are. If you have never done it before, seek some training and practice. If you have other people do it, make sure they have the skills.

Step 2: Preparing the data

When you conduct focus groups or interviews, think about how to transcribe them. Do you want to run them online or offline? If online, check out which tools can serve your needs, both in terms of functionality and cost. For any audio or video recordings , you can consider using automatic transcription software or services. Automatically generated transcripts can save you time and money, but they still need to be checked. If you don't do this yourself, make sure that you instruct the person doing it on how to prepare the data.

• How should the final transcript be formatted for later analysis?
• Which names and locations should be anonymized?
• What kind of speaker IDs to use?

What about survey data ? Some survey data programs will immediately provide basic descriptive-level analysis of the responses. ATLAS.ti will support you with the analysis of the open-ended questions. For this, you need to export your data as an Excel file. ATLAS.ti's survey import wizard will guide you through the process.

Other kinds of data such as images, videos, audio recordings, text, and more can be imported to ATLAS.ti. You can organize all your data into groups and write comments on each source of data to maintain a systematic organization and documentation of your data.

Step 3: Exploratory data analysis

You can run a few simple exploratory analyses to get to know your data. For instance, you can create a word list or word cloud of all your text data or compare and contrast the words in different documents. You can also let ATLAS.ti find relevant concepts for you. There are many tools available that can automatically code your text data, so you can also use these codings to explore your data and refine your coding.

For instance, you can get a feeling for the sentiments expressed in the data. Who is more optimistic, pessimistic, or neutral in their responses? ATLAS.ti can auto-code the positive, negative, and neutral sentiments in your data. Naturally, you can also simply browse through your data and highlight relevant segments that catch your attention or attach codes to begin condensing the data.

Step 4: Build a code system

Whether you start with auto-coding or manual coding, after having generated some first codes, you need to get some order in your code system to develop a cohesive understanding. You can build your code system by sorting codes into groups and creating categories and subcodes. As this process requires reading and re-reading your data, you will become very familiar with your data. Counting on a tool like ATLAS.ti qualitative data analysis software will support you in the process and make it easier to review your data, modify codings if necessary, change code labels, and write operational definitions to explain what each code means.

Step 5: Query your coded data and write up the analysis

Once you have coded your data, it is time to take the analysis a step further. When using software for qualitative data analysis , it is easy to compare and contrast subsets in your data, such as groups of participants or sets of themes.

For instance, you can query the various opinions of female vs. male respondents. Is there a difference between consumers from rural or urban areas or among different age groups or educational levels? Which codes occur together throughout the data set? Are there relationships between various concepts, and if so, why?

Step 6: Data visualization

Data visualization brings your data to life. It is a powerful way of seeing patterns and relationships in your data. For instance, diagrams allow you to see how your codes are distributed across documents or specific subpopulations in your data.

Exploring coded data on a canvas, moving around code labels in a virtual space, linking codes and other elements of your data set, and thinking about how they are related and why – all of these will advance your analysis and spur further insights. Visuals are also great for communicating results to others.

Step 7: Data presentation

The final step is to summarize the analysis in a written report . You can now put together the memos you have written about the various topics, select some salient quotes that illustrate your writing, and add visuals such as tables and diagrams. If you follow the steps above, you will already have all the building blocks, and you just have to put them together in a report or presentation.

When preparing a report or a presentation, keep your audience in mind. Does your audience better understand numbers than long sections of detailed interpretations? If so, add more tables, charts, and short supportive data quotes to your report or presentation. If your audience loves a good interpretation, add your full-length memos and walk your audience through your conceptual networks and illustrative data quotes.

Qualitative data analysis begins with ATLAS.ti

For tools that can make the most out of your data, check out ATLAS.ti with a free trial.

Data & Finance for Work & Life

Data Analysis for Qualitative Research: 6 Step Guide

Data analysis for qualitative research is not intuitive. This is because qualitative data stands in opposition to traditional data analysis methodologies: while data analysis is concerned with quantities, qualitative data is by definition unquantified . But there is an easy, methodical approach that anyone can take use to get reliable results when performing data analysis for qualitative research. The process consists of 6 steps that I’ll break down in this article:

• Perform interviews(if necessary )
• Gather all documents and transcribe any non-paper records
• Decide whether to either code analytical data, analyze word frequencies, or both
• Decide what interpretive angle you want to take: content analysis , narrative analysis, discourse analysis, framework analysis, and/or grounded theory
• Compile your data in a spreadsheet using document saving techniques (windows and mac)
• Identify trends in words, themes, metaphors, natural patterns, and more

To complete these steps, you will need:

• Microsoft word
• Microsoft excel
• Internet access

You can get the free Intro to Data Analysis eBook to cover the fundamentals and ensure strong progression in all your data endeavors.

What is qualitative research?

Qualitative research is not the same as quantitative research. In short, qualitative research is the interpretation of non-numeric data. It usually aims at drawing conclusions that explain why a phenomenon occurs, rather than that one does occur. Here’s a great quote from a nursing magazine about quantitative vs qualitative research:

“A traditional quantitative study… uses a predetermined (and auditable) set of steps to confirm or refute [a] hypothesis. “In contrast, qualitative research often takes the position that an interpretive understanding is only possible by way of uncovering or deconstructing the meanings of a phenomenon. Thus, a distinction between explaining how something operates (explanation) and why it operates in the manner that it does (interpretation) may be [an] effective way to distinguish quantitative from qualitative analytic processes involved in any particular study.” (bold added) (( EBN ))

Learn to Interpret Your Qualitative Data

This article explain what data analysis is and how to do it. To learn how to interpret the results, visualize, and write an insightful report, sign up for our handbook below.

Step 1a: Data collection methods and techniques in qualitative research: interviews and focus groups

Step 1 is collecting the data that you will need for the analysis. If you are not performing any interviews or focus groups to gather data, then you can skip this step. It’s for people who need to go into the field and collect raw information as part of their qualitative analysis.

Since the whole point of an interview and of qualitative analysis in general is to understand a research question better, you should start by making sure you have a specific, refined research question . Whether you’re a researcher by trade or a data analyst working on one-time project, you must know specifically what you want to understand in order to get results.

Good research questions are specific enough to guide action but open enough to leave room for insight and growth. Examples of good research questions include:

• Good : To what degree does living in a city impact the quality of a person’s life? (open-ended, complex)
• Bad : Does living in a city impact the quality of a person’s life? (closed, simple)

Once you understand the research question, you need to develop a list of interview questions. These questions should likewise be open-ended and provide liberty of expression to the responder. They should support the research question in an active way without prejudicing the response. Examples of good interview questions include:

• Good : Tell me what it’s like to live in a city versus in the country. (open, not leading)
• Bad : Don’t you prefer the city to the country because there are more people? (closed, leading)

Some additional helpful tips include:

• Begin each interview with a neutral question to get the person relaxed
• Limit each question to a single idea
• If you don’t understand, ask for clarity
• Do not pass any judgements
• Do not spend more than 15m on an interview, lest the quality of responses drop

Focus groups

The alternative to interviews is focus groups. Focus groups are a great way for you to get an idea for how people communicate their opinions in a group setting, rather than a one-on-one setting as in interviews.

In short, focus groups are gatherings of small groups of people from representative backgrounds who receive instruction, or “facilitation,” from a focus group leader. Typically, the leader will ask questions to stimulate conversation, reformulate questions to bring the discussion back to focus, and prevent the discussion from turning sour or giving way to bad faith.

Focus group questions should be open-ended like their interview neighbors, and they should stimulate some degree of disagreement. Disagreement often leads to valuable information about differing opinions, as people tend to say what they mean if contradicted.

However, focus group leaders must be careful not to let disagreements escalate, as anger can make people lie to be hurtful or simply to win an argument. And lies are not helpful in data analysis for qualitative research.

Step 1b: Tools for qualitative data collection

When it comes to data analysis for qualitative analysis, the tools you use to collect data should align to some degree with the tools you will use to analyze the data.

As mentioned in the intro, you will be focusing on analysis techniques that only require the traditional Microsoft suite programs: Microsoft Excel and Microsoft Word . At the same time, you can source supplementary tools from various websites, like Text Analyzer and WordCounter.

In short, the tools for qualitative data collection that you need are Excel and Word , as well as web-based free tools like Text Analyzer and WordCounter . These online tools are helpful in the quantitative part of your qualitative research.

Step 2: Gather all documents & transcribe non-written docs

Once you have your interviews and/or focus group transcripts, it’s time to decide if you need other documentation. If you do, you’ll need to gather it all into one place first, then develop a strategy for how to transcribe any non-written documents.

When do you need documentation other than interviews and focus groups? Two situations usually call for documentation. First , if you have little funding , then you can’t afford to run expensive interviews and focus groups.

Second , social science researchers typically focus on documents since their research questions are less concerned with subject-oriented data, while hard science and business researchers typically focus on interviews and focus groups because they want to know what people think, and they want to know today.

Non-written records

Other factors at play include the type of research, the field, and specific research goal. For those who need documentation and to describe non-written records, there are some steps to follow:

• Put all hard copy source documents into a sealed binder (I use plastic paper holders with elastic seals ).
• If you are sourcing directly from printed books or journals, then you will need to digitalize them by scanning them and making them text readable by the computer. To do so, turn all PDFs into Word documents using online tools such as PDF to Word Converter . This process is never full-proof, and it may be a source of error in the data collection, but it’s part of the process.
• If you are sourcing online documents, try as often as possible to get computer-readable PDF documents that you can easily copy/paste or convert. Locked PDFs are essentially a lost cause .
• Transcribe any audio files into written documents. There are free online tools available to help with this, such as 360converter . If you run a test through the system, you’ll see that the output is not 100%. The best way to use this tool is as a first draft generator. You can then correct and complete it with old fashioned, direct transcription.

Step 3: Decide on the type of qualitative research

Before step 3 you should have collected your data, transcribed it all into written-word documents, and compiled it in one place. Now comes the interesting part. You need to decide what you want to get out of your research by choosing an analytic angle, or type of qualitative research.

The available types of qualitative research are as follows. Each of them takes a unique angle that you must choose to get what information you want from the analysis . In addition, each of them has a different impact on the data analysis for qualitative research (coding vs word frequency) that we use.

Content analysis

Narrative analysis, discourse analysis.

• Framework analysis, and/or

Grounded theory

From a high level, content, narrative, and discourse analysis are actionable independent tactics, whereas framework analysis and grounded theory are ways of honing and applying the first three.

• Definition : Content analysis is identify and labelling themes of any kind within a text.
• Focus : Identifying any kind of pattern in written text, transcribed audio, or transcribed video. This could be thematic, word repetition, idea repetition. Most often, the patterns we find are idea that make up an argument.
• Goal : To simplify, standardize, and quickly reference ideas from any given text. Content analysis is a way to pull the main ideas from huge documents for comparison. In this way, it’s more a means to an end.
• Pros : The huge advantage of doing content analysis is that you can quickly process huge amounts of texts using simple coding and word frequency techniques we will look at below. To use a metaphore, it is to qualitative analysis documents what Spark notes are to books.
• Cons : The downside to content analysis is that it’s quite general. If you have a very specific, narrative research question, then tracing “any and all ideas” will not be very helpful to you.
• Definition : Narrative analysis is the reformulation and simplification of interview answers or documentation into small narrative components to identify story-like patterns.
• Focus : Understanding the text based on its narrative components as opposed to themes or other qualities.
• Goal : To reference the text from an angle closer to the nature of texts in order to obtain further insights.
• Pros : Narrative analysis is very useful for getting perspective on a topic in which you’re extremely limited. It can be easy to get tunnel vision when you’re digging for themes and ideas from a reason-centric perspective. Turning to a narrative approach will help you stay grounded. More importantly, it helps reveal different kinds of trends.
• Cons : Narrative analysis adds another layer of subjectivity to the instinctive nature of qualitative research. Many see it as too dependent on the researcher to hold any critical value.
• Definition : Discourse analysis is the textual analysis of naturally occurring speech. Any oral expression must be transcribed before undergoing legitimate discourse analysis.
• Focus : Understanding ideas and themes through language communicated orally rather than pre-processed on paper.
• Goal : To obtain insights from an angle outside the traditional content analysis on text.
• Pros : Provides a considerable advantage in some areas of study in order to understand how people communicate an idea, versus the idea itself. For example, discourse analysis is important in political campaigning. People rarely vote for the candidate who most closely corresponds to his/her beliefs, but rather for the person they like the most.
• Cons : As with narrative analysis, discourse analysis is more subjective in nature than content analysis, which focuses on ideas and patterns. Some do not consider it rigorous enough to be considered a legitimate subset of qualitative analysis, but these people are few.

Framework analysis

• Definition : Framework analysis is a kind of qualitative analysis that includes 5 ordered steps: coding, indexing, charting, mapping, and interpreting . In most ways, framework analysis is a synonym for qualitative analysis — the same thing. The significant difference is the importance it places on the perspective used in the analysis.
• Focus : Understanding patterns in themes and ideas.
• Goal : Creating one specific framework for looking at a text.
• Pros : Framework analysis is helpful when the researcher clearly understands what he/she wants from the project, as it’s a limitation approach. Since each of its step has defined parameters, framework analysis is very useful for teamwork.
• Cons : It can lead to tunnel vision.
• Definition : The use of content, narrative, and discourse analysis to examine a single case, in the hopes that discoveries from that case will lead to a foundational theory used to examine other like cases.
• Focus : A vast approach using multiple techniques in order to establish patterns.
• Goal : To develop a foundational theory.
• Pros : When successful, grounded theories can revolutionize entire fields of study.
• Cons : It’s very difficult to establish ground theories, and there’s an enormous amount of risk involved.

Step 4: Coding, word frequency, or both

Coding in data analysis for qualitative research is the process of writing 2-5 word codes that summarize at least 1 paragraphs of text (not writing computer code). This allows researchers to keep track of and analyze those codes. On the other hand, word frequency is the process of counting the presence and orientation of words within a text, which makes it the quantitative element in qualitative data analysis.

Video example of coding for data analysis in qualitative research

In short, coding in the context of data analysis for qualitative research follows 2 steps (video below):

• Reading through the text one time
• Adding 2-5 word summaries each time a significant theme or idea appears

Let’s look at a brief example of how to code for qualitative research in this video:

Click here for a link to the source text. 1

Example of word frequency processing

And word frequency is the process of finding a specific word or identifying the most common words through 3 steps:

• Decide if you want to find 1 word or identify the most common ones
• Use word’s “Replace” function to find a word or phrase
• Use Text Analyzer to find the most common terms

Here’s another look at word frequency processing and how you to do it. Let’s look at the same example above, but from a quantitative perspective.

Imagine we are already familiar with melanoma and KITs , and we want to analyze the text based on these keywords. One thing we can do is look for these words using the Replace function in word

• Locate the search bar
• Click replace
• Type in the word
• See the total results

Here’s a brief video example:

Another option is to use an online Text Analyzer. This methodology won’t help us find a specific word, but it will help us discover the top performing phrases and words. All you need to do it put in a link to a target page or paste a text. I pasted the abstract from our source text, and what turns up is as expected. Here’s a picture:

Step 5: Compile your data in a spreadsheet

After you have some coded data in the word document, you need to get it into excel for analysis. This process requires saving the word doc as an .htm extension, which makes it a website. Once you have the website, it’s as simple as opening that page, scrolling to the bottom, and copying/pasting the comments, or codes, into an excel document.

You will need to wrangle the data slightly in order to make it readable in excel. I’ve made a video to explain this process and places it below.

Step 6: Identify trends & analyze!

There are literally thousands of different ways to analyze qualitative data, and in most situations, the best technique depends on the information you want to get out of the research.

Nevertheless, there are a few go-to techniques. The most important of this is occurrences . In this short video, we finish the example from above by counting the number of times our codes appear. In this way, it’s very similar to word frequency (discussed above).

A few other options include:

• Ranking each code on a set of relevant criteria and clustering
• Pure cluster analysis
• Causal analysis

We cover different types of analysis like this on the website, so be sure to check out other articles on the home page .

How to analyze qualitative data from an interview

To analyze qualitative data from an interview , follow the same 6 steps for quantitative data analysis:

• Perform the interviews
• Transcribe the interviews onto paper
• Decide whether to either code analytical data (open, axial, selective), analyze word frequencies, or both
• Compile your data in a spreadsheet using document saving techniques (for windows and mac)
• Source text [ ↩ ]

About the Author

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• What Is Qualitative Research? | Methods & Examples

What Is Qualitative Research? | Methods & Examples

Published on June 19, 2020 by Pritha Bhandari . Revised on September 5, 2024.

Qualitative research involves collecting and analyzing non-numerical data (e.g., text, video, or audio) to understand concepts, opinions, or experiences. It can be used to gather in-depth insights into a problem or generate new ideas for research.

Qualitative research is the opposite of quantitative research , which involves collecting and analyzing numerical data for statistical analysis.

Qualitative research is commonly used in the humanities and social sciences, in subjects such as anthropology, sociology, education, health sciences, history, etc.

• How does social media shape body image in teenagers?
• How do children and adults interpret healthy eating in the UK?
• What factors influence employee retention in a large organization?
• How is anxiety experienced around the world?
• How can teachers integrate social issues into science curriculums?

Table of contents

Approaches to qualitative research, qualitative research methods, qualitative data analysis, advantages of qualitative research, disadvantages of qualitative research, other interesting articles, frequently asked questions about qualitative research.

Qualitative research is used to understand how people experience the world. While there are many approaches to qualitative research, they tend to be flexible and focus on retaining rich meaning when interpreting data.

Common approaches include grounded theory, ethnography , action research , phenomenological research, and narrative research. They share some similarities, but emphasize different aims and perspectives.

Note that qualitative research is at risk for certain research biases including the Hawthorne effect , observer bias , recall bias , and social desirability bias . While not always totally avoidable, awareness of potential biases as you collect and analyze your data can prevent them from impacting your work too much.

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Each of the research approaches involve using one or more data collection methods . These are some of the most common qualitative methods:

• Observations: recording what you have seen, heard, or encountered in detailed field notes.
• Interviews:  personally asking people questions in one-on-one conversations.
• Focus groups: asking questions and generating discussion among a group of people.
• Surveys : distributing questionnaires with open-ended questions.
• Secondary research: collecting existing data in the form of texts, images, audio or video recordings, etc.
• You take field notes with observations and reflect on your own experiences of the company culture.
• You distribute open-ended surveys to employees across all the company’s offices by email to find out if the culture varies across locations.
• You conduct in-depth interviews with employees in your office to learn about their experiences and perspectives in greater detail.

Qualitative researchers often consider themselves “instruments” in research because all observations, interpretations and analyses are filtered through their own personal lens.

For this reason, when writing up your methodology for qualitative research, it’s important to reflect on your approach and to thoroughly explain the choices you made in collecting and analyzing the data.

Qualitative data can take the form of texts, photos, videos and audio. For example, you might be working with interview transcripts, survey responses, fieldnotes, or recordings from natural settings.

Most types of qualitative data analysis share the same five steps:

• Prepare and organize your data. This may mean transcribing interviews or typing up fieldnotes.
• Review and explore your data. Examine the data for patterns or repeated ideas that emerge.
• Develop a data coding system. Based on your initial ideas, establish a set of codes that you can apply to categorize your data.
• Assign codes to the data. For example, in qualitative survey analysis, this may mean going through each participant’s responses and tagging them with codes in a spreadsheet. As you go through your data, you can create new codes to add to your system if necessary.
• Identify recurring themes. Link codes together into cohesive, overarching themes.

There are several specific approaches to analyzing qualitative data. Although these methods share similar processes, they emphasize different concepts.

Qualitative research often tries to preserve the voice and perspective of participants and can be adjusted as new research questions arise. Qualitative research is good for:

• Flexibility

The data collection and analysis process can be adapted as new ideas or patterns emerge. They are not rigidly decided beforehand.

• Natural settings

Data collection occurs in real-world contexts or in naturalistic ways.

• Meaningful insights

Detailed descriptions of people’s experiences, feelings and perceptions can be used in designing, testing or improving systems or products.

• Generation of new ideas

Open-ended responses mean that researchers can uncover novel problems or opportunities that they wouldn’t have thought of otherwise.

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Researchers must consider practical and theoretical limitations in analyzing and interpreting their data. Qualitative research suffers from:

• Unreliability

The real-world setting often makes qualitative research unreliable because of uncontrolled factors that affect the data.

• Subjectivity

Due to the researcher’s primary role in analyzing and interpreting data, qualitative research cannot be replicated . The researcher decides what is important and what is irrelevant in data analysis, so interpretations of the same data can vary greatly.

• Limited generalizability

Small samples are often used to gather detailed data about specific contexts. Despite rigorous analysis procedures, it is difficult to draw generalizable conclusions because the data may be biased and unrepresentative of the wider population .

• Labor-intensive

Although software can be used to manage and record large amounts of text, data analysis often has to be checked or performed manually.

If you want to know more about statistics , methodology , or research bias , make sure to check out some of our other articles with explanations and examples.

• Chi square goodness of fit test
• Degrees of freedom
• Null hypothesis
• Discourse analysis
• Control groups
• Mixed methods research
• Non-probability sampling
• Quantitative research
• Inclusion and exclusion criteria

Research bias

• Rosenthal effect
• Implicit bias
• Cognitive bias
• Selection bias
• Negativity bias
• Status quo bias

Quantitative research deals with numbers and statistics, while qualitative research deals with words and meanings.

Quantitative methods allow you to systematically measure variables and test hypotheses . Qualitative methods allow you to explore concepts and experiences in more detail.

There are five common approaches to qualitative research :

• Grounded theory involves collecting data in order to develop new theories.
• Ethnography involves immersing yourself in a group or organization to understand its culture.
• Narrative research involves interpreting stories to understand how people make sense of their experiences and perceptions.
• Phenomenological research involves investigating phenomena through people’s lived experiences.
• Action research links theory and practice in several cycles to drive innovative changes.

Data collection is the systematic process by which observations or measurements are gathered in research. It is used in many different contexts by academics, governments, businesses, and other organizations.

There are various approaches to qualitative data analysis , but they all share five steps in common:

• Prepare and organize your data.
• Review and explore your data.
• Develop a data coding system.
• Assign codes to the data.
• Identify recurring themes.

The specifics of each step depend on the focus of the analysis. Some common approaches include textual analysis , thematic analysis , and discourse analysis .

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Learning Qualitative Research Processes

• Thematic Analysis
• Participant Observation (Ethnography)
• Psychological Narrative Analysis
• Sentiment Analysis
• Introduction to Open Coding An introductory guide to the Open Coding process using Taguette, ATLAS.ti, and MAXQDA.
• Thinking about the Coding Process in Qualitative Data Analysis. Elliott, Victoria. “Thinking about the Coding Process in Qualitative Data Analysis.” The Qualitative Report, November 24, 2018. https://doi.org/10.46743/2160-3715/2018.3560.
• The Coding Manual for Qualitative Researchers Saldaña,J.(2016). The coding manual for qualitative researchers. Los Angeles, Calif.L Sage Publications
• Encyclopedia of Case Study Research Liu, F., Maitlis, S., Mills, A. J., Durepos, G., & Wiebe, E. (2010). Encyclopedia of case study research. Thousand Oaks, CA: SAGE Publications.
• Introduction to Thematic Analysis with Digital Tools A practical guide to Thematic Analysis methods and how to use Data Services software with this methodology.
• Thematic Analysis Fugard, Andi, and Henry W Potts. "Thematic Analysis." In SAGE Research Methods Foundations, edited by Paul Atkinson, Sara Delamont, Alexandru Cernat, Joseph W. Sakshaug, and Richard A. Williams.London: SAGE Publications Ltd., 2019. https://dx.doi.org/10.4135/9781526421036858333.
• Thematic Networks: An Analytic Tool for Qualitative Research Attride-Stirling, J. 2001. “Thematic Networks: An Analytic Tool for Qualitative Research.” Qualitative Research 1 (3): 385–405. Accessed November 1. doi:10.1177/146879410100100307.
• Participant Observation An introductory level How-to Guide for using qualitative software for analyzing ethnographic participant observations.
• Introduction to Psychological Qualitative Narrative Analysis with Digital Tools Learn the basics of conducting qualitative narrative analysis with data services supported tools.
• Introduction to Sentiment Analysis Learn how to leverage sentiment analysis tools in ATLAS.ti and MAXQDA.

Resources for Qualitative Research

• Qualitative Research Bibliography
• Qualitative Data Respository
• UK Data Archive
• Bazeley, P. & Johnson, K. (2013). Qualitative data analysis with NVivo.London: Sage. 
• Berg, B. (2001) Qualitative research methods for the social sciences, Allyn & Bacon,9th Edition
• Charmaz, K. (2010). Grounded theory: Objectivist and constructivist methods. In W. Luttrell (Ed.), Qualitative educational research: Readings in reflexive methodology and transformative practice (pp. 183-207). New York: Routledge. 
• Charmaz, K. (2001). Qualitative interviewing and grounded theory analysis. In Gubrium, J. F., & Holstein, J. A. Handbook of interview research (pp. 675-694). : SAGE Publications Ltd. 
• Corbin, J. & Strauss , A. (2015). Basics of qualitative research: Techniques and procedures for developing grounded theory (4thed.) Thousand Oaks, CA: Sage. 
• Creswell, J.  (2012).Qualitative Inquiry and Research Design: Choosing among Five Approaches.Sage Publications.
• Flick, U. (2017). The SAGE handbook of qualitative data analysis.Los Angeles: SAGE Publications 
• Friese, S.  (2011) Qualitative Data Analysis with Atlas Ti. London: Sage. 
• Glaser, B.G. & Strauss, A.L.  (1967) The discovery of grounded theory: Strategies for qualitative research. New York Aldine de Grutyter. 
• Lawson, H. et. al (2015). Participatory action research.New York: Oxford University Press.
• Liggett, A.M, Glesne, C.E., Johnston, A.P., Hasazi, S.B., & Schattman, R.A. (1994). 'Teaming in qualitative research: lessons learned'. Qualitative Studies in Education , Vol 7 No. 1
• MacQueen, K.M., McLellan, E., Kay, K., Milstein, B. (1999). 'Codebook Development for Team-based Qualitative Analysis'. Cultural Anthropology Methods Vol. 10 No.2
• Merriham, S..B. & Tisdell, E.J. (2016). Qualitative research: a guide to design and implementation.Josey-Bass. 
• Miles, M.B., Huberman, A.M. & Saldana, J.  (2014).  Qualitative data analysis: a methods sourcebook.Thousand Oaks: Sage 
• Saldaña,J. (2016). The coding manual for qualitative researchers. Los Angeles, Calif.L Sage Publications
• Sprokkereef, A., Lakin, E., Pole, C. J., & Burgess, R. G. (1995). 'The data, the team, and the Ethnograph'. in R. G. Burgess (Ed.), Computing and Qualitative Research (Vol. 5,). Greenwich: Jai Press, Inc.
• Wertz, F.J. (2011). Five ways of doing qualitative analysis: phenomenological psychology, grounded theory, discourse analysis, narrative research and intuitive inquiry. 
• Wolcott, H . (2009). Writing up qualitative research. Thousand Oaks, CA: Sage Publications.
• Woolf, N.H. (2017). Qualitative analysis using Atlas. TI: The five-level QDA method. London: Taylor and Francis.

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To register for an account with the QDR:

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Qualitative Research: Data Collection, Analysis, and Management

Introduction.

In an earlier paper, 1 we presented an introduction to using qualitative research methods in pharmacy practice. In this article, we review some principles of the collection, analysis, and management of qualitative data to help pharmacists interested in doing research in their practice to continue their learning in this area. Qualitative research can help researchers to access the thoughts and feelings of research participants, which can enable development of an understanding of the meaning that people ascribe to their experiences. Whereas quantitative research methods can be used to determine how many people undertake particular behaviours, qualitative methods can help researchers to understand how and why such behaviours take place. Within the context of pharmacy practice research, qualitative approaches have been used to examine a diverse array of topics, including the perceptions of key stakeholders regarding prescribing by pharmacists and the postgraduation employment experiences of young pharmacists (see “Further Reading” section at the end of this article).

In the previous paper, 1 we outlined 3 commonly used methodologies: ethnography 2 , grounded theory 3 , and phenomenology. 4 Briefly, ethnography involves researchers using direct observation to study participants in their “real life” environment, sometimes over extended periods. Grounded theory and its later modified versions (e.g., Strauss and Corbin 5 ) use face-to-face interviews and interactions such as focus groups to explore a particular research phenomenon and may help in clarifying a less-well-understood problem, situation, or context. Phenomenology shares some features with grounded theory (such as an exploration of participants’ behaviour) and uses similar techniques to collect data, but it focuses on understanding how human beings experience their world. It gives researchers the opportunity to put themselves in another person’s shoes and to understand the subjective experiences of participants. 6 Some researchers use qualitative methodologies but adopt a different standpoint, and an example of this appears in the work of Thurston and others, 7 discussed later in this paper.

Qualitative work requires reflection on the part of researchers, both before and during the research process, as a way of providing context and understanding for readers. When being reflexive, researchers should not try to simply ignore or avoid their own biases (as this would likely be impossible); instead, reflexivity requires researchers to reflect upon and clearly articulate their position and subjectivities (world view, perspectives, biases), so that readers can better understand the filters through which questions were asked, data were gathered and analyzed, and findings were reported. From this perspective, bias and subjectivity are not inherently negative but they are unavoidable; as a result, it is best that they be articulated up-front in a manner that is clear and coherent for readers.

THE PARTICIPANT’S VIEWPOINT

What qualitative study seeks to convey is why people have thoughts and feelings that might affect the way they behave. Such study may occur in any number of contexts, but here, we focus on pharmacy practice and the way people behave with regard to medicines use (e.g., to understand patients’ reasons for nonadherence with medication therapy or to explore physicians’ resistance to pharmacists’ clinical suggestions). As we suggested in our earlier article, 1 an important point about qualitative research is that there is no attempt to generalize the findings to a wider population. Qualitative research is used to gain insights into people’s feelings and thoughts, which may provide the basis for a future stand-alone qualitative study or may help researchers to map out survey instruments for use in a quantitative study. It is also possible to use different types of research in the same study, an approach known as “mixed methods” research, and further reading on this topic may be found at the end of this paper.

The role of the researcher in qualitative research is to attempt to access the thoughts and feelings of study participants. This is not an easy task, as it involves asking people to talk about things that may be very personal to them. Sometimes the experiences being explored are fresh in the participant’s mind, whereas on other occasions reliving past experiences may be difficult. However the data are being collected, a primary responsibility of the researcher is to safeguard participants and their data. Mechanisms for such safeguarding must be clearly articulated to participants and must be approved by a relevant research ethics review board before the research begins. Researchers and practitioners new to qualitative research should seek advice from an experienced qualitative researcher before embarking on their project.

DATA COLLECTION

Whatever philosophical standpoint the researcher is taking and whatever the data collection method (e.g., focus group, one-to-one interviews), the process will involve the generation of large amounts of data. In addition to the variety of study methodologies available, there are also different ways of making a record of what is said and done during an interview or focus group, such as taking handwritten notes or video-recording. If the researcher is audio- or video-recording data collection, then the recordings must be transcribed verbatim before data analysis can begin. As a rough guide, it can take an experienced researcher/transcriber 8 hours to transcribe one 45-minute audio-recorded interview, a process than will generate 20–30 pages of written dialogue.

Many researchers will also maintain a folder of “field notes” to complement audio-taped interviews. Field notes allow the researcher to maintain and comment upon impressions, environmental contexts, behaviours, and nonverbal cues that may not be adequately captured through the audio-recording; they are typically handwritten in a small notebook at the same time the interview takes place. Field notes can provide important context to the interpretation of audio-taped data and can help remind the researcher of situational factors that may be important during data analysis. Such notes need not be formal, but they should be maintained and secured in a similar manner to audio tapes and transcripts, as they contain sensitive information and are relevant to the research. For more information about collecting qualitative data, please see the “Further Reading” section at the end of this paper.

DATA ANALYSIS AND MANAGEMENT

If, as suggested earlier, doing qualitative research is about putting oneself in another person’s shoes and seeing the world from that person’s perspective, the most important part of data analysis and management is to be true to the participants. It is their voices that the researcher is trying to hear, so that they can be interpreted and reported on for others to read and learn from. To illustrate this point, consider the anonymized transcript excerpt presented in Appendix 1 , which is taken from a research interview conducted by one of the authors (J.S.). We refer to this excerpt throughout the remainder of this paper to illustrate how data can be managed, analyzed, and presented.

Interpretation of Data

Interpretation of the data will depend on the theoretical standpoint taken by researchers. For example, the title of the research report by Thurston and others, 7 “Discordant indigenous and provider frames explain challenges in improving access to arthritis care: a qualitative study using constructivist grounded theory,” indicates at least 2 theoretical standpoints. The first is the culture of the indigenous population of Canada and the place of this population in society, and the second is the social constructivist theory used in the constructivist grounded theory method. With regard to the first standpoint, it can be surmised that, to have decided to conduct the research, the researchers must have felt that there was anecdotal evidence of differences in access to arthritis care for patients from indigenous and non-indigenous backgrounds. With regard to the second standpoint, it can be surmised that the researchers used social constructivist theory because it assumes that behaviour is socially constructed; in other words, people do things because of the expectations of those in their personal world or in the wider society in which they live. (Please see the “Further Reading” section for resources providing more information about social constructivist theory and reflexivity.) Thus, these 2 standpoints (and there may have been others relevant to the research of Thurston and others 7 ) will have affected the way in which these researchers interpreted the experiences of the indigenous population participants and those providing their care. Another standpoint is feminist standpoint theory which, among other things, focuses on marginalized groups in society. Such theories are helpful to researchers, as they enable us to think about things from a different perspective. Being aware of the standpoints you are taking in your own research is one of the foundations of qualitative work. Without such awareness, it is easy to slip into interpreting other people’s narratives from your own viewpoint, rather than that of the participants.

To analyze the example in Appendix 1 , we will adopt a phenomenological approach because we want to understand how the participant experienced the illness and we want to try to see the experience from that person’s perspective. It is important for the researcher to reflect upon and articulate his or her starting point for such analysis; for example, in the example, the coder could reflect upon her own experience as a female of a majority ethnocultural group who has lived within middle class and upper middle class settings. This personal history therefore forms the filter through which the data will be examined. This filter does not diminish the quality or significance of the analysis, since every researcher has his or her own filters; however, by explicitly stating and acknowledging what these filters are, the researcher makes it easer for readers to contextualize the work.

Transcribing and Checking

For the purposes of this paper it is assumed that interviews or focus groups have been audio-recorded. As mentioned above, transcribing is an arduous process, even for the most experienced transcribers, but it must be done to convert the spoken word to the written word to facilitate analysis. For anyone new to conducting qualitative research, it is beneficial to transcribe at least one interview and one focus group. It is only by doing this that researchers realize how difficult the task is, and this realization affects their expectations when asking others to transcribe. If the research project has sufficient funding, then a professional transcriber can be hired to do the work. If this is the case, then it is a good idea to sit down with the transcriber, if possible, and talk through the research and what the participants were talking about. This background knowledge for the transcriber is especially important in research in which people are using jargon or medical terms (as in pharmacy practice). Involving your transcriber in this way makes the work both easier and more rewarding, as he or she will feel part of the team. Transcription editing software is also available, but it is expensive. For example, ELAN (more formally known as EUDICO Linguistic Annotator, developed at the Technical University of Berlin) 8 is a tool that can help keep data organized by linking media and data files (particularly valuable if, for example, video-taping of interviews is complemented by transcriptions). It can also be helpful in searching complex data sets. Products such as ELAN do not actually automatically transcribe interviews or complete analyses, and they do require some time and effort to learn; nonetheless, for some research applications, it may be a valuable to consider such software tools.

All audio recordings should be transcribed verbatim, regardless of how intelligible the transcript may be when it is read back. Lines of text should be numbered. Once the transcription is complete, the researcher should read it while listening to the recording and do the following: correct any spelling or other errors; anonymize the transcript so that the participant cannot be identified from anything that is said (e.g., names, places, significant events); insert notations for pauses, laughter, looks of discomfort; insert any punctuation, such as commas and full stops (periods) (see Appendix 1 for examples of inserted punctuation), and include any other contextual information that might have affected the participant (e.g., temperature or comfort of the room).

Dealing with the transcription of a focus group is slightly more difficult, as multiple voices are involved. One way of transcribing such data is to “tag” each voice (e.g., Voice A, Voice B). In addition, the focus group will usually have 2 facilitators, whose respective roles will help in making sense of the data. While one facilitator guides participants through the topic, the other can make notes about context and group dynamics. More information about group dynamics and focus groups can be found in resources listed in the “Further Reading” section.

Reading between the Lines

During the process outlined above, the researcher can begin to get a feel for the participant’s experience of the phenomenon in question and can start to think about things that could be pursued in subsequent interviews or focus groups (if appropriate). In this way, one participant’s narrative informs the next, and the researcher can continue to interview until nothing new is being heard or, as it says in the text books, “saturation is reached”. While continuing with the processes of coding and theming (described in the next 2 sections), it is important to consider not just what the person is saying but also what they are not saying. For example, is a lengthy pause an indication that the participant is finding the subject difficult, or is the person simply deciding what to say? The aim of the whole process from data collection to presentation is to tell the participants’ stories using exemplars from their own narratives, thus grounding the research findings in the participants’ lived experiences.

Smith 9 suggested a qualitative research method known as interpretative phenomenological analysis, which has 2 basic tenets: first, that it is rooted in phenomenology, attempting to understand the meaning that individuals ascribe to their lived experiences, and second, that the researcher must attempt to interpret this meaning in the context of the research. That the researcher has some knowledge and expertise in the subject of the research means that he or she can have considerable scope in interpreting the participant’s experiences. Larkin and others 10 discussed the importance of not just providing a description of what participants say. Rather, interpretative phenomenological analysis is about getting underneath what a person is saying to try to truly understand the world from his or her perspective.

Once all of the research interviews have been transcribed and checked, it is time to begin coding. Field notes compiled during an interview can be a useful complementary source of information to facilitate this process, as the gap in time between an interview, transcribing, and coding can result in memory bias regarding nonverbal or environmental context issues that may affect interpretation of data.

Coding refers to the identification of topics, issues, similarities, and differences that are revealed through the participants’ narratives and interpreted by the researcher. This process enables the researcher to begin to understand the world from each participant’s perspective. Coding can be done by hand on a hard copy of the transcript, by making notes in the margin or by highlighting and naming sections of text. More commonly, researchers use qualitative research software (e.g., NVivo, QSR International Pty Ltd; www.qsrinternational.com/products_nvivo.aspx ) to help manage their transcriptions. It is advised that researchers undertake a formal course in the use of such software or seek supervision from a researcher experienced in these tools.

Returning to Appendix 1 and reading from lines 8–11, a code for this section might be “diagnosis of mental health condition”, but this would just be a description of what the participant is talking about at that point. If we read a little more deeply, we can ask ourselves how the participant might have come to feel that the doctor assumed he or she was aware of the diagnosis or indeed that they had only just been told the diagnosis. There are a number of pauses in the narrative that might suggest the participant is finding it difficult to recall that experience. Later in the text, the participant says “nobody asked me any questions about my life” (line 19). This could be coded simply as “health care professionals’ consultation skills”, but that would not reflect how the participant must have felt never to be asked anything about his or her personal life, about the participant as a human being. At the end of this excerpt, the participant just trails off, recalling that no-one showed any interest, which makes for very moving reading. For practitioners in pharmacy, it might also be pertinent to explore the participant’s experience of akathisia and why this was left untreated for 20 years.

One of the questions that arises about qualitative research relates to the reliability of the interpretation and representation of the participants’ narratives. There are no statistical tests that can be used to check reliability and validity as there are in quantitative research. However, work by Lincoln and Guba 11 suggests that there are other ways to “establish confidence in the ‘truth’ of the findings” (p. 218). They call this confidence “trustworthiness” and suggest that there are 4 criteria of trustworthiness: credibility (confidence in the “truth” of the findings), transferability (showing that the findings have applicability in other contexts), dependability (showing that the findings are consistent and could be repeated), and confirmability (the extent to which the findings of a study are shaped by the respondents and not researcher bias, motivation, or interest).

One way of establishing the “credibility” of the coding is to ask another researcher to code the same transcript and then to discuss any similarities and differences in the 2 resulting sets of codes. This simple act can result in revisions to the codes and can help to clarify and confirm the research findings.

Theming refers to the drawing together of codes from one or more transcripts to present the findings of qualitative research in a coherent and meaningful way. For example, there may be examples across participants’ narratives of the way in which they were treated in hospital, such as “not being listened to” or “lack of interest in personal experiences” (see Appendix 1 ). These may be drawn together as a theme running through the narratives that could be named “the patient’s experience of hospital care”. The importance of going through this process is that at its conclusion, it will be possible to present the data from the interviews using quotations from the individual transcripts to illustrate the source of the researchers’ interpretations. Thus, when the findings are organized for presentation, each theme can become the heading of a section in the report or presentation. Underneath each theme will be the codes, examples from the transcripts, and the researcher’s own interpretation of what the themes mean. Implications for real life (e.g., the treatment of people with chronic mental health problems) should also be given.

DATA SYNTHESIS

In this final section of this paper, we describe some ways of drawing together or “synthesizing” research findings to represent, as faithfully as possible, the meaning that participants ascribe to their life experiences. This synthesis is the aim of the final stage of qualitative research. For most readers, the synthesis of data presented by the researcher is of crucial significance—this is usually where “the story” of the participants can be distilled, summarized, and told in a manner that is both respectful to those participants and meaningful to readers. There are a number of ways in which researchers can synthesize and present their findings, but any conclusions drawn by the researchers must be supported by direct quotations from the participants. In this way, it is made clear to the reader that the themes under discussion have emerged from the participants’ interviews and not the mind of the researcher. The work of Latif and others 12 gives an example of how qualitative research findings might be presented.

Planning and Writing the Report

As has been suggested above, if researchers code and theme their material appropriately, they will naturally find the headings for sections of their report. Qualitative researchers tend to report “findings” rather than “results”, as the latter term typically implies that the data have come from a quantitative source. The final presentation of the research will usually be in the form of a report or a paper and so should follow accepted academic guidelines. In particular, the article should begin with an introduction, including a literature review and rationale for the research. There should be a section on the chosen methodology and a brief discussion about why qualitative methodology was most appropriate for the study question and why one particular methodology (e.g., interpretative phenomenological analysis rather than grounded theory) was selected to guide the research. The method itself should then be described, including ethics approval, choice of participants, mode of recruitment, and method of data collection (e.g., semistructured interviews or focus groups), followed by the research findings, which will be the main body of the report or paper. The findings should be written as if a story is being told; as such, it is not necessary to have a lengthy discussion section at the end. This is because much of the discussion will take place around the participants’ quotes, such that all that is needed to close the report or paper is a summary, limitations of the research, and the implications that the research has for practice. As stated earlier, it is not the intention of qualitative research to allow the findings to be generalized, and therefore this is not, in itself, a limitation.

Planning out the way that findings are to be presented is helpful. It is useful to insert the headings of the sections (the themes) and then make a note of the codes that exemplify the thoughts and feelings of your participants. It is generally advisable to put in the quotations that you want to use for each theme, using each quotation only once. After all this is done, the telling of the story can begin as you give your voice to the experiences of the participants, writing around their quotations. Do not be afraid to draw assumptions from the participants’ narratives, as this is necessary to give an in-depth account of the phenomena in question. Discuss these assumptions, drawing on your participants’ words to support you as you move from one code to another and from one theme to the next. Finally, as appropriate, it is possible to include examples from literature or policy documents that add support for your findings. As an exercise, you may wish to code and theme the sample excerpt in Appendix 1 and tell the participant’s story in your own way. Further reading about “doing” qualitative research can be found at the end of this paper.

CONCLUSIONS

Qualitative research can help researchers to access the thoughts and feelings of research participants, which can enable development of an understanding of the meaning that people ascribe to their experiences. It can be used in pharmacy practice research to explore how patients feel about their health and their treatment. Qualitative research has been used by pharmacists to explore a variety of questions and problems (see the “Further Reading” section for examples). An understanding of these issues can help pharmacists and other health care professionals to tailor health care to match the individual needs of patients and to develop a concordant relationship. Doing qualitative research is not easy and may require a complete rethink of how research is conducted, particularly for researchers who are more familiar with quantitative approaches. There are many ways of conducting qualitative research, and this paper has covered some of the practical issues regarding data collection, analysis, and management. Further reading around the subject will be essential to truly understand this method of accessing peoples’ thoughts and feelings to enable researchers to tell participants’ stories.

Appendix 1. Excerpt from a sample transcript

The participant (age late 50s) had suffered from a chronic mental health illness for 30 years. The participant had become a “revolving door patient,” someone who is frequently in and out of hospital. As the participant talked about past experiences, the researcher asked:

• What was treatment like 30 years ago?
• Umm—well it was pretty much they could do what they wanted with you because I was put into the er, the er kind of system er, I was just on
• endless section threes.
• Really…
• But what I didn’t realize until later was that if you haven’t actually posed a threat to someone or yourself they can’t really do that but I didn’t know
• that. So wh-when I first went into hospital they put me on the forensic ward ’cause they said, “We don’t think you’ll stay here we think you’ll just
• run-run away.” So they put me then onto the acute admissions ward and – er – I can remember one of the first things I recall when I got onto that
• ward was sitting down with a er a Dr XXX. He had a book this thick [gestures] and on each page it was like three questions and he went through
• all these questions and I answered all these questions. So we’re there for I don’t maybe two hours doing all that and he asked me he said “well
• when did somebody tell you then that you have schizophrenia” I said “well nobody’s told me that” so he seemed very surprised but nobody had
• actually [pause] whe-when I first went up there under police escort erm the senior kind of consultants people I’d been to where I was staying and
• ermm so er [pause] I . . . the, I can remember the very first night that I was there and given this injection in this muscle here [gestures] and just
• having dreadful side effects the next day I woke up [pause]
• . . . and I suffered that akathesia I swear to you, every minute of every day for about 20 years.
• Oh how awful.
• And that side of it just makes life impossible so the care on the wards [pause] umm I don’t know it’s kind of, it’s kind of hard to put into words
• [pause]. Because I’m not saying they were sort of like not friendly or interested but then nobody ever seemed to want to talk about your life [pause]
• nobody asked me any questions about my life. The only questions that came into was they asked me if I’d be a volunteer for these student exams
• and things and I said “yeah” so all the questions were like “oh what jobs have you done,” er about your relationships and things and er but
• nobody actually sat down and had a talk and showed some interest in you as a person you were just there basically [pause] um labelled and you
• know there was there was [pause] but umm [pause] yeah . . .

This article is the 10th in the CJHP Research Primer Series, an initiative of the CJHP Editorial Board and the CSHP Research Committee. The planned 2-year series is intended to appeal to relatively inexperienced researchers, with the goal of building research capacity among practising pharmacists. The articles, presenting simple but rigorous guidance to encourage and support novice researchers, are being solicited from authors with appropriate expertise.

Previous articles in this series:

Bond CM. The research jigsaw: how to get started. Can J Hosp Pharm . 2014;67(1):28–30.

Tully MP. Research: articulating questions, generating hypotheses, and choosing study designs. Can J Hosp Pharm . 2014;67(1):31–4.

Loewen P. Ethical issues in pharmacy practice research: an introductory guide. Can J Hosp Pharm. 2014;67(2):133–7.

Tsuyuki RT. Designing pharmacy practice research trials. Can J Hosp Pharm . 2014;67(3):226–9.

Bresee LC. An introduction to developing surveys for pharmacy practice research. Can J Hosp Pharm . 2014;67(4):286–91.

Gamble JM. An introduction to the fundamentals of cohort and case–control studies. Can J Hosp Pharm . 2014;67(5):366–72.

Austin Z, Sutton J. Qualitative research: getting started. C an J Hosp Pharm . 2014;67(6):436–40.

Houle S. An introduction to the fundamentals of randomized controlled trials in pharmacy research. Can J Hosp Pharm . 2014; 68(1):28–32.

Charrois TL. Systematic reviews: What do you need to know to get started? Can J Hosp Pharm . 2014;68(2):144–8.

Competing interests: None declared.

Further Reading

Examples of qualitative research in pharmacy practice.

• Farrell B, Pottie K, Woodend K, Yao V, Dolovich L, Kennie N, et al. Shifts in expectations: evaluating physicians’ perceptions as pharmacists integrated into family practice. J Interprof Care. 2010; 24 (1):80–9. [ PubMed ] [ Google Scholar ]
• Gregory P, Austin Z. Postgraduation employment experiences of new pharmacists in Ontario in 2012–2013. Can Pharm J. 2014; 147 (5):290–9. [ PMC free article ] [ PubMed ] [ Google Scholar ]
• Marks PZ, Jennnings B, Farrell B, Kennie-Kaulbach N, Jorgenson D, Pearson-Sharpe J, et al. “I gained a skill and a change in attitude”: a case study describing how an online continuing professional education course for pharmacists supported achievement of its transfer to practice outcomes. Can J Univ Contin Educ. 2014; 40 (2):1–18. [ Google Scholar ]
• Nair KM, Dolovich L, Brazil K, Raina P. It’s all about relationships: a qualitative study of health researchers’ perspectives on interdisciplinary research. BMC Health Serv Res. 2008; 8 :110. [ PMC free article ] [ PubMed ] [ Google Scholar ]
• Pojskic N, MacKeigan L, Boon H, Austin Z. Initial perceptions of key stakeholders in Ontario regarding independent prescriptive authority for pharmacists. Res Soc Adm Pharm. 2014; 10 (2):341–54. [ PubMed ] [ Google Scholar ]

Qualitative Research in General

• Breakwell GM, Hammond S, Fife-Schaw C. Research methods in psychology. Thousand Oaks (CA): Sage Publications; 1995. [ Google Scholar ]
• Given LM. 100 questions (and answers) about qualitative research. Thousand Oaks (CA): Sage Publications; 2015. [ Google Scholar ]
• Miles B, Huberman AM. Qualitative data analysis. Thousand Oaks (CA): Sage Publications; 2009. [ Google Scholar ]
• Patton M. Qualitative research and evaluation methods. Thousand Oaks (CA): Sage Publications; 2002. [ Google Scholar ]
• Willig C. Introducing qualitative research in psychology. Buckingham (UK): Open University Press; 2001. [ Google Scholar ]

Group Dynamics in Focus Groups

• Farnsworth J, Boon B. Analysing group dynamics within the focus group. Qual Res. 2010; 10 (5):605–24. [ Google Scholar ]

Social Constructivism

• Social constructivism. Berkeley (CA): University of California, Berkeley, Berkeley Graduate Division, Graduate Student Instruction Teaching & Resource Center; [cited 2015 June 4]. Available from: http://gsi.berkeley.edu/gsi-guide-contents/learning-theory-research/social-constructivism/ [ Google Scholar ]

Mixed Methods

• Creswell J. Research design: qualitative, quantitative, and mixed methods approaches. Thousand Oaks (CA): Sage Publications; 2009. [ Google Scholar ]

Collecting Qualitative Data

• Arksey H, Knight P. Interviewing for social scientists: an introductory resource with examples. Thousand Oaks (CA): Sage Publications; 1999. [ Google Scholar ]
• Guest G, Namey EE, Mitchel ML. Collecting qualitative data: a field manual for applied research. Thousand Oaks (CA): Sage Publications; 2013. [ Google Scholar ]

Constructivist Grounded Theory

• Charmaz K. Grounded theory: objectivist and constructivist methods. In: Denzin N, Lincoln Y, editors. Handbook of qualitative research. 2nd ed. Thousand Oaks (CA): Sage Publications; 2000. pp. 509–35. [ Google Scholar ]

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Data Analysis in Qualitative Research

Discover essential qualitative data analysis methods in this comprehensive guide. Learn how to analyze qualitative data effectively using various techniques and software tools. From coding strategies to thematic analysis, this article covers key aspects of data analysis in qualitative research.

While numbers tell us "what" and "how much," qualitative data reveals the crucial "why" and "how." But let's face it - turning mountains of text, images, and observations into meaningful insights can be daunting.

This guide dives deep into the art and science of how to analyze qualitative data. We'll explore cutting-edge techniques, free qualitative data analysis software, and strategies to make your analysis more rigorous and insightful. Expect practical, actionable advice on qualitative data analysis methods, whether you're a seasoned researcher looking to refine your skills or a team leader aiming to extract more value from your qualitative data.

What is qualitative data?

Qualitative data is non-numerical information that describes qualities or characteristics. It includes text, images, audio, and video. 

This data type captures complex human experiences, behaviors, and opinions that numbers alone can't express.

A qualitative data example can include interview transcripts, open-ended survey responses, field notes from observations, social media posts and customer reviews

Importance of qualitative data

Qualitative data is vital for several reasons:

• It provides a deep, nuanced understanding of complex phenomena.
• It captures the 'why' behind behaviors and opinions.
• It allows for unexpected discoveries and new research directions.
• It puts people's experiences and perspectives at the forefront.
• It enhances quantitative findings with depth and detail.

What is data analysis in qualitative research?

Data analysis in qualitative research is the process of examining and interpreting non-numerical data to uncover patterns, themes, and insights. It aims to make sense of rich, detailed information gathered through methods like interviews, focus groups, or observations.

This analysis moves beyond simple description. It seeks to understand the underlying meanings, contexts, and relationships within the data. The goal is to create a coherent narrative that answers research questions and generates new knowledge.

How is qualitative data analysis different from quantitative data analysis?

Qualitative and quantitative data analyses differ in several key ways:

• Data type: Qualitative analysis uses non-numerical data (text, images), while quantitative analysis uses numerical data.
• Approach: Qualitative analysis is inductive and exploratory. Quantitative analysis is deductive and confirmatory.
• Sample size: Qualitative studies often use smaller samples. Quantitative studies typically need larger samples for statistical validity.
• Depth vs. breadth: Qualitative analysis provides in-depth insights about a few cases. Quantitative analysis offers broader insights across many cases.
• Subjectivity: Qualitative analysis involves more subjective interpretation. Quantitative analysis aims for objective, statistical measures.

What are the 3 main components of qualitative data analysis?

The three main components of qualitative data analysis are:

• Data reduction: Simplifying and focusing the raw data through coding and categorization.
• Data display: Organizing the reduced data into visual formats like matrices, charts, or networks.
• Conclusion drawing/verification: Interpreting the displayed data and verifying the conclusions.

These components aren't linear steps. Instead, they form an iterative process where researchers move back and forth between them throughout the analysis.

How do you write a qualitative analysis?

Step 1: organize your data.

Start with bringing all your qualitative research data in one place. A repository can be of immense help here. Transcribe interviews , compile field notes, and gather all relevant materials.

Immerse yourself in the data. Read through everything multiple times.

Step 2: Code & identify themes

Identify and label key concepts, themes, or patterns. Group related codes into broader themes or categories. Try to connect themes to tell a coherent story that answers your research questions.

Pick out direct quotes from your data to illustrate key points.

Step 3: Interpret and reflect

Explain what your results mean in the context of your research and existing literature.

Als discuss, identify and try to eliminate potential biases or limitations in your analysis. 

Summarize main insights and their implications.

What are the 5 qualitative data analysis methods?

Thematic Analysis Identifying, analyzing, and reporting patterns (themes) within data.

Content Analysis Systematically categorizing and counting the occurrence of specific elements in text.

Grounded Theory Developing theory from data through iterative coding and analysis.

Discourse Analysis Examining language use and meaning in social contexts.

Narrative Analysis Interpreting stories and personal accounts to understand experiences and meanings.

Each method suits different research goals and data types. Researchers often combine methods for comprehensive analysis.

What are the 4 data collection methods in qualitative research?

When it comes to collecting qualitative data, researchers primarily rely on four methods.

• Interviews : One-on-one conversations to gather in-depth information.
• Focus Groups : Group discussions to explore collective opinions and experiences.
• Observations : Watching and recording behaviors in natural settings.
• Document Analysis : Examining existing texts, images, or artifacts.

Researchers often use multiple methods to gain a comprehensive understanding of their topic.

How is qualitative data analysis measured?

Unlike quantitative data, qualitative data analysis isn't measured in traditional numerical terms. Instead, its quality is evaluated based on several criteria. 

Trustworthiness is key, encompassing the credibility, transferability, dependability, and confirmability of the findings. The rigor of the analysis - the thoroughness and care taken in data collection and analysis - is another crucial factor. 

Transparency in documenting the analysis process and decision-making is essential, as is reflexivity - acknowledging and examining the researcher's own biases and influences. 

Employing techniques like member checking and triangulation all contribute to the strength of qualitative analysis.

Benefits of qualitative data analysis

The benefits of qualitative data analysis are numerous. It uncovers rich, nuanced understanding of complex phenomena and allows for unexpected discoveries and new research directions. 

By capturing the 'why' behind behaviors and opinions, qualitative data analysis methods provide crucial context. 

Qualitative analysis can also lead to new theoretical frameworks or hypotheses and enhances quantitative findings with depth and detail. It's particularly adept at capturing cultural nuances that might be missed in quantitative studies.

Challenges of Qualitative Data Analysis

Researchers face several challenges when conducting qualitative data analysis. 

Managing and making sense of large volumes of rich, complex data can lead to data overload. Maintaining consistent coding across large datasets or between multiple coders can be difficult. 

There's a delicate balance to strike between providing enough context and maintaining focus on analysis. Recognizing and mitigating researcher biases in data interpretation is an ongoing challenge. 

The learning curve for qualitative data analysis software can be steep and time-consuming. Ethical considerations, particularly around protecting participant anonymity while presenting rich, detailed data, require careful navigation. Integrating different types of data from various sources can be complex. Time management is crucial, as researchers must balance the depth of analysis with project timelines and resources. Finally, communicating complex qualitative insights in clear, compelling ways can be challenging.

Best Software to Analyze Qualitative Data

G2 rating: 4.6/5

Pricing: Starts at $30 monthly.

Looppanel is an AI-powered research assistant and repository platform that can make it 5x faster to get to insights, by automating all the manual, tedious parts of your job. 

Here’s how Looppanel’s features can help with qualitative data analysis:

• Automatic Transcription: Quickly turn speech into accurate text; it works across 8 languages and even heavy accents, with over 90% accuracy.
• AI Note-Taking: The research assistant can join you on calls and take notes, as well as automatically sort your notes based on your interview questions.
• Automatic Tagging: Easily tag and organize your data with free AI tools.
• Insight Generation: Create shareable insights that fit right into your other tools.
• Repository Search: Run Google-like searches within your projects and calls to find a data snippet/quote in seconds
• Smart Summary: Ask the AI a question on your research, and it will give you an answer, using extracts from your data as citations.

Looppanel’s focus on automating research tasks makes it perfect for researchers who want to save time and work smarter.

G2 rating: 4.7/5

Pricing: Free version available, with the Plus version costing $20 monthly.

ChatGPT, developed by OpenAI, offers a range of capabilities for qualitative data analysis including:

• Document analysis : It can easily extract and analyze text from various file formats.
• Summarization : GPT can condense lengthy documents into concise summaries.
• Advanced Data Analysis (ADA) : For paid users, Chat-GPT offers quantitative analysis of data documents.
• Sentiment analysis: Although not Chat-GPT’s specialty, it can still perform basic sentiment analysis on text data.

ChatGPT's versatility makes it valuable for researchers who need quick insights from diverse text sources.

How to use ChatGPT for qualitative data analysis

ChatGPT can be a handy sidekick in your qualitative analysis, if you do the following:

• Use it to summarize long documents or transcripts
• Ask it to identify key themes in your data
• Use it for basic sentiment analysis
• Have it generate potential codes based on your research questions
• Use it to brainstorm interpretations of your findings

G2 rating: 4.7/5 Pricing: Custom

Atlas.ti is a powerful platform built for detailed qualitative and mixed-methods research, offering a lot of capabilities for running both quantitative and qualitative research.

It’s key data analysis features include:

• Multi-format Support: Analyze text, PDFs, images, audio, video, and geo data all within one platform.
• AI-Powered Coding: Uses AI to suggest codes and summarize documents.
• Collaboration Tools: Ideal for teams working on complex research projects.
• Data Visualization: Create network views and other visualizations to showcase relationships in your data.

G2 rating: 4.1/5 Pricing: Custom

NVivo is another powerful platform for qualitative and mixed-methods research. It’s analysis features include:

• Data Import and Organization: Easily manage different data types, including text, audio, and video.
• AI-Powered Coding: Speeds up the coding process with machine learning.
• Visualization Tools: Create charts, graphs, and diagrams to represent your findings.
• Collaboration Features: Suitable for team-based research projects.

NVivo combines AI capabilities with traditional qualitative analysis tools, making it versatile for various research needs.

Can Excel do qualitative data analysis?

Excel can be a handy tool for qualitative data analysis, especially if you're just starting out or working on a smaller project. While it's not specialized qualitative data analysis software, you can use it to organize your data, maybe putting different themes in different columns. It's good for basic coding, where you label bits of text with keywords. You can use its filter feature to focus on specific themes. Excel can also create simple charts to visualize your findings. But for bigger or more complex projects, you might want to look into software designed specifically for qualitative data analysis. These tools often have more advanced features that can save you time and help you dig deeper into your data.

How do you show qualitative analysis?

Showing qualitative data analysis is about telling the story of your data. In qualitative data analysis methods, we use quotes from interviews or documents to back up our points. Create charts or mind maps to show how different ideas connect, which is a common practice in data analysis in qualitative research. Group your findings into themes that make sense. Then, write it all up in a way that flows, explaining what you found and why it matters.

What is the best way to analyze qualitative data?

There's no one-size-fits-all approach to how to analyze qualitative data, but there are some tried-and-true steps. 

Start by getting your data in order. Then, read through it a few times to get familiar with it. As you go, start marking important bits with codes - this is a fundamental qualitative data analysis method. Group similar codes into bigger themes. Look for patterns in these themes - how do they connect? 

Finally, think about what it all means in the bigger picture of your research. Remember, it's okay to go back and forth between these steps as you dig deeper into your data. Qualitative data analysis software can be a big help in this process, especially for managing large amounts of data.

In qualitative methods of test analysis, what do test developers do to generate data?

Test developers in qualitative research might sit down with people for in-depth chats or run group discussions, which are key qualitative data analysis methods. They often use surveys with open-ended questions that let people express themselves freely. Sometimes, they'll observe people in their natural environment, taking notes on what they see. They might also dig into existing documents or artifacts that relate to their topic. The goal is to gather rich, detailed information that helps them understand the full picture, which is crucial in data analysis in qualitative research.

Which is not a purpose of reflexivity during qualitative data analysis?

Reflexivity in qualitative data analysis isn't about proving you're completely objective. That's not the goal. Instead, it's about being honest about who you are as a researcher. It's recognizing that your own experiences and views might influence how you see the data. By being upfront about this, you actually make your research more trustworthy. It's also a way to dig deeper into your data, seeing things you might have missed at first glance. This self-awareness is a crucial part of qualitative data analysis methods.

What is a qualitative data analysis example?

A simple example is analyzing customer feedback for a new product. You might collect feedback, read through responses, create codes like "ease of use" or "design," and group similar codes into themes. You'd then identify patterns and support findings with specific quotes. This process helps transform raw feedback into actionable insights.

How to analyze qualitative data from a survey?

First, gather all your responses in one place. Read through them to get a feel for what people are saying. Then, start labeling responses with codes - short descriptions of what each bit is about. This coding process is a fundamental qualitative data analysis method. Group similar codes into bigger themes. Look for patterns in these themes. Are certain ideas coming up a lot? Do different groups of people have different views? Use actual quotes from your survey to back up what you're seeing. Think about how your findings relate to your original research questions. 

Which one is better, NVivo or Atlas.ti?

NVivo is known for being user-friendly and great for team projects. Atlas.ti shines when it comes to visual mapping of concepts and handling geographic data. Both can handle a variety of data types and have powerful tools for qualitative data analysis. The best way to decide is to try out both if you can. 

While these are powerful tools, the core of qualitative data analysis still relies on your analytical skills and understanding of qualitative data analysis methods.

Do I need to use NVivo for qualitative data analysis?

You don't necessarily need NVivo for qualitative data analysis, but it can definitely make your life easier, especially for bigger projects. Think of it like using a power tool versus a hand tool - you can get the job done either way, but the power tool might save you time and effort. For smaller projects or if you're just starting out, you might be fine with simpler tools or even free qualitative data analysis software. But if you're dealing with lots of data, or if you need to collaborate with a team, or if you want to do more complex analysis, then specialized qualitative data analysis software like NVivo can be a big help. It's all about finding the right tool for your specific research needs and the qualitative data analysis methods you're using.

Here’s a guide that can help you decide.

How to use NVivo for qualitative data analysis

First, you import all your data - interviews, documents, videos, whatever you've got. Then you start creating "nodes," which are like folders for different themes or ideas in your data. As you read through your material, you highlight bits that relate to these themes and file them under the right nodes. NVivo lets you easily search through all this organized data, find connections between different themes, and even create visual maps of how everything relates.

How much does NVivo cost?

NVivo's pricing isn't one-size-fits-all. They offer different plans for individuals, teams, and large organizations, but they don't publish their prices openly. Contact the team here for a custom quote.

What are the four steps of qualitative data analysis?

While qualitative data analysis is often iterative, it generally follows these four main steps:

1. Data Collection: Gathering raw data through interviews, observations, or documents.

2. Data Preparation: Organizing and transcribing the collected data.

3. Data Coding: Identifying and labeling important concepts or themes in the data.

4. Interpretation: Drawing meaning from the coded data and developing insights.

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Transcription in Qualitative Research: A Comprehensive Guide for UX Researchers

Triangulation in Qualitative Research: A Comprehensive Guide [2024]

Qualitative Data Analysis Methods 101:

The “big 6” methods + examples.

By: Kerryn Warren (PhD) | Reviewed By: Eunice Rautenbach (D.Tech) | May 2020 (Updated April 2023)

Qualitative data analysis methods. Wow, that’s a mouthful. 

If you’re new to the world of research, qualitative data analysis can look rather intimidating. So much bulky terminology and so many abstract, fluffy concepts. It certainly can be a minefield!

Don’t worry – in this post, we’ll unpack the most popular analysis methods , one at a time, so that you can approach your analysis with confidence and competence – whether that’s for a dissertation, thesis or really any kind of research project.

What (exactly) is qualitative data analysis?

To understand qualitative data analysis, we need to first understand qualitative data – so let’s step back and ask the question, “what exactly is qualitative data?”.

Qualitative data refers to pretty much any data that’s “not numbers” . In other words, it’s not the stuff you measure using a fixed scale or complex equipment, nor do you analyse it using complex statistics or mathematics.

So, if it’s not numbers, what is it?

Words, you guessed? Well… sometimes , yes. Qualitative data can, and often does, take the form of interview transcripts, documents and open-ended survey responses – but it can also involve the interpretation of images and videos. In other words, qualitative isn’t just limited to text-based data.

So, how’s that different from quantitative data, you ask?

Simply put, qualitative research focuses on words, descriptions, concepts or ideas – while quantitative research focuses on numbers and statistics . Qualitative research investigates the “softer side” of things to explore and describe , while quantitative research focuses on the “hard numbers”, to measure differences between variables and the relationships between them. If you’re keen to learn more about the differences between qual and quant, we’ve got a detailed post over here .

So, qualitative analysis is easier than quantitative, right?

Not quite. In many ways, qualitative data can be challenging and time-consuming to analyse and interpret. At the end of your data collection phase (which itself takes a lot of time), you’ll likely have many pages of text-based data or hours upon hours of audio to work through. You might also have subtle nuances of interactions or discussions that have danced around in your mind, or that you scribbled down in messy field notes. All of this needs to work its way into your analysis.

Making sense of all of this is no small task and you shouldn’t underestimate it. Long story short – qualitative analysis can be a lot of work! Of course, quantitative analysis is no piece of cake either, but it’s important to recognise that qualitative analysis still requires a significant investment in terms of time and effort.

Need a helping hand?

In this post, we’ll explore qualitative data analysis by looking at some of the most common analysis methods we encounter. We’re not going to cover every possible qualitative method and we’re not going to go into heavy detail – we’re just going to give you the big picture. That said, we will of course includes links to loads of extra resources so that you can learn more about whichever analysis method interests you.

Without further delay, let’s get into it.

The “Big 6” Qualitative Analysis Methods 

There are many different types of qualitative data analysis, all of which serve different purposes and have unique strengths and weaknesses . We’ll start by outlining the analysis methods and then we’ll dive into the details for each.

The 6 most popular methods (or at least the ones we see at Grad Coach) are:

• Content analysis
• Narrative analysis
• Discourse analysis
• Thematic analysis
• Grounded theory (GT)
• Interpretive phenomenological analysis (IPA)

Let’s take a look at each of them…

QDA Method #1: Qualitative Content Analysis

Content analysis is possibly the most common and straightforward QDA method. At the simplest level, content analysis is used to evaluate patterns within a piece of content (for example, words, phrases or images) or across multiple pieces of content or sources of communication. For example, a collection of newspaper articles or political speeches.

With content analysis, you could, for instance, identify the frequency with which an idea is shared or spoken about – like the number of times a Kardashian is mentioned on Twitter. Or you could identify patterns of deeper underlying interpretations – for instance, by identifying phrases or words in tourist pamphlets that highlight India as an ancient country.

Because content analysis can be used in such a wide variety of ways, it’s important to go into your analysis with a very specific question and goal, or you’ll get lost in the fog. With content analysis, you’ll group large amounts of text into codes , summarise these into categories, and possibly even tabulate the data to calculate the frequency of certain concepts or variables. Because of this, content analysis provides a small splash of quantitative thinking within a qualitative method.

Naturally, while content analysis is widely useful, it’s not without its drawbacks . One of the main issues with content analysis is that it can be very time-consuming , as it requires lots of reading and re-reading of the texts. Also, because of its multidimensional focus on both qualitative and quantitative aspects, it is sometimes accused of losing important nuances in communication.

Content analysis also tends to concentrate on a very specific timeline and doesn’t take into account what happened before or after that timeline. This isn’t necessarily a bad thing though – just something to be aware of. So, keep these factors in mind if you’re considering content analysis. Every analysis method has its limitations , so don’t be put off by these – just be aware of them ! If you’re interested in learning more about content analysis, the video below provides a good starting point.

QDA Method #2: Narrative Analysis 

As the name suggests, narrative analysis is all about listening to people telling stories and analysing what that means . Since stories serve a functional purpose of helping us make sense of the world, we can gain insights into the ways that people deal with and make sense of reality by analysing their stories and the ways they’re told.

You could, for example, use narrative analysis to explore whether how something is being said is important. For instance, the narrative of a prisoner trying to justify their crime could provide insight into their view of the world and the justice system. Similarly, analysing the ways entrepreneurs talk about the struggles in their careers or cancer patients telling stories of hope could provide powerful insights into their mindsets and perspectives . Simply put, narrative analysis is about paying attention to the stories that people tell – and more importantly, the way they tell them.

Of course, the narrative approach has its weaknesses , too. Sample sizes are generally quite small due to the time-consuming process of capturing narratives. Because of this, along with the multitude of social and lifestyle factors which can influence a subject, narrative analysis can be quite difficult to reproduce in subsequent research. This means that it’s difficult to test the findings of some of this research.

Similarly, researcher bias can have a strong influence on the results here, so you need to be particularly careful about the potential biases you can bring into your analysis when using this method. Nevertheless, narrative analysis is still a very useful qualitative analysis method – just keep these limitations in mind and be careful not to draw broad conclusions . If you’re keen to learn more about narrative analysis, the video below provides a great introduction to this qualitative analysis method.

QDA Method #3: Discourse Analysis 

Discourse is simply a fancy word for written or spoken language or debate . So, discourse analysis is all about analysing language within its social context. In other words, analysing language – such as a conversation, a speech, etc – within the culture and society it takes place. For example, you could analyse how a janitor speaks to a CEO, or how politicians speak about terrorism.

To truly understand these conversations or speeches, the culture and history of those involved in the communication are important factors to consider. For example, a janitor might speak more casually with a CEO in a company that emphasises equality among workers. Similarly, a politician might speak more about terrorism if there was a recent terrorist incident in the country.

So, as you can see, by using discourse analysis, you can identify how culture , history or power dynamics (to name a few) have an effect on the way concepts are spoken about. So, if your research aims and objectives involve understanding culture or power dynamics, discourse analysis can be a powerful method.

Because there are many social influences in terms of how we speak to each other, the potential use of discourse analysis is vast . Of course, this also means it’s important to have a very specific research question (or questions) in mind when analysing your data and looking for patterns and themes, or you might land up going down a winding rabbit hole.

Discourse analysis can also be very time-consuming  as you need to sample the data to the point of saturation – in other words, until no new information and insights emerge. But this is, of course, part of what makes discourse analysis such a powerful technique. So, keep these factors in mind when considering this QDA method. Again, if you’re keen to learn more, the video below presents a good starting point.

QDA Method #4: Thematic Analysis

Thematic analysis looks at patterns of meaning in a data set – for example, a set of interviews or focus group transcripts. But what exactly does that… mean? Well, a thematic analysis takes bodies of data (which are often quite large) and groups them according to similarities – in other words, themes . These themes help us make sense of the content and derive meaning from it.

Let’s take a look at an example.

With thematic analysis, you could analyse 100 online reviews of a popular sushi restaurant to find out what patrons think about the place. By reviewing the data, you would then identify the themes that crop up repeatedly within the data – for example, “fresh ingredients” or “friendly wait staff”.

So, as you can see, thematic analysis can be pretty useful for finding out about people’s experiences , views, and opinions . Therefore, if your research aims and objectives involve understanding people’s experience or view of something, thematic analysis can be a great choice.

Since thematic analysis is a bit of an exploratory process, it’s not unusual for your research questions to develop , or even change as you progress through the analysis. While this is somewhat natural in exploratory research, it can also be seen as a disadvantage as it means that data needs to be re-reviewed each time a research question is adjusted. In other words, thematic analysis can be quite time-consuming – but for a good reason. So, keep this in mind if you choose to use thematic analysis for your project and budget extra time for unexpected adjustments.

QDA Method #5: Grounded theory (GT) 

Grounded theory is a powerful qualitative analysis method where the intention is to create a new theory (or theories) using the data at hand, through a series of “ tests ” and “ revisions ”. Strictly speaking, GT is more a research design type than an analysis method, but we’ve included it here as it’s often referred to as a method.

What’s most important with grounded theory is that you go into the analysis with an open mind and let the data speak for itself – rather than dragging existing hypotheses or theories into your analysis. In other words, your analysis must develop from the ground up (hence the name). 

Let’s look at an example of GT in action.

Assume you’re interested in developing a theory about what factors influence students to watch a YouTube video about qualitative analysis. Using Grounded theory , you’d start with this general overarching question about the given population (i.e., graduate students). First, you’d approach a small sample – for example, five graduate students in a department at a university. Ideally, this sample would be reasonably representative of the broader population. You’d interview these students to identify what factors lead them to watch the video.

After analysing the interview data, a general pattern could emerge. For example, you might notice that graduate students are more likely to read a post about qualitative methods if they are just starting on their dissertation journey, or if they have an upcoming test about research methods.

From here, you’ll look for another small sample – for example, five more graduate students in a different department – and see whether this pattern holds true for them. If not, you’ll look for commonalities and adapt your theory accordingly. As this process continues, the theory would develop . As we mentioned earlier, what’s important with grounded theory is that the theory develops from the data – not from some preconceived idea.

So, what are the drawbacks of grounded theory? Well, some argue that there’s a tricky circularity to grounded theory. For it to work, in principle, you should know as little as possible regarding the research question and population, so that you reduce the bias in your interpretation. However, in many circumstances, it’s also thought to be unwise to approach a research question without knowledge of the current literature . In other words, it’s a bit of a “chicken or the egg” situation.

Regardless, grounded theory remains a popular (and powerful) option. Naturally, it’s a very useful method when you’re researching a topic that is completely new or has very little existing research about it, as it allows you to start from scratch and work your way from the ground up .

QDA Method #6:   Interpretive Phenomenological Analysis (IPA)

Interpretive. Phenomenological. Analysis. IPA . Try saying that three times fast…

Let’s just stick with IPA, okay?

IPA is designed to help you understand the personal experiences of a subject (for example, a person or group of people) concerning a major life event, an experience or a situation . This event or experience is the “phenomenon” that makes up the “P” in IPA. Such phenomena may range from relatively common events – such as motherhood, or being involved in a car accident – to those which are extremely rare – for example, someone’s personal experience in a refugee camp. So, IPA is a great choice if your research involves analysing people’s personal experiences of something that happened to them.

It’s important to remember that IPA is subject – centred . In other words, it’s focused on the experiencer . This means that, while you’ll likely use a coding system to identify commonalities, it’s important not to lose the depth of experience or meaning by trying to reduce everything to codes. Also, keep in mind that since your sample size will generally be very small with IPA, you often won’t be able to draw broad conclusions about the generalisability of your findings. But that’s okay as long as it aligns with your research aims and objectives.

Another thing to be aware of with IPA is personal bias . While researcher bias can creep into all forms of research, self-awareness is critically important with IPA, as it can have a major impact on the results. For example, a researcher who was a victim of a crime himself could insert his own feelings of frustration and anger into the way he interprets the experience of someone who was kidnapped. So, if you’re going to undertake IPA, you need to be very self-aware or you could muddy the analysis.

How to choose the right analysis method

In light of all of the qualitative analysis methods we’ve covered so far, you’re probably asking yourself the question, “ How do I choose the right one? ”

Much like all the other methodological decisions you’ll need to make, selecting the right qualitative analysis method largely depends on your research aims, objectives and questions . In other words, the best tool for the job depends on what you’re trying to build. For example:

• Perhaps your research aims to analyse the use of words and what they reveal about the intention of the storyteller and the cultural context of the time.
• Perhaps your research aims to develop an understanding of the unique personal experiences of people that have experienced a certain event, or
• Perhaps your research aims to develop insight regarding the influence of a certain culture on its members.

As you can probably see, each of these research aims are distinctly different , and therefore different analysis methods would be suitable for each one. For example, narrative analysis would likely be a good option for the first aim, while grounded theory wouldn’t be as relevant. 

It’s also important to remember that each method has its own set of strengths, weaknesses and general limitations. No single analysis method is perfect . So, depending on the nature of your research, it may make sense to adopt more than one method (this is called triangulation ). Keep in mind though that this will of course be quite time-consuming.

As we’ve seen, all of the qualitative analysis methods we’ve discussed make use of coding and theme-generating techniques, but the intent and approach of each analysis method differ quite substantially. So, it’s very important to come into your research with a clear intention before you decide which analysis method (or methods) to use.

Start by reviewing your research aims , objectives and research questions to assess what exactly you’re trying to find out – then select a qualitative analysis method that fits. Never pick a method just because you like it or have experience using it – your analysis method (or methods) must align with your broader research aims and objectives.

Let’s recap on QDA methods…

In this post, we looked at six popular qualitative data analysis methods:

• First, we looked at content analysis , a straightforward method that blends a little bit of quant into a primarily qualitative analysis.
• Then we looked at narrative analysis , which is about analysing how stories are told.
• Next up was discourse analysis – which is about analysing conversations and interactions.
• Then we moved on to thematic analysis – which is about identifying themes and patterns.
• From there, we went south with grounded theory – which is about starting from scratch with a specific question and using the data alone to build a theory in response to that question.
• And finally, we looked at IPA – which is about understanding people’s unique experiences of a phenomenon.

Of course, these aren’t the only options when it comes to qualitative data analysis, but they’re a great starting point if you’re dipping your toes into qualitative research for the first time.

If you’re still feeling a bit confused, consider our private coaching service , where we hold your hand through the research process to help you develop your best work.

Psst... there’s more!

This post was based on one of our popular Research Bootcamps . If you're working on a research project, you'll definitely want to check this out ...

87 Comments

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Precise explanation of method.

Hi, may we use 2 data analysis methods in our qualitative research?

Thanks for your comment. Most commonly, one would use one type of analysis method, but it depends on your research aims and objectives.

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Thank nicely explained can I ask is Qualitative content analysis the same as thematic analysis?

Thanks for your comment. No, QCA and thematic are two different types of analysis. This article might help clarify – https://onlinelibrary.wiley.com/doi/10.1111/nhs.12048

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Hi Derek, What other theories/methods would you recommend when the data is a whole speech?

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choosing a right method for a paper is always a hard job for a student, this is a useful information, but it would be more useful personally for me, if the author provide me with a little bit more information about the data analysis techniques in type of explanatory research. Can we use qualitative content analysis technique for explanatory research ? or what is the suitable data analysis method for explanatory research in social studies?

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so educative…. but Ijust want to know which method is coding of the qualitative or tallying done?

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Is there a video the captures the practical process of coding using automated applications?

Thanks for the comment. We don’t recommend using automated applications for coding, as they are not sufficiently accurate in our experience.

content analysis can be qualitative research?

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do you have any material on Data collection

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I certainly hope to hear from you

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• Qualitative Data Analysis: Methods, Tools, and FAQs Included

Explore key qualitative data analysis methods, essential tools, and answers to frequently asked questions.

To create products and experiences that customers love, firms must develop user empathy. So how do they get into the minds of users?

Qualitative Data Analysis.

Without it, companies have a half-baked understanding of their target audience. Qualitative studies unearth user needs and motivations. Gaining insight into user decision-making helps companies design better products and services.

Read on for a thorough examination of data analysis in qualitative research. Learn about the different types and how to conduct qualitative analysis. We delve into the benefits and challenges associated with it. Finally, we’ll share our favorite tools for conducting thorough qualitative analysis. 

[Did someone say “favorite tools”? Wouldn’t you know, Marvin tops our list! Find out why by requesting a completely customized demo with our experts.]

What is Qualitative Data Analysis?

Qualitative data analysis is the collection, organization and interpretation of non-numerical data. This data comes in many forms — including text, audio, video and images.

Researchers collect qualitative feedback by conducting interviews, focus groups, surveys, and questionnaires. Before beginning analysis, they must structure and organize data to make sense of it.

Once data preparation is complete, researchers unearth user insights from open-ended questions. They analyze qualitative data, identifying patterns and trends that inform business decision-making .

Qualitative vs. Quantitative Data Analysis

Quantitative analysis uses numerical data to describe customer behavior. This type of analysis tells you what users are up to. Monitor website traffic, user clicks and engagement to understand how they interact with a product.

What element do users gravitate toward? How many visitors make a purchase? How many are dropping off?

Answer these questions (and more) with quantitative data. Efficient, inexpensive, and scalable, quantitative data is easy to collect and analyze.

However, quantitative data only tells us half the story.

That’s where Qualitative Data Analysis comes in. Qualitative data expressed in terms of language is subjective and unstructured. Thus, it requires thorough analysis to categorize information into themes or insights. It helps us understand why users took these actions.

Why do they click a specific button? What’s their motivation behind it? What aspects of the product experience confuse or frustrate them?

Analyzing quantitative data describes user behavior. Qualitative data analysis helps researchers discern the underlying reasons behind user behavior. Both methods complement each other, providing a well-rounded understanding of the user experience.

Benefits of Analyzing Qualitative Data   

Analyzing qualitative data helps businesses make improvements that keep customers engaged and satisfied. Isn’t that the primary objective of research?

Here are some other benefits that it brings to the table:

• Context. Stay informed about factors causing changing market trends and customer attitudes. Qualitative studies aren’t bound by the limitations of quantitative methods. They explain context – something that numbers aren’t able to capture. 
• Depth. Get into the weeds of people’s thoughts, feelings, and emotions. Understand different perspectives and explore complex phenomena. Unearth rich, in-depth insights into diverse user needs and experiences. 
• Discovery.  Qualitative research data analysis lends itself to uncovering new insights. Researchers explore data for fresh themes and understand fresh areas for inquiry. Gain perspective into user needs and make new connections with data.
• Better Products. Develop user empathy to deliver products that match what people want. Analysis of qualitative data helps companies understand user motivations, frustrations, and pain points. Incorporate feedback into products to offer experiences that delight users.

Looking for a tool that lets you dive deeper into analysis? Marvin is a centralized research repository that houses all your data. Even more important, Marvin was designed to make qualitative analysis super-simple and automatically automatically uncover patterns and insights you’d otherwise miss.

Learn why Marvin is the perfect AI research assistant for qualitative data analysis.

Types of Qualitative Data Analysis   

Qualitative data analysis is an umbrella term. Various methods offer distinct ways to dissect your data.

Types include:

Thematic Analysis

A popular data analysis method in qualitative research. Thematic analysis requires that researchers interpret and identify patterns in the data. They identify themes and code the data (i.e., assign tags by labeling categories).

Thematic analysis effectively turns large volumes of unstructured data into meaningful insights.

Narrative Analysis

Narrative analysis helps you understand how people live and make decisions. Researchers examine and interpret user stories. They look at interviews, testimonials, support tickets, and other textual data to develop context for each case.

Analyzing stories helps researchers understand user needs and pain points. It paints a rich picture of unique user experiences.

Content Analysis

In content analysis, researchers quantify common words, phrases, and ideas. Researchers analyze the meaning and relationships of words and concepts and provide context for the data.

Coding or tagging data makes it easier to identify key ideas. Classifying data helps researchers arrive at reliable conclusions about users and their interactions.

Grounded Theory

Grounded theory looks to formulate a hypothesis from real world case studies. Particularly helpful for product teams looking to examine customer interactions and experiences.

It begins with a question, and then data collection. Researchers analyze and code on the fly, establishing connections in the data. Once they’ve established a hypothesis, they test it using quantitative methods.

Discourse Analysis

Discourse analysis examines the use and meaning of language in different cultural and social contexts. Teams use it for online monitoring – to understand how customers talk about them online. Apply it to any data source – from interviews to social media to online discussion forums.

Using discourse analysis, teams seek to uncover user motivations. It’s heavily dependent on the researcher’s interpretation, though.

How to Analyze Qualitative Data    

Here’s a run-down of the process of conducting your own qualitative data analysis: 

• Set Up Study. Define your research question. This helps you choose a methodology — different methods apply to different questions. Identify the nature of the data you want to collect. Finally, take stock of resources (time, money, and effort) available for the study.
• Data Prep & Collection. Conduct surveys, interviews, and focus groups to understand more about users. Use apps like Marvin to transcribe video and audio files. Gather feedback from unconventional channels, including online forums, social media, and user reviews.
• Data Organization. Collected data needs a place to live. One where you can analyze it all in one place. As a robust research repository tool , Marvin lets you leverage the company’s existing knowledge. Search for data points across projects and conduct thematic analysis in-house.
• Start with Output. Create tags for expected answers and close-ended questions ahead of time.
• Create a Discussion Guide. Tag questions beforehand to help you navigate through interviews. 
• Go Granular. Don’t be afraid to code granularly — you can always collapse codes later. 
• Refine Tags. Use a global view to clean up tags. Create foundational and overarching labels. Merge overlapping labels. 

Want to learn more? Head over to Marvin’s comprehensive guide on tagging user research insights . 

• Hypothesize. Visualize data to analyze patterns and trends. Generate insights by examining codes and drawing meaningful correlations between them. Formulate and test hypotheses based on your findings.
• Iterate. Qualitative data analysis is an ongoing process. Constantly refine your understanding of your users and their interactions. After rolling out and testing new product features, gather feedback and go again. Close the feedback loop.

5 Best Qualitative Data Analysis Software        

You know how and why qualitative data analysis is important. Now it’s time to dive into the top five tools to get you started. 

Bring all your data into one application. Marvin is a centralized UX research repository that connects to apps that designers and UX researchers love. Import data from Figma, Qualtrics, Asana, Miro, and Notion.

Marvin is the perfect Research Assistant. Invite the bot to your video / audio calls, and forget about taking verbatim notes. Marvin supports transcription in over 40 languages!

With industry-leading AI features, Marvin is a game changer for qualitative data analysis. 

Ask AI allows you to query your data across the entire repository. Make data searchable .

Marvin summarizes lengthy transcripts and surfaces key insights. Edit and change them as you please. Use the Analyze tab to code qualitative data. Intuitive functions such as merging labels and hierarchy make thematic analysis a breeze. 

Create playlists and share insights with key stakeholders. Anyone can view playlists and clips using a link. A highly collaborative tool with a clean and intuitive UI, Marvin makes data accessible .

All your research in one place. That’s Marvin.

2. Atlas.ti

Bring customer and product data into one platform with Atlas.

Import social media data for online monitoring. Create surveys and roll them out from the application itself. Analyze customer feedback in-house. Continually test prototypes and iterate on wireframes. Autocoding enables easy and quick data analysis. 

Atlas is a highly collaborative platform. It caters to marketers, researchers, designers and product teams. Its powerful integrations help you assimilate data from a variety of sources. 

It uses AI chatbots — an effective way to gather user feedback. Atlas has a clean UI, but its coding features aren’t intuitive. Codes require manual review (as always!). Its pricing is prohibitive for small research teams. 

A tool with longevity – MAXQDA has been around since 1989. Import interviews, surveys, and reports into the application for analysis. Analyze quantitative and qualitative data for a well-rounded understanding of users. 

Create surveys with different data types in the application. Use its transcription to capture every detail from interviews and focus groups. Search and retrieve information easily with MAXQDA. Organize unstructured data and visualize it with word clouds. 

Create literature reviews for easy future retrieval and referral. MAXQDA is easy to use and inexpensive. It supports multiple languages and file formats. However, setting it up requires large IT resources, and it doesn’t sync data in real time. Its UI isn’t appealing and clean, and its free version has limited functionality. 

Use NVivo to conduct qualitative and mixed-method research. Its transcription works on audio and video files. Automatically generate transcripts for sales calls, customer support tickets, and much more.

NVivo facilitates data organization before analysis. Conduct your analysis on the platform itself. Using autocoding, NVivo helps recognize recurring themes. Visualize your data with trees and word clouds.

Query your research by asking the application complex questions about datasets. NVivo has a clean UI, but can be difficult to pick up quickly. Transcription services aren’t housed within the app. It’s also rather expensive. 

5. Qualtrics

A customer experience management platform. Qualtrics XM lets you gather data from numerous customer touchpoints for analysis in one place. Use its variety of integrations (including Marivn!) to bring your data onto the application. 

Uncover user sentiment from text. Session recordings give you play-by-play footage of the user experience. Leverage powerful predictive analytics to keep customer opinion at the heart of decision-making.

Update analysis with real-time data to gather updated customer feedback. Identify unique business opportunities and validate product ideas. While Qualtrics is an analysis powerhouse, it can be complex for first-time users.

Common Mistakes to Avoid in Qualitative Data Analysis

Researchers tend to commit these mistakes when conducting qualitative data analysis. Don’t fall prey to:

• (Lack of) Planning. Poorly designed studies produce inaccurate data and misguided decision making. Avoid vague research questions, insufficient framework, and weak data collection methods. Have a plan for organizing and storing research data to turn results into meaningful and actionable insights.
• Bias. You can’t avoid it. Participant or researcher bias always exists. Take steps to mitigate these biases. Avoid leading questions and acknowledge bias. Address researcher and participant background, potential biases, and how those impact the study.
• Human Error. Studies are prone to human error. Check for and factor errors into results. Researchers misinterpret data — by overgeneralizing findings and conducting inadequate literature reviews. Be thorough!
• Neglecting Data Privacy. Research involves companies collecting sensitive user information. Take it seriously! Establish ethical procedures that ensure data privacy and security. Clearly describe ethical measures in place to put participants at ease. 
• Incorrect Analysis. Use suitable and rigorous methodology for studies. Researchers often overlook performing qualitative research in conjunction with quantitative studies. Triangulating and testing data for reliability & validity is a must.
• Not Documenting Work. Researchers routinely adjust focus and research design as their studies progress. It’s critical to document one’s methodology and explain choices made while collecting and analyzing data. This is why tools with automated tagging and notes ensure you won’t miss a single important insight.

Qualitative research is an agile and reactive discipline. Researchers must keep these factors in check to avoid erroneous conclusions.

Frequently Asked Questions (FAQs)

Let’s address some frequently asked questions about Qualitative Data Analysis:

What Tool Do You Recommend to Analyze Qualitative Data?    

Marvin is the one-stop shop for all your user research. 

The only end-to-end UX research repository, Marvin houses ALL your data — quantitative and qualitative. Its powerful integrations allow you to import data from applications you know and love. Don’t disrupt your workflow, augment it.

With industry-leading AI features, Marvin automates several stages of the research process. AI facilitates the following tasks:

• Thematic Analysis. Marvin helps group unstructured textual data into key themes. This aids in quantifying and visualizing data. Researchers can make inferences based on these. 
• Trend Analysis. Sit back and let Marvin conduct analysis on your data. It identifies key patterns across projects that you might’ve missed. 
• Emotional Analysis. Measure the sentiment behind the text to decipher how users really feel.

By taking care of cumbersome preliminary tasks, researchers can focus on deeper analysis. What are you waiting for? Give Marvin a test drive today! Sign up for a free demo . 

How Long Does it Typically Take to Conduct Qualitative Data Analysis?

Long story short? It depends. 

When conducted properly, Qualitative Data Analysis is rigorous and systematic. It’s time-consuming and labor-intensive. Researchers spend hours analyzing one transcript. 

The duration of a study depends on several factors, including:

• Data Volume
• Research Type
• Researcher Expertise

Fortunately, modern technology takes care of some manual tasks of yesteryear. 

Automated transcription helps researchers focus more on moderating interviews. Summarization provides a birds eye view of studies and gives researchers the gist of customer interactions. AI is also capable of coding data (mind you, this needs supervision!). 

Leave the drudgery of the research process to your Qualitative Data Analysis tool. Divert your attention to unearthing insights. Save time with Marvin’s qualitative analysis .

How Can I Manage and Store Qualitative Data Securely?

Companies collecting personal and identifiable information (PII) must store data with utmost care. Protecting client confidentiality is essential for gaining and maintaining customer trust. 

Establish best practices that ensure data privacy and security:

• Secure Digital Storage. Use storage services that are secure and encrypted. 
• Backup & Recovery. Choose reliable data storage for backup. Regularly backup data to prevent data losses beyond your control.  
• User Anonymization. Blur faces, use fictitious names, and mask personal details from clips and text data. Obtain user consent before disseminating any information. 
• User Access. Control who can view what. Prevent unauthorized access by monitoring user permissions. Provide different users with different rights (view-only vs. edit vs. admin)
• Data Disposal. Use effective data destruction practices to ensure that confidential data is handled correctly. 

Choose a tool that safeguards user data. One that adheres to local (and industrial) data privacy and security guidelines. 

Want a safe haven for user data? Marvin is GDPR, HIPAA, and SOC2 compliant. Learn more about Marvin’s robust data protection and filters .

Analyzing qualitative data is the bedrock of good research.

Qualitative data reveals the why behind the numbers. It educates researchers about their users and their expectations from a product. Companies share this information with key stakeholders to improve their processes.

Marketing, customer success, and product development teams incorporate customer feedback into their work. They create effective business strategies and tailor products to reach their target audience.

The result? Personalized user experiences and happier customers. Increased revenue soon follows. Not to mention customers who become advocates for your brand. Wins all round!

The right tool for qualitative research data analysis expedites aspects of the research process. If you haven’t already, begin your qualitative data analysis journey today !

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How to conduct qualitative data analysis

Last updated

21 February 2023

Reviewed by

Tanya Williams

This is where qualitative data analysis comes into play. It helps organizations identify and understand the underlying patterns and meanings of data. As a result, numerous fields, including research, customer experience, user experience design, and product design, use qualitative data analysis.

By understanding the underlying meanings and patterns in qualitative data, you can gain valuable insights that can help your business grow.

Read on to learn more about qualitative data analysis, appropriate methods, and how to do qualitative data analysis.

Analyze all your qualitative data

Analyze qualitative data faster and surface more actionable insights with Dovetail

• What is qualitative data analysis?

Qualitative data analysis is a research method that helps identify relevant themes and patterns in data sets. 

It involves organizing, coding, and interpreting data to understand how it connects to its subject. Such subjects may be people, products, or behaviors. Qualitative research approaches are generally used to explore questions that call for an explanation of why or how something happens.

• Importance of qualitative data

Qualitative data analysis can yield valuable insights often missed by quantitative approaches. Qualitative research generally provides an in-depth understanding of a person's motivations, beliefs, and behaviors. 

It can help you better understand how people perceive their experiences and the environment around them. This is because qualitative research focuses on exploring a person's beliefs, values, and actual behaviors, not just responses to multiple choice questions.

Through qualitative analysis, you can uncover underlying meanings in data sets that are not easily captured by numbers. It focuses on the "why" behind decisions, providing organizations with an understanding of consumer behavior that helps inform decision-making.

• Qualitative data examples

You can find qualitative data in a range of sources, including:

Text: Transcripts from interviews, open-ended survey questions , newspaper articles, etc.

Audio recordings : Podcasts, audio diaries, etc. 

Video recordings: Instructional videos, film footage, etc. 

Images: Photographs, illustrations, etc. 

Documents: Memos, reports, legal documents, etc.

• Qualitative data analysis methods

There are different methods of performing qualitative data analysis. These include content analysis, narrative analysis, discourse analysis, and thematic analysis. Let's take a look at each of these in more detail:

1. Content analysis

Content analysis is a research method used to identify and categorize information in data sets. It involves examining the text for "themes" or patterns that emerge from the data set. 

This method is often used when studying large volumes of textual material, such as newspaper articles, survey responses, and blog posts.

2. Narrative analysis

You can use narrative analysis to identify, analyze, and interpret narrative elements in data sets. This method focuses on the stories or experiences of subjects within the data set. 

Narrative analysis is often used when studying communication between people or groups, such as interviews or focus groups.

3. Discourse analysis

Discourse analysis is a research method used to interpret data sets by examining the language (how it's used and what it means) structure, and context in conversations between people. The objective is to understand how different social groups use language and what they mean.

This method is also often used when studying communication between people or groups, such as interviews or focus groups .

4. Thematic analysis

You can use thematic analysis to identify and interpret patterns in data sets. Thematic analysis involves breaking down the data set into smaller "themes" or categories and analyzing the relationship between them. 

This method is also often used when studying large volumes of textual material, such as newspaper articles, survey responses, and blog posts.

• How to do qualitative data analysis

An organization's in-depth understanding of the internal and external business environment is essential for growth. Qualitative data analysis provides tools to make sense of otherwise random and meaningless data.

But in the age of big data, it's not just about gathering and analyzing data. You must determine the right data to collect and the appropriate collection channels to get maximum value. And more importantly, you must have clarity about what you're researching and why.

For instance, if your objective is to understand how customers perceive your brand, the approach will differ from what you'd do if your objective was to discover customer sentiment about a particular product.

So, before you begin qualitative data analysis, set out the objectives. These objectives will help you determine how to conduct the process and the data to focus on.

Understandably, performing qualitative data analysis may be intimidating, as the process is complex. However, you'll get the insight you need with the right approach.

Here are the steps you should follow:

Step 1: Gather your qualitative data and conduct research

Gathering the data you need for analysis is the first step. Your approach here should be guided by the objectives you set. Make sure to document your data collection process and sources.

Depending on your objectives, you can use different data collection methods .

1. Traditional methods of collecting data

With technology advancing, there are new and faster methods of collecting data, such as text analytics. However, traditional methods like surveys and focus groups are still relevant and very effective for qualitative data analysis.

This is why many organizations still rely on traditional methods to collect data for qualitative analysis. Such methods include:

Surveys: allow you to collect data from large numbers of people and include open-ended questions to gather detailed feedback 

Focus groups : great for collecting data from small groups of people in a controlled environment,  allowing for discussion in groups which can provide opportunities for people to share opinions and build on ideas and feedback together

Interviews: allow you to collect detailed information  from individuals or key informants about topics and/or behaviors being studied

2. Leverage existing qualitative data

Sometimes, you don't need to collect new data. You can leverage existing qualitative data already in your organization's public domain. With numerous contact points with customers, you can access tons of solicited and unsolicited customer feedback .

You can access such data from support ticketing systems, emails, chatbots, and other sources. Analyzing such data can give you insights into customer sentiment, CX gaps, and other information that can help you understand your customers better.

Data from such sources is incredible because not only does it provide a lot of information, but it's easily accessible. Instead of wasting time and resources on creating new research studies or focus groups every time you have a question about your customers, simply review data you already have. It will most likely hold the answers you're seeking.

3. Untapped qualitative data channels

Data that is relevant to your research can be found in unexpected places.

For example, if you're looking for customer sentiment regarding a product, you may want to check out comments on YouTube or Reddit. If you're researching consumer behavior, look at reviews of your product on Amazon or Yelp.

These unexpected channels can offer insights that traditional methods cannot provide. Qualitative data in these places is usually unstructured and difficult to analyze, but they are invaluable, unsolicited sources of intelligence.

Step 2: Connect & organize all your qualitative data

After collecting the data, you need to ensure it's in a suitable format for analysis. Qualitative data is usually unstructured and scattered across different channels, so sorting them into usable chunks can be time-consuming. 

To make it easier to summarize, draw insight, and make decisions from collected data, it has to be easily accessible.

Some of the methods you can use to organize and make your data more accessible include:

1. Organize data manually

This method involves the use of spreadsheets to organize quantitative feedback. While organizations and departments used this method to analyze data separately, it's inefficient.

This approach can be very cumbersome, time-consuming, and does not allow you to gain insights at scale. It also requires a significant effort to ensure data accuracy. 

2. Organize data using qualitative data analysis software

Technology has made it easier to organize qualitative data. Qualitative analysis software helps you to organize quickly and analyze large volumes of qualitative data visually. Such tools allow you to create different categories for the responses and even generate sentiment scores for each response to draw insights from the data.

Qualitative data analysis software also makes it easier to share insights with the rest of your team by creating visual dashboards and reports. With qualitative data analysis software, you can save time and effort while deriving more accurate insights from your data. 

3. Use feedback repositories

Feedback repositories are online databases where you can store customer feedback . They make accessing and analyzing qualitative data easier across different channels, as they provide a platform that consolidates all your data into one place.

These platforms also facilitate collaboration, making it easy for teams to collaborate on research projects and gain insights. With feedback repositories, everyone can access the same data, analyze it, and share insights for further discussion.

Using qualitative data analysis software, feedback repositories, and manual methods to organize your qualitative data can help you make sense of your collected feedback. It also makes it easier to identify trends in customer behavior and draw meaningful insights from the data. This is an important step in the qualitative data analysis process. 

Step 3: Coding your qualitative data

The next stage of qualitative data analysis is coding. This involves assigning codes to each response you have collected for easy analysis and categorization.

Codes are short descriptions or labels used to identify common themes and topics in each response. For example, you can assign codes such as "Product Quality" or "Customer Service" to customer feedback to categorize them.

Coding qualitative data helps you categorize and organize the responses into different areas of interest, making them easier to analyze. It also makes it possible to identify patterns and trends in customer behavior and allows you to draw meaningful insights from the data.

In order to code your qualitative data, you need to define a set of codes that represent the different topics discussed in the responses. After that, you can assign these codes to each response. This will help you organize them into categories to do further analysis.

Step 4: Analyze your data and find meaningful insights

Once you have coded your qualitative data, the next step is to analyze it. Qualitative data analysis involves looking for patterns and trends in customer behavior and drawing meaningful insights from the data. 

You can use qualitative data analysis tools to help you with this process. These tools use different methods, such as content analysis, narrative analysis, and thematic analysis, to help you identify key themes in the responses.

Qualitative data analysis tools can help you make sense of large amounts of data and gain insights that are not immediately obvious. With qualitative data analysis software, you can save time and effort while deriving more accurate insights from your data. 

Step 5: Report on your data and tell the story

Once you have analyzed your qualitative data, the next step is to report on it. Qualitative data analysis reports provide a way to convey the insights you have gained from your data in an easily understandable format. 

• Which qualitative data analysis method should you choose?

When it comes to qualitative data analysis, there is no one-size-fits-all approach. Different methods are suitable for different kinds of customer feedback and research projects. 

Content analysis and thematic analysis are suitable for customer feedback and surveys, while narrative analysis can be used to analyze stories and narratives in customer feedback. Qualitative data analysis software can help you decide which method is right for your project.

• Advantages of qualitative data

Qualitative data analysis provides insights into customer behaviors, opinions, and experiences that quantitative analysis cannot obtain. Qualitative data can help you understand customer motivations, identify areas of improvement, and gain a deeper understanding of customer feedback. 

• Disadvantages of qualitative data

One major limitation of qualitative data analysis is that it does not provide statistically significant results. This is because the samples used to collect data are not representative of the population.  

As such, measuring the accuracy of qualitative data analysis and drawing quantitative conclusions from it is difficult. Qualitative data also tends to be more subjective, as it focuses on individual opinions rather than hard facts. 

• How Dovetail can help you

Qualitative data analysis is a powerful tool for gaining insights into customer experiences and behaviors. It can help identify areas of improvement, uncover customer motivations, and provide a deeper understanding of customer feedback.

Dovetail helps you quickly uncover meaningful insights from customer feedback. Our qualitative data analysis tools make it easy to analyze customer feedback , identify key themes, and create compelling reports to share with your stakeholders.

Try Dovetail and unlock the power of your qualitative data.

What are qualitative analysis tools?

Qualitative analysis tools are software programs that help analyze customer feedback and open-ended survey responses. These tools use different qualitative data analysis methods such as content analysis, narrative analysis, and thematic analysis to help identify key themes in customer responses.

What are the 3 main components of qualitative data analysis?

The three main types of qualitative data analysis are content analysis, narrative analysis, and thematic analysis. Content analysis involves looking for keywords and phrases frequently appearing in customer feedback.

In contrast, narrative analysis is used to analyze stories and narratives, and thematic analysis is used to group responses with common themes and topics. Qualitative data analysis software can help you choose the right method for your project.

What is the difference between qualitative and quantitative data analysis?

The main difference between qualitative and quantitative data analysis is that qualitative data analysis focuses on understanding customer behavior, opinions, and experiences to get at the 'why' and 'how,' whereas quantitative data analysis is concerned with measuring numerical results and statistics.

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Qualitative Data Analysis

Qualitative data refers to non-numeric information such as interview transcripts, notes, video and audio recordings, images and text documents. Qualitative data analysis can be divided into the following five categories:

1. Content analysis . This refers to the process of categorizing verbal or behavioural data to classify, summarize and tabulate the data.

2. Narrative analysis . This method involves the reformulation of stories presented by respondents taking into account context of each case and different experiences of each respondent. In other words, narrative analysis is the revision of primary qualitative data by researcher.

3. Discourse analysis . A method of analysis of naturally occurring talk and all types of written text.

4. Framework analysis . This is more advanced method that consists of several stages such as familiarization, identifying a thematic framework, coding, charting, mapping and interpretation.

5. Grounded theory . This method of qualitative data analysis starts with an analysis of a single case to formulate a theory. Then, additional cases are examined to see if they contribute to the theory.

Qualitative data analysis can be conducted through the following three steps:

Step 1: Developing and Applying Codes . Coding can be explained as categorization of data. A ‘code’ can be a word or a short phrase that represents a theme or an idea. All codes need to be assigned meaningful titles. A wide range of non-quantifiable elements such as events, behaviours, activities, meanings etc. can be coded.

There are three types of coding:

• Open coding . The initial organization of raw data to try to make sense of it.
• Axial coding . Interconnecting and linking the categories of codes.
• Selective coding . Formulating the story through connecting the categories.

Coding can be done manually or using qualitative data analysis software such as

 NVivo,  Atlas ti 6.0,  HyperRESEARCH 2.8,  Max QDA and others.

When using manual coding you can use folders, filing cabinets, wallets etc. to gather together materials that are examples of similar themes or analytic ideas. Manual method of coding in qualitative data analysis is rightly considered as labour-intensive, time-consuming and outdated.

In computer-based coding, on the other hand, physical files and cabinets are replaced with computer based directories and files. When choosing software for qualitative data analysis you need to consider a wide range of factors such as the type and amount of data you need to analyse, time required to master the software and cost considerations.

Moreover, it is important to get confirmation from your dissertation supervisor prior to application of any specific qualitative data analysis software.

The following table contains examples of research titles, elements to be coded and identification of relevant codes:

 Qualitative data coding

Step 2: Identifying themes, patterns and relationships . Unlike quantitative methods , in qualitative data analysis there are no universally applicable techniques that can be applied to generate findings. Analytical and critical thinking skills of researcher plays significant role in data analysis in qualitative studies. Therefore, no qualitative study can be repeated to generate the same results.

Nevertheless, there is a set of techniques that you can use to identify common themes, patterns and relationships within responses of sample group members in relation to codes that have been specified in the previous stage.

Specifically, the most popular and effective methods of qualitative data interpretation include the following:

• Word and phrase repetitions – scanning primary data for words and phrases most commonly used by respondents, as well as, words and phrases used with unusual emotions;
• Primary and secondary data comparisons – comparing the findings of interview/focus group/observation/any other qualitative data collection method with the findings of literature review and discussing differences between them;
• Search for missing information – discussions about which aspects of the issue was not mentioned by respondents, although you expected them to be mentioned;
• Metaphors and analogues – comparing primary research findings to phenomena from a different area and discussing similarities and differences.

Step 3: Summarizing the data . At this last stage you need to link research findings to hypotheses or research aim and objectives. When writing data analysis chapter, you can use noteworthy quotations from the transcript in order to highlight major themes within findings and possible contradictions.

It is important to note that the process of qualitative data analysis described above is general and different types of qualitative studies may require slightly different methods of data analysis.

My  e-book,  The Ultimate Guide to Writing a Dissertation in Business Studies: a step by step approach  contains a detailed, yet simple explanation of qualitative data analysis methods . The e-book explains all stages of the research process starting from the selection of the research area to writing personal reflection. Important elements of dissertations such as research philosophy, research approach, research design, methods of data collection and data analysis are explained in simple words. John Dudovskiy

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Collecting and Analyzing Qualitative Data

Brent Wolff, Frank Mahoney, Anna Leena Lohiniva, and Melissa Corkum

• Choosing When to Apply Qualitative Methods
• Commonly Used Qualitative Methods in Field Investigations
• Sampling and Recruitment for Qualitative Research
• Managing, Condensing, Displaying, and Interpreting Qualitative Data
• Coding and Analysis Requirements

Qualitative research methods are a key component of field epidemiologic investigations because they can provide insight into the perceptions, values, opinions, and community norms where investigations are being conducted ( 1,2 ). Open-ended inquiry methods, the mainstay of qualitative interview techniques, are essential in formative research for exploring contextual factors and rationales for risk behaviors that do not fit neatly into predefined categories. For example, during the 2014–2015 Ebola virus disease outbreaks in parts of West Africa, understanding the cultural implications of burial practices within different communities was crucial to designing and monitoring interventions for safe burials ( Box 10.1 ). In program evaluations, qualitative methods can assist the investigator in diagnosing what went right or wrong as part of a process evaluation or in troubleshooting why a program might not be working as well as expected. When designing an intervention, qualitative methods can be useful in exploring dimensions of acceptability to increase the chances of intervention acceptance and success. When performed in conjunction with quantitative studies, qualitative methods can help the investigator confirm, challenge, or deepen the validity of conclusions than either component might have yielded alone ( 1,2 ).

Qualitative research was used extensively in response to the Ebola virus disease outbreaks in parts of West Africa to understand burial practices and to design culturally appropriate strategies to ensure safe burials. Qualitative studies were also used to monitor key aspects of the response.

In October 2014, Liberia experienced an abrupt and steady decrease in case counts and deaths in contrast with predicted disease models of an increased case count. At the time, communities were resistant to entering Ebola treatment centers, raising the possibility that patients were not being referred for care and communities might be conducting occult burials.

To assess what was happening at the community level, the Liberian Emergency Operations Center recruited epidemiologists from the US Department of Health and Human Services/Centers for Disease Control and Prevention and the African Union to investigate the problem.

Teams conducted in-depth interviews and focus group discussions with community leaders, local funeral directors, and coffin makers and learned that communities were not conducting occult burials and that the overall number of burials was less than what they had experienced in previous years. Other key findings included the willingness of funeral directors to cooperate with disease response efforts, the need for training of funeral home workers, and considerable community resistance to cremation practices. These findings prompted the Emergency Operations Center to open a burial ground for Ebola decedents, support enhanced testing of burials in the private sector, and train private-sector funeral workers regarding safe burial practices.

Source: Melissa Corkum, personal communication.

Similar to quantitative approaches, qualitative research seeks answers to specific questions by using rigorous approaches to collecting and compiling information and producing findings that can be applicable beyond the study population. The fundamental difference in approaches lies in how they translate real-life complexities of initial observations into units of analysis. Data collected in qualitative studies typically are in the form of text or visual images, which provide rich sources of insight but also tend to be bulky and time-consuming to code and analyze. Practically speaking, qualitative study designs tend to favor small, purposively selected samples ideal for case studies or in-depth analysis ( 1 ). The combination of purposive sampling and open-ended question formats deprive qualitative study designs of the power to quantify and generalize conclusions, one of the key limitations of this approach.

Qualitative scientists might argue, however, that the generalizability and precision possible through probabilistic sampling and categorical outcomes are achieved at the cost of enhanced validity, nuance, and naturalism that less structured approaches offer ( 3 ). Open-ended techniques are particularly useful for understanding subjective meanings and motivations underlying behavior. They enable investigators to be equally adept at exploring factors observed and unobserved, intentions as well as actions, internal meanings as well as external consequences, options considered but not taken, and unmeasurable as well as measurable outcomes. These methods are important when the source of or solution to a public health problem is rooted in local perceptions rather than objectively measurable characteristics selected by outside observers ( 3 ). Ultimately, such approaches have the ability to go beyond quantifying questions of how much or how many to take on questions of how or why from the perspective and in the words of the study subjects themselves ( 1,2 ).

Another key advantage of qualitative methods for field investigations is their flexibility ( 4 ). Qualitative designs not only enable but also encourage flexibility in the content and flow of questions to challenge and probe for deeper meanings or follow new leads if they lead to deeper understanding of an issue (5). It is not uncommon for topic guides to be adjusted in the course of fieldwork to investigate emerging themes relevant to answering the original study question. As discussed herein, qualitative study designs allow flexibility in sample size to accommodate the need for more or fewer interviews among particular groups to determine the root cause of an issue (see the section on Sampling and Recruitment in Qualitative Research). In the context of field investigations, such methods can be extremely useful for investigating complex or fast-moving situations where the dimensions of analysis cannot be fully anticipated.

Ultimately, the decision whether to include qualitative research in a particular field investigation depends mainly on the nature of the research question itself. Certain types of research topics lend themselves more naturally to qualitative rather than other approaches ( Table 10.1 ). These include exploratory investigations when not enough is known about a problem to formulate a hypothesis or develop a fixed set of questions and answer codes. They include research questions where intentions matter as much as actions and “why?” or “why not?” questions matter as much as precise estimation of measured outcomes. Qualitative approaches also work well when contextual influences, subjective meanings, stigma, or strong social desirability biases lower faith in the validity of responses coming from a relatively impersonal survey questionnaire interview.

The availability of personnel with training and experience in qualitative interviewing or observation is critical for obtaining the best quality data but is not absolutely required for rapid assessment in field settings. Qualitative interviewing requires a broader set of skills than survey interviewing. It is not enough to follow a topic guide like a questionnaire, in order, from top to bottom. A qualitative interviewer must exercise judgment to decide when to probe and when to move on, when to encourage, challenge, or follow relevant leads even if they are not written in the topic guide. Ability to engage with informants, connect ideas during the interview, and think on one’s feet are common characteristics of good qualitative interviewers. By far the most important qualification in conducting qualitative fieldwork is a firm grasp of the research objectives; with this qualification, a member of the research team armed with curiosity and a topic guide can learn on the job with successful results.

Semi-Structured Interviews

Semi-structured interviews can be conducted with single participants (in-depth or individual key informants) or with groups (focus group discussions [FGDs] or key informant groups). These interviews follow a suggested topic guide rather than a fixed questionnaire format. Topic guides typically consist of a limited number ( 10– 15 ) of broad, open-ended questions followed by bulleted points to facilitate optional probing. The conversational back-and-forth nature of a semi-structured format puts the researcher and researched (the interview participants) on more equal footing than allowed by more structured formats. Respondents, the term used in the case of quantitative questionnaire interviews, become informants in the case of individual semi-structured in-depth interviews (IDIs) or participants in the case of FGDs. Freedom to probe beyond initial responses enables interviewers to actively engage with the interviewee to seek clarity, openness, and depth by challenging informants to reach below layers of self-presentation and social desirability. In this respect, interviewing is sometimes compared with peeling an onion, with the first version of events accessible to the public, including survey interviewers, and deeper inner layers accessible to those who invest the time and effort to build rapport and gain trust. (The theory of the active interview suggests that all interviews involve staged social encounters where the interviewee is constantly assessing interviewer intentions and adjusting his or her responses accordingly [ 1 ]. Consequently good rapport is important for any type of interview. Survey formats give interviewers less freedom to divert from the preset script of questions and formal probes.)

Individual In-Depth Interviews and Key-Informant Interviews

The most common forms of individual semi-structured interviews are IDIs and key informant interviews (KIIs). IDIs are conducted among informants typically selected for first-hand experience (e.g., service users, participants, survivors) relevant to the research topic. These are typically conducted as one-on-one face-to-face interviews (two-on-one if translators are needed) to maximize rapport-building and confidentiality. KIIs are similar to IDIs but focus on individual persons with special knowledge or influence (e.g., community leaders or health authorities) that give them broader perspective or deeper insight into the topic area ( Box 10.2 ). Whereas IDIs tend to focus on personal experiences, context, meaning, and implications for informants, KIIs tend to steer away from personal questions in favor of expert insights or community perspectives. IDIs enable flexible sampling strategies and represent the interviewing reference standard for confidentiality, rapport, richness, and contextual detail. However, IDIs are time-and labor-intensive to collect and analyze. Because confidentiality is not a concern in KIIs, these interviews might be conducted as individual or group interviews, as required for the topic area.

Focus Group Discussions and Group Key Informant Interviews

FGDs are semi-structured group interviews in which six to eight participants, homogeneous with respect to a shared experience, behavior, or demographic characteristic, are guided through a topic guide by a trained moderator ( 6 ). (Advice on ideal group interview size varies. The principle is to convene a group large enough to foster an open, lively discussion of the topic, and small enough to ensure all participants stay fully engaged in the process.) Over the course of discussion, the moderator is expected to pose questions, foster group participation, and probe for clarity and depth. Long a staple of market research, focus groups have become a widely used social science technique with broad applications in public health, and they are especially popular as a rapid method for assessing community norms and shared perceptions.

Focus groups have certain useful advantages during field investigations. They are highly adaptable, inexpensive to arrange and conduct, and often enjoyable for participants. Group dynamics effectively tap into collective knowledge and experience to serve as a proxy informant for the community as a whole. They are also capable of recreating a microcosm of social norms where social, moral, and emotional dimensions of topics are allowed to emerge. Skilled moderators can also exploit the tendency of small groups to seek consensus to bring out disagreements that the participants will work to resolve in a way that can lead to deeper understanding. There are also limitations on focus group methods. Lack of confidentiality during group interviews means they should not be used to explore personal experiences of a sensitive nature on ethical grounds. Participants may take it on themselves to volunteer such information, but moderators are generally encouraged to steer the conversation back to general observations to avoid putting pressure on other participants to disclose in a similar way. Similarly, FGDs are subject by design to strong social desirability biases. Qualitative study designs using focus groups sometimes add individual interviews precisely to enable participants to describe personal experiences or personal views that would be difficult or inappropriate to share in a group setting. Focus groups run the risk of producing broad but shallow analyses of issues if groups reach comfortable but superficial consensus around complex topics. This weakness can be countered by training moderators to probe effectively and challenge any consensus that sounds too simplistic or contradictory with prior knowledge. However, FGDs are surprisingly robust against the influence of strongly opinionated participants, highly adaptable, and well suited to application in study designs where systematic comparisons across different groups are called for.

Like FGDs, group KIIs rely on positive chemistry and the stimulating effects of group discussion but aim to gather expert knowledge or oversight on a particular topic rather than lived experience of embedded social actors. Group KIIs have no minimum size requirements and can involve as few as two or three participants.

Egypt’s National Infection Prevention and Control (IPC) program undertook qualitative research to gain an understanding of the contextual behaviors and motivations of healthcare workers in complying with IPC guidelines. The study was undertaken to guide the development of effective behavior change interventions in healthcare settings to improve IPC compliance.

Key informant interviews and focus group discussions were conducted in two governorates among cleaning staff, nursing staff, and physicians in different types of healthcare facilities. The findings highlighted social and cultural barriers to IPC compliance, enabling the IPC program to design responses. For example,

• Informants expressed difficulty in complying with IPC measures that forced them to act outside their normal roles in an ingrained hospital culture. Response: Role models and champions were introduced to help catalyze change.
• Informants described fatalistic attitudes that undermined energy and interest in modifying behavior. Response: Accordingly, interventions affirming institutional commitment to change while challenging fatalistic assumptions were developed.
• Informants did not perceive IPC as effective. Response: Trainings were amended to include scientific evidence justifying IPC practices.
• Informants perceived hygiene as something they took pride in and were judged on. Response: Public recognition of optimal IPC practice was introduced to tap into positive social desirability and professional pride in maintaining hygiene in the work environment.

Qualitative research identified sources of resistance to quality clinical practice in Egypt’s healthcare settings and culturally appropriate responses to overcome that resistance.

____________________ Source: Anna Leena Lohiniva, personal communication.

Visualization Methods

Visualization methods have been developed as a way to enhance participation and empower interviewees relative to researchers during group data collection ( 7 ). Visualization methods involve asking participants to engage in collective problem- solving of challenges expressed through group production of maps, diagrams, or other images. For example, participants from the community might be asked to sketch a map of their community and to highlight features of relevance to the research topic (e.g., access to health facilities or sites of risk concentrations). Body diagramming is another visualization tool in which community members are asked to depict how and where a health threat affects the human body as a way of understanding folk conceptions of health, disease, treatment, and prevention. Ensuing debate and dialogue regarding construction of images can be recorded and analyzed in conjunction with the visual image itself. Visualization exercises were initially designed to accommodate groups the size of entire communities, but they can work equally well with smaller groups corresponding to the size of FGDs or group KIIs.

Selecting a Sample of Study Participants

Fundamental differences between qualitative and quantitative approaches to research emerge most clearly in the practice of sampling and recruitment of study participants. Qualitative samples are typically small and purposive. In-depth interview informants are usually selected on the basis of unique characteristics or personal experiences that make them exemplary for the study, if not typical in other respects. Key informants are selected for their unique knowledge or influence in the study domain. Focus group mobilization often seeks participants who are typical with respect to others in the community having similar exposure or shared characteristics. Often, however, participants in qualitative studies are selected because they are exceptional rather than simply representative. Their value lies not in their generalizability but in their ability to generate insight into the key questions driving the study.

Determining Sample Size

Sample size determination for qualitative studies also follows a different logic than that used for probability sample surveys. For example, whereas some qualitative methods specify ideal ranges of participants that constitute a valid observation (e.g., focus groups), there are no rules on how many observations it takes to attain valid results. In theory, sample size in qualitative designs should be determined by the saturation principle , where interviews are conducted until additional interviews yield no additional insights into the topic of research ( 8 ). Practically speaking, designing a study with a range in number of interviews is advisable for providing a level of flexibility if additional interviews are needed to reach clear conclusions.

Recruiting Study Participants

Recruitment strategies for qualitative studies typically involve some degree of participant self-selection (e.g., advertising in public spaces for interested participants) and purposive selection (e.g., identification of key informants). Purposive selection in community settings often requires authorization from local authorities and assistance from local mobilizers before the informed consent process can begin. Clearly specifying eligibility criteria is crucial for minimizing the tendency of study mobilizers to apply their own filters regarding who reflects the community in the best light. In addition to formal eligibility criteria, character traits (e.g., articulate and interested in participating) and convenience (e.g., not too far away) are legitimate considerations for whom to include in the sample. Accommodations to personality and convenience help to ensure the small number of interviews in a typical qualitative design yields maximum value for minimum investment. This is one reason why random sampling of qualitative informants is not only unnecessary but also potentially counterproductive.

Analysis of qualitative data can be divided into four stages: data management, data condensation, data display, and drawing and verifying conclusions ( 9 ).

Managing Qualitative Data

From the outset, developing a clear organization system for qualitative data is important. Ideally, naming conventions for original data files and subsequent analysis should be recorded in a data dictionary file that includes dates, locations, defining individual or group characteristics, interviewer characteristics, and other defining features. Digital recordings of interviews or visualization products should be reviewed to ensure fidelity of analyzed data to original observations. If ethics agreements require that no names or identifying characteristics be recorded, all individual names must be removed from final transcriptions before analysis begins. If data are analyzed by using textual data analysis software, maintaining careful version control over the data files is crucial, especially when multiple coders are involved.

Condensing Qualitative Data

Condensing refers to the process of selecting, focusing, simplifying, and abstracting the data available at the time of the original observation, then transforming the condensed data into a data set that can be analyzed. In qualitative research, most of the time investment required to complete a study comes after the fieldwork is complete. A single hour of taped individual interview can take a full day to transcribe and additional time to translate if necessary. Group interviews can take even longer because of the difficulty of transcribing active group input. Each stage of data condensation involves multiple decisions that require clear rules and close supervision. A typical challenge is finding the right balance between fidelity to the rhythm and texture of original language and clarity of the translated version in the language of analysis. For example, discussions among groups with little or no education should not emerge after the transcription (and translation) process sounding like university graduates. Judgment must be exercised about which terms should be translated and which terms should be kept in vernacular because there is no appropriate term in English to capture the richness of its meaning.

Displaying Qualitative Data

After the initial condensation, qualitative analysis depends on how the data are displayed. Decisions regarding how data are summarized and laid out to facilitate comparison influence the depth and detail of the investigation’s conclusions. Displays might range from full verbatim transcripts of interviews to bulleted summaries or distilled summaries of interview notes. In a field setting, a useful and commonly used display format is an overview chart in which key themes or research questions are listed in rows in a word processer table or in a spreadsheet and individual informant or group entry characteristics are listed across columns. Overview charts are useful because they allow easy, systematic comparison of results.

Drawing and Verifying Conclusions

Analyzing qualitative data is an iterative and ideally interactive process that leads to rigorous and systematic interpretation of textual or visual data. At least four common steps are involved:

• Reading and rereading. The core of qualitative analysis is careful, systematic, and repeated reading of text to identify consistent themes and interconnections emerging from the data. The act of repeated reading inevitably yields new themes, connections, and deeper meanings from the first reading. Reading the full text of interviews multiple times before subdividing according to coded themes is key to appreciating the full context and flow of each interview before subdividing and extracting coded sections of text for separate analysis.
• Coding. A common technique in qualitative analysis involves developing codes for labeling sections of text for selective retrieval in later stages of analysis and verification. Different approaches can be used for textual coding. One approach, structural coding , follows the structure of the interview guide. Another approach, thematic coding , labels common themes that appear across interviews, whether by design of the topic guide or emerging themes assigned based on further analysis. To avoid the problem of shift and drift in codes across time or multiple coders, qualitative investigators should develop a standard codebook with written definitions and rules about when codes should start and stop. Coding is also an iterative process in which new codes that emerge from repeated reading are layered on top of existing codes. Development and refinement of the codebook is inseparably part of the analysis.
• Analyzing and writing memos. As codes are being developed and refined, answers to the original research question should begin to emerge. Coding can facilitate that process through selective text retrieval during which similarities within and between coding categories can be extracted and compared systematically. Because no p values can be derived in qualitative analyses to mark the transition from tentative to firm conclusions, standard practice is to write memos to record evolving insights and emerging patterns in the data and how they relate to the original research questions. Writing memos is intended to catalyze further thinking about the data, thus initiating new connections that can lead to further coding and deeper understanding.
• Verifying conclusions. Analysis rigor depends as much on the thoroughness of the cross-examination and attempt to find alternative conclusions as on the quality of original conclusions. Cross-examining conclusions can occur in different ways. One way is encouraging regular interaction between analysts to challenge conclusions and pose alternative explanations for the same data. Another way is quizzing the data (i.e., retrieving coded segments by using Boolean logic to systematically compare code contents where they overlap with other codes or informant characteristics). If alternative explanations for initial conclusions are more difficult to justify, confidence in those conclusions is strengthened.

Above all, qualitative data analysis requires sufficient time and immersion in the data. Computer textual software programs can facilitate selective text retrieval and quizzing the data, but discerning patterns and arriving at conclusions can be done only by the analysts. This requirement involves intensive reading and rereading, developing codebooks and coding, discussing and debating, revising codebooks, and recoding as needed until clear patterns emerge from the data. Although quality and depth of analysis is usually proportional to the time invested, a number of techniques, including some mentioned earlier, can be used to expedite analysis under field conditions.

• Detailed notes instead of full transcriptions. Assigning one or two note-takers to an interview can be considered where the time needed for full transcription and translation is not feasible. Even if plans are in place for full transcriptions after fieldwork, asking note-takers to submit organized summary notes is a useful technique for getting real-time feedback on interview content and making adjustments to topic guides or interviewer training as needed.
• Summary overview charts for thematic coding. (See discussion under “Displaying Data.”) If there is limited time for full transcription and/or systematic coding of text interviews using textual analysis software in the field, an overview chart is a useful technique for rapid manual coding.
• Thematic extract files. This is a slightly expanded version of manual thematic coding that is useful when full transcriptions of interviews are available. With use of a word processing program, files can be sectioned according to themes, or separate files can be created for each theme. Relevant extracts from transcripts or analyst notes can be copied and pasted into files or sections of files corresponding to each theme. This is particularly useful for storing appropriate quotes that can be used to illustrate thematic conclusions in final reports or manuscripts.
• Teamwork. Qualitative analysis can be performed by a single analyst, but it is usually beneficial to involve more than one. Qualitative conclusions involve subjective judgment calls. Having more than one coder or analyst working on a project enables more interactive discussion and debate before reaching consensus on conclusions.
• Systematic coding.
• Selective retrieval of coded segments.
• Verifying conclusions (“quizzing the data”).
• Working on larger data sets with multiple separate files.
• Working in teams with multiple coders to allow intercoder reliability to be measured and monitored.

The most widely used software packages (e.g., NVivo [QSR International Pty. Ltd., Melbourne, VIC, Australia] and ATLAS.ti [Scientific Software Development GmbH, Berlin, Germany]) evolved to include sophisticated analytic features covering a wide array of applications but are relatively expensive in terms of license cost and initial investment in time and training. A promising development is the advent of free or low-cost Web-based services (e.g., Dedoose [Sociocultural Research Consultants LLC, Manhattan Beach, CA]) that have many of the same analytic features on a more affordable subscription basis and that enable local research counterparts to remain engaged through the analysis phase (see Teamwork criteria). The start-up costs of computer-assisted analysis need to be weighed against their analytic benefits, which tend to decline with the volume and complexity of data to be analyzed. For rapid situational analyses or small scale qualitative studies (e.g. fewer than 30 observations as an informal rule of thumb), manual coding and analysis using word processing or spreadsheet programs is faster and sufficient to enable rigorous analysis and verification of conclusions.

Qualitative methods belong to a branch of social science inquiry that emphasizes the importance of context, subjective meanings, and motivations in understanding human behavior patterns. Qualitative approaches definitionally rely on open-ended, semistructured, non-numeric strategies for asking questions and recording responses. Conclusions are drawn from systematic visual or textual analysis involving repeated reading, coding, and organizing information into structured and emerging themes. Because textual analysis is relatively time-and skill-intensive, qualitative samples tend to be small and purposively selected to yield the maximum amount of information from the minimum amount of data collection. Although qualitative approaches cannot provide representative or generalizable findings in a statistical sense, they can offer an unparalleled level of detail, nuance, and naturalistic insight into the chosen subject of study. Qualitative methods enable investigators to “hear the voice” of the researched in a way that questionnaire methods, even with the occasional open-ended response option, cannot.

Whether or when to use qualitative methods in field epidemiology studies ultimately depends on the nature of the public health question to be answered. Qualitative approaches make sense when a study question about behavior patterns or program performance leads with why, why not , or how . Similarly, they are appropriate when the answer to the study question depends on understanding the problem from the perspective of social actors in real-life settings or when the object of study cannot be adequately captured, quantified, or categorized through a battery of closed-ended survey questions (e.g., stigma or the foundation of health beliefs). Another justification for qualitative methods occurs when the topic is especially sensitive or subject to strong social desirability biases that require developing trust with the informant and persistent probing to reach the truth. Finally, qualitative methods make sense when the study question is exploratory in nature, where this approach enables the investigator the freedom and flexibility to adjust topic guides and probe beyond the original topic guides.

Given that the conditions just described probably apply more often than not in everyday field epidemiology, it might be surprising that such approaches are not incorporated more routinely into standard epidemiologic training. Part of the answer might have to do with the subjective element in qualitative sampling and analysis that seems at odds with core scientific values of objectivity. Part of it might have to do with the skill requirements for good qualitative interviewing, which are generally more difficult to find than those required for routine survey interviewing.

For the field epidemiologist unfamiliar with qualitative study design, it is important to emphasize that obtaining important insights from applying basic approaches is possible, even without a seasoned team of qualitative researchers on hand to do the work. The flexibility of qualitative methods also tends to make them forgiving with practice and persistence. Beyond the required study approvals and ethical clearances, the basic essential requirements for collecting qualitative data in field settings start with an interviewer having a strong command of the research question, basic interactive and language skills, and a healthy sense of curiosity, armed with a simple open-ended topic guide and a tape recorder or note-taker to capture the key points of the discussion. Readily available manuals on qualitative study design, methods, and analysis can provide additional guidance to improve the quality of data collection and analysis.

• Patton MQ. Qualitative research and evaluation methods: integrating theory and practice . 4th ed. Thousand Oaks, CA: Sage; 2015.
• Hennink M, Hutter I, Bailey A. Qualitative research methods . Thousand Oaks, CA: Sage; 2010.
• Lincoln YS, Guba EG. The constructivist credo . Walnut Creek, CA: Left Coast Press; 2013.
• Mack N, Woodsong C, MacQueen KM, Guest G, Namey E. Qualitative research methods: a data collectors field guide. https://www.fhi360.org/sites/default/files/media/documents/Qualitative%20Research%20Methods%20-%20A%20Data%20Collector%27s%20Field%20Guide.pdf
• Kvale S, Brinkmann S. Interviews: learning the craft of qualitative research . Thousand Oaks, CA: Sage; 2009:230–43.
• Krueger RA, Casey MA. Focus groups: a practical guide for applied research . Thousand Oaks, CA: Sage; 2014.
• Margolis E, Pauwels L. The Sage handbook of visual research methods . Thousand Oaks, CA: Sage; 2011.
• Mason M. Sample size and saturation in PhD studies using qualitative interviews. Forum : Qualitative Social Research/Sozialforschung. 2010;11(3).
• Miles MB, Huberman AM, Saldana J. Qualitative data analysis: a methods sourcebook . 3rd ed. Thousand Oaks, CA: Sage; 2014.
• Silver C, Lewins A. Using software in qualitative research: a step-by-step guide . Thousand Oaks, CA; Sage: 2014.

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• Qualitative Data Analysis

What is Taguette

A spin on the phrase "tag it!",  Taguette  is a free and open-source qualitative research tool (which works on all operating systems!) that allows users to:

• Import PDFs, Word Docs (.docx), Text files (.txt), HTML, EPUB, MOBI, Open Documents (.odt), and Rich Text Files (.rtf).
• Highlight words, sentences, or paragraphs and tag them with the codes you create.
• Work collaboratively with other users (if  self-hosting  or using  app.taguette.org ).
• Your data stays your own; export everything including your project, highlights, documents, and codes.

Accessing Taguette

• Install Taguette Install Taguette on Mac, Windows, or Linux
• Taguette Web You can use Taguette online for free on the developer's server

Taguette Tutorials

• Getting started with Taguette A step by step process on how to use Taguette
• Introduction to Taguette Presentation Slides on how to use Taguette

Additional Taguette Guides

• Analyzing Outputs from Taguette in Google Sheets (NYU Libraries) This guide provides introductory instructions for how to detect possible trends in sets of qualitative interviews between codes and sociodemographic characteristics of participants using Taguette and Google sheets softwares.
• Taguette: Qualitative Coding & Analysis Workshop (Georgetown University Library) A self-paced tutorial on how to use Taguette.
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• Oral History Toolkit A free, six module resource designed by UCI's Special Collections and Archives Team for our community members, whether you are interested in conducting a single oral history interview or implementing a large-scale project to document a community or historical event.
• Oral History: Design and Implementation This is a “how to design your own oral history” guide with an emphasis on preservation and access. The presentation includes examples from the presenter’s 20 years of experience as an oral historian and her work with Viet Stories: the Vietnamese American Oral History Project. This video might be of interest to classes that are assigned an oral history project or individuals/groups wishing to start collecting oral histories.
• TheirStory TheirStory is an easy-to-use, web-based interviewing and storytelling platform for collecting and transcribing oral history (testimonies, one-on-one interviews, and group interviews.) UCI Libraries maintains a subscription with a limited storage capacity.
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Computer Assisted Qualitative Data AnalysiS software (CAQDAS) has been around for quite a while, and has assisted researchers in analyzing primarily text-based documents and storing that analysis in a findable and interactive manner. CAQDAS can help researchers to "code," or identify the occurrence of, various conceptual themes present across a corpus of documents in order to bring them together and pull insight from them. Social Psychologists may use a CAQDAS platform to code the responses to interviews, both in text as well as audio, or graduate students may use it to read and keep track of their thoughts for a literature review. The uses are wide and the data management capabilities are many.

• AQUAD Aquad is a platform developed in Germany (you will have to translate the website, which is also in German) that supports text of any kind, audio, video, and image files. There is a plugin available to use with R, the open source statistical analysis software.
• qcoder qcoder is an R library for qualitative analysis hosted on GitHub.
• QDA Miner Lite A "lite" version of the proprietary software, QDA Miner Lite has a slightly limited functionality. You can still perform the basic functions of the full version but don't have some of the more advanced options. You can see all the differences in the side by side comparison.
• RQDA RQDA is another package from the R Project, a statistical analysis platform that has developed a constantly growing community of users and developers that is designing all sorts of software for use in data analysis. What a plugin to such a power statistics program means is that implementing quantitative data to your project will be seamless and effective.
• Taguette Taguette is an open source qualitative analysis program that works on Windows, Mac, and Linux computers, as well as in-browser. A quick tutorial on how to get started can be found at their website, linked above. You must have Python 3 and Calibre on your computer in order to successfully download and use Taguette. The online version requires you to register for a free account.

These tools typically require a subscription or some other form of license. UC Irvine does not have an institutional license for these tools.

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How to Conduct Qualitative Data Analysis? (+The Best Tool to Use)

12 min read

Let’s face it: qualitative data analysis is vital to understanding why users act in a particular way and how they feel about your product in a way that quantitative product analytics can’t.

This article will teach you how to analyze qualitative data to inform product development and improve the product experience.

You will discover:

• Five qualitative data analysis methods.
• A six-step analysis process and how to streamline it with Userpilot.
• How to act on your research findings.

What is qualitative data analysis?

Qualitative data analysis (QDA) involves organizing, examining, and interpreting non-numerical data collected from customers . For example, their survey responses or session recordings.

The purpose?

To understand their interactions with the product and gain in-depth insights into user pain points , unmet needs, motivations, and expectations.

Quantitative data analysis vs. qualitative data analysis

Quantitative and qualitative data analyses have different objectives and use different data types, methods, and tools to achieve them.

• The aim of quantitative research is to illustrate objectively what happens inside the product, while qualitative research focuses on the why . For example, quantitative data can reveal the percentage of users who drop off at a particular touchpoint, whereas qualitative data explains the reasons for that.
• Quantitative data analysis uses numerical and measurable data, such as event occurrences. In contrast, qualitative data analysis relies on non-numerical and descriptive data, like open-ended survey responses .
• To collect quantitative data, you use closed-ended survey questions and analytics tools to track user actions . Qualitative data, on the other hand, comes from open-ended survey questions , interviews, focus groups, phone calls and chats, and session recordings.
• Analyzing quantitative data involves visualizing it in charts and graphs and conducting statistical operations. Qualitative analysis is about finding themes and patterns in data, often manually.

Benefits of qualitative data analysis

Here are the key advantages of qualitative data analysis that underscore its importance in customer and market research :

• Deep insights : Qualitative analysis helps understand complex patterns by looking at reasons and perspectives behind the data.
• Flexibility : It allows researchers to adjust their approach as they continuously discover new information or themes.
• Contextual understanding : It explores contextual factors, which adds depth to number-based findings and reveals hidden connections.
• Participant voice : It highlights what participants actually say, experience, and feel and uses their input to shape the analysis and the results.

Challenges of qualitative data analysis

Let’s get it straight: qualitative data analysis comes with its challenges. The key ones include:

• Data overload and management : Qualitative data analysis involves tons of text or multimedia, which is challenging to organize, manage, and analyze.
• Reliability and validity : Ensuring the reliability and validity of qualitative findings is difficult because the process isn’t as standardized as quantitative analysis. Personal biases can skew the results.
• Time-intensive nature : Qualitative data analysis is resource-intensive and time-consuming. It involves iterative processes of coding, categorizing, and synthesizing data.

What are the 5 qualitative data analysis methods?

There are 5 main methods of qualitative research studies:

• Content analysis.
• Narrative analysis.
• Discourse analysis.
• Thematic analysis.
• Grounded theory analysis.

Mind you, the differences between them aren’t always clear-cut, and there is always some overlap.

1. Content analysis

Content analysis is a qualitative data analysis method that systematically evaluates a text to identify specific features or patterns. This could be anything from a customer interview transcript to survey responses, social media posts, or customer success calls.

The first step in the content analysis research method is data coding, or labeling and categorizing.

For example, if you are looking at customer feedback , you might code all mentions of “price” as “P,” all mentions of “quality” as “Q,” and so on.

Once manual coding is done, start looking for patterns and trends in the codes.

While it’s a qualitative approach, it often aims to quantify the content, for example, by counting how many times a word or theme appears.

One of the main advantages of content analysis is its relative simplicity – anyone with a good understanding of the data can do it.

The advantages of the content analysis process

• Content analysis can provide rich insights into how customers feel about your product, what their unmet needs are, and their motives.
• Once you have developed a coding system, content analysis is relatively quick and easy because it’s a systematic process.
• Content analysis requires very little investment since all you need is a good understanding of the data, and it doesn’t require any specialist qualitative research data analysis software .

The disadvantages of the content analysis process

• Coding data takes time, particularly if you have large amounts to analyze.
• Content analysis can ignore the context in which the data was collected. This may lead to misinterpretations.
• Some people argue that content analysis is a reductive approach to qualitative data because it involves breaking the data down into smaller pieces and quantifying, which can lead to oversimplifications.

2. Narrative analysis

Narrative analysis involves identifying, analyzing, and interpreting customer stories, for example, in the form of customer interviews or testimonials.

This kind of analysis helps product managers understand customers’ feelings toward the product, identify trends in customer behavior, and personalize their in-app experiences .

The advantages of narrative analysis

• The stories people tell give a deep understanding of customers’ needs and pain points.
• It collects unique, in-depth data based on customer stories.

The disadvantages of narrative analysis

• Hard to implement in large-scale studies.
• Transcribing customer interviews or testimonials is labor-intensive.
• Impossible to replicate as it relies on unique customer stories and your ability to interpret them.

3. Discourse analysis

Discourse analysis is about understanding how people communicate with each other. You can use it to analyze written or spoken language.

For instance, product teams can use discourse analysis to understand how customers talk about their products on the web.

The advantages of discourse analysis

• Uncovers emotions behind customers’ words.
• Gives insights into customer data.

The disadvantages of disclosure analysis

• Takes a lot of time and effort as the process is highly specialized and requires training and practice. There’s no “right” way to do it.
• Focuses solely on language.

4. Thematic analysis

Thematic analysis is similar to content analysis.

It also looks for patterns and themes in qualitative data and involves labeling and categorizing the data.

The difference?

It focuses on the meaning of the data and how the themes relate to the research questions .

You can pair it with sentiment analysis to determine whether a piece of writing is positive, negative, or neutral. This is done using a lexicon (i.e., a list of words and their associated sentiment scores).

SaaS companies use thematic analysis to analyze qualitative NPS survey responses to identify patterns among their customer base.

The advantages of thematic analysis

• Anyone with little training on how to label the data can perform thematic analysis.
• Survey or customer interview raw data can be easily converted into insights and quantitative data with the help of labeling.
• If done automatically, it’s an effective way to process large amounts of data (you need AI tools for this).

The disadvantages of thematic analysis

• If the data isn’t coded correctly, it can be difficult to identify themes since it’s a phrase-based method.
• It’s difficult to implement from scratch because balancing the themes and categories is tricky. They shouldn’t be too generic or too large.

5. Grounded theory analysis

Grounded theory analysis is a method used by qualitative researchers when there is little existing theory on the topic. Instead of starting with hypotheses and testing them through research, it involves generating them from the data on the fly as it emerges.

The grounded theory approach is useful for product managers who want to understand how customers interact with their products. You can also use it to generate hypotheses about how customers will behave in the future.

Suppose product teams want to understand the reasons behind the high churn rate . They can use customer surveys and grounded theory to analyze responses and develop hypotheses about why users churn and how to reengage inactive ones .

The advantages of grounded theory analysis

• It reduces bias because it doesn’t rely on assumptions.
• It’s great for analyzing poorly researched topics.

The disadvantages of grounded theory analysis

• It can come across as overly theoretical.
• It requires a lot of objectivity, creativity, and critical thinking.

Which qualitative data analysis method should you choose?

The choice of the appropriate qualitative data analysis method depends on various factors, including:

• Research question : Different qualitative methods are suitable for different research questions. For example, you can use content analysis to categorize and quantify customer feedback from support tickets to prioritize areas for improvement. Contrastingly, discourse analysis will show you how users feel about your product.
• Nature of data : Choose qualitative data analysis techniques that align with the data’s characteristics. For instance, content analysis is versatile and can be applied to various types of qualitative data, while narrative analysis focuses specifically on stories and narratives.
• Researcher expertise : Consider your own skills and expertise in qualitative analysis techniques. Some methods may require specialized training or familiarity with specific software tools . Choose a method that you feel comfortable with and confident in applying effectively.
• Research goals and resources : Evaluate your research goals, timeline, and resources available for analysis. Consider the balance between the depth of analysis and practical constraints. For example, narrative analysis is more time-consuming or resource-intensive than others.

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How to perform qualitative data analysis? A step-by-step process

With all that qualitative research methods covered, it’s time for our step-by-step guide to qualitative data analysis.

Step 1: Define your qualitative research questions

It’s important to be as specific as possible with the questions, as this will guide how you collect qualitative research data and the rest of your analysis.

Examples are:

• What are the primary reasons for customer dissatisfaction with our product?
• How does X group of users feel about our new feature?
• What are our customers’ needs, and how do they vary by segment?
• How do our products fit into our customers’ lives?
• What factors influence the low usage rate of the new feature ?

Step 2: Gather your qualitative customer data

Now, you decide what type of data collection to use based on previously defined goals.

Here are 5 methods to collect qualitative data for product companies:

• In-app surveys : triggered at a specific time or contextually, when the user completes an action, they allow you to reach product users (not account managers) and to collect qualitative data at scale. They should include both closed-ended and open-ended follow-up questions.
• Email surveys : delivered to users’ mailboxes, these surveys tend to have lower response rates than in-app surveys, but they’re sometimes the only way to reach inactive users .

• Review sites : Customer reviews on sites like G2, Capterra, or Clutch are often unfiltered and give you honest insights into customer sentiment and how to improve the product .

• User interviews : one-to-one conversations with customers give you the flexibility that no survey offers. A skilled interviewer can follow up on responses to help users get to the root cause of an issue, even if they’re not very good at articulating their thoughts or reflecting on their behaviors.

• Focus groups : Just like interviews, these moderated group discussions can offer valuable insights about your product and customer preferences . They aren’t very scalable, though.

Pro tip : Use a mix of in-app surveys and in-person interviews to collect qualitative data. For example, send regular NPS surveys to customers to track their sentiment over time. Segment your detractors and invite them to interviews to better understand why they’re dissatisfied with the product.

Step 3: Organize and categorize collected data

Before analyzing customer feedback and assigning any value, organize the unstructured feedback data in a single place. This is to easily detect patterns and similar themes.

One way to do this is to create a spreadsheet with all the data organized by research questions. Then, arrange the data by theme or category within each research question.

Or use Userpilot’s NPS response tagging to group similar responses. For example, you can tag all feedback about technical issues with “bug.”

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Step 4: use qualitative data coding to identify themes and patterns.

Themes in data analysis help you organize and make sense of your information.

In SaaS products, common themes from customer feedback might include:

• Product issues ( bugs or defects).
• Pricing concerns.
• Customer service experiences.
• Usability problems.
• User interface (UI) design.
• User experience (UX) issues.
• Missing features.

Identifying specific themes is just a start. You also need to identify their patterns: how often they occur, when, and who is affected. For example, if users complain about a missing feature, find out how many and what their JTBDs are.

You can detect those patterns using survey analytics .

Step 5: Act on the insights to improve product metrics

Once you understand the nature of the problem, look for ways to resolve it.

How you act on feedback depends on the issues.

Imagine your users request a feature . But it turns out you have a similar feature that allows them to complete the same task – they just haven’t found it. So, the solution is redesigning your onboarding process to improve feature discovery .

And if you have to build the feature, don’t just blindly follow customer requests or what competitors are doing – look for innovative solutions to get the edge.

Step 6: Continuously analyze qualitative data to stay ahead of changing customer needs

Qualitative data analysis isn’t a one-off exercise. As customer needs constantly evolve, you must always keep your hand on the pulse.

Collect customer feedback in-app at regular intervals and make a habit of interviewing customers all the time, even if you’re not planning to launch new features or products.

Qualitative data analysis example: How Unolo reduced customer churn with Userpilot NPS survey

One of our customers, Unolo, faced a challenge: a high month-on-month churn rate of around 3%.

They implemented in-app NPS surveys to analyze qualitative and quantitative responses about why their customers were leaving.

In addition to collecting the feedback in-app, their customer success team also reached out to the dissatisfied customers directly.

What was the outcome?

UX and product experience improvements that reduced the churn by up to 1%!

How to perform qualitative data analysis with Userpilot?

Userpilot is a product growth platform with advanced feedback, analytics, and engagement features. So you can use it to collect qualitative and quantitative data and act on the insights to improve user experience .

Collect qualitative feedback from users with in-app surveys

You can collect qualitative user data in Userpilot through in-app surveys .

Thanks to the template library and visual editor, creating customized surveys takes minutes.

Once ready, there are two ways to trigger them.

One is by setting the date, time, and page where the user should see it. Great for regular surveys, like CSAT or NPS .

The other is through event-based triggering. That’s when you link the survey to another user action in-app, for example, using a feature. That’s how you can measure their satisfaction with specific product aspects and collect ideas on how to improve them.

In both instances, you can choose to send the survey to specific user segments .

Finally, Userpilot offers localization functionality, so you can automatically translate the survey into multiple languages for users around the globe.

Analyze data no-code using survey analytics

Once you collect the data, you can easily analyze it without any coding.

Userpilot offers you survey analytics where you can quickly view the results and analyze user engagement with the surveys.

And let’s not forget about the NPS dashboard , which provides a comprehensive overview of your NPS scores over time, allowing you to track changes and trends in user loyalty and advocacy.

And don’t worry, Userpilot does all the NPS analysis for you: calculates the overall score and segments users into detractors, passives , and promoters.

You can also tag the NPS responses to identify common themes.

Gather customer insights via chatbots

With Userpilot, you can embed a chatbot in the resource center .

This serves two purposes:

• It allows you to support your users in-app and help them overcome issues that could lower their satisfaction and potentially lead to churn .
• You can also use it to collect qualitative customer feedback .

Build different in-app experiences based on the insights from qualitative data analysis

By analyzing qualitative feedback collected through in-app surveys , you can segment users based on these insights and create targeted in-app experiences designed to address specific user concerns or enhance key workflows.

For example, you can personalize the onboarding experiences for different user personas so that they discover the most relevant features as quickly as possible. Or use interactive walkthroughs to guide them through challenging processes.

The qualitative data analysis process is iterative and should be revisited as new data is collected. The goal is to constantly refine your understanding of your customer base and how they interact with your product.

Want to get started with qualitative analysis? Get a Userpilot demo and automate the qualitative data collection process. Save time on mundane work and understand your customers better!

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9 Data Collection Methods in Qualitative Research

Explore top methods for collecting qualitative data, from interviews to social media monitoring, to gain deeper customer insights for your strategy.

In the world of customer insights, having access to the right data is crucial. Numbers and metrics can provide valuable direction, but they often fail to capture the full picture of how your customers truly feel, what they need, or why they behave in certain ways.

That’s where qualitative research shines. Using multiple qualitative data collection methods is like casting a wider net for insights — the more varied your approach, the better your chances of capturing nuanced feedback that standard surveys might miss.

Whether it’s through in-depth interviews or mining customer chat logs, the diversity of data sources can help build a robust understanding of your customers’ experiences.

In this article, we’ll cover the top methods you can use to collect qualitative data to inform your customer experience strategy .

Table of contents

Qualitative vs quantitative methods, 9 essential qualitative data collection methods.

In-depth Interviews

Focus Groups

Observational Research

Case Studies

Surveys with Open-ended Questions

Ethnographic Research

Customer Support Center Chat History

Social Media Conversation Monitoring

Review Sites

Pitfalls to Avoid in Qualitative Data Collection

Analyzing qualitative data.

When it comes to gathering customer insights, there are two main avenues: qualitative and quantitative research. Both are crucial, but they serve different purposes.

Quantitative methods rely on numerical data. Think of it as your go-to for answering “how many?” and “how much?” questions. It’s all about measurable facts, trends, and patterns. For example, you might run a large-scale survey asking customers to rate their satisfaction on a 1-10 scale, and you’ll get hard numbers to analyze. This kind of data is easy to visualize in graphs and charts, which helps you track customer satisfaction metrics like NPS or CSAT scores over time.

But qualitative methods ? This is where you dig deeper. These methods focus on the “why” and “how,” uncovering insights into the emotions, motivations, and thought processes behind customer behaviors. Instead of numerical data, qualitative research gives you rich, detailed feedback in the form of words. The qualitative data collected through these methods provides detailed and nuanced insights into individuals' or groups' experiences, perspectives, and behaviors. It’s an excellent way to get to the heart of customer experiences and understand their pain points on a human level.

Why Qualitative Research Is Critical for Customer Experience Strategy

Quantitative data can tell you what’s happening, but qualitative data tells you why it’s happening. The qualitative data collected through various methods can explain the underlying reasons behind customer satisfaction scores. If your quantitative research shows a drop in customer satisfaction scores, qualitative research can explain why. By diving into customer stories, open-ended survey responses, or even analyzing chat logs, you gain invaluable insights into where things might be going wrong (or right!).

Let’s dive into the most impactful methods you can use to gather valuable customer insights. Each of these methods offers a unique lens into the customer experience, helping you build a comprehensive understanding of your audience. Understanding both qualitative and quantitative data is essential for building a comprehensive understanding of your audience.

1. In-Depth Interviews

In-depth interviews are one-on-one conversations where the researcher asks open-ended questions , allowing the customer to share their thoughts and experiences in detail. These interviews are incredibly useful when you want to understand the “why” behind customer behavior or preferences. The qualitative data collected through in-depth interviews provides rich, detailed insights into customer behavior and preferences.

Maximizing the method: To get the most out of in-depth interviews, focus on creating a comfortable environment where participants feel free to express their honest opinions. Listen actively, ask follow-up questions, and don’t shy away from allowing the conversation to go off-script if it leads to richer insights.

Example: Imagine you’re an insights manager at a retail brand conducting an in-depth interview with a frequent shopper. By asking about their shopping habits, you can uncover that the customer values sustainability and chooses brands with eco-friendly packaging. This insight could inform future product packaging decisions.

2. Focus Groups

A focus group is a facilitated discussion with a small group of customers – usually around 6-10 people. The goal is to encourage interaction between participants, sparking conversations that reveal insights through group dynamics. The collective experience of a focus group can surface opinions that may not emerge in individual interviews. The qualitative data collected through focus groups can reveal collective opinions and insights that may not emerge in individual interviews.

Maximizing the method: Ensure that the focus group facilitator is skilled at guiding discussions without leading them. It’s important to let the conversation flow naturally, but the facilitator should know when to probe deeper or refocus the group when necessary.

Example: Let’s say a tech company runs a focus group with power users of their app. During the session, one participant mentions a feature they find confusing, which prompts others to agree. This shared feedback provides the company with a clear signal to revisit that feature for usability improvements.

3. Observational Research

Observational research (sometimes called field research) involves observing customers in their natural environment, whether it’s a store, website, or another setting. Instead of asking questions, researchers watch how customers interact with products, services, or environments in real-time. The qualitative data collected through observational research provides real-time insights into customer interactions and behaviors.

Maximizing the method: The key to observational research is to remain unobtrusive. Customers should behave naturally without being influenced by the researcher’s presence. It’s also crucial to take detailed notes on both the behaviors you expected, and any surprising actions that arise.

Example: A coffee shop chain might use observational research to see how customers navigate their in-store experience. Do they head straight to the counter or linger at the menu? Are they confused about the ordering process? These observations could highlight ways to improve the store layout or ordering flow.

4. Case Studies

Case studies are in-depth analyses of individual customer experiences, often focusing on how a product or service has solved a specific problem for them. By following a single customer’s journey from problem to solution, case studies offer detailed narratives that can illustrate the broader impact of your offerings. The qualitative data collected through case studies offers detailed narratives that illustrate the broader impact of your offerings.

Maximizing the method: Choose case study subjects that reflect common challenges or experiences within your customer base. The more relatable the story, the more likely other customers will see themselves in the narrative.

Example: A B2B SaaS company could create a case study around a client that successfully used their software to reduce employee churn. By detailing the challenges, implementation, and results, the case study could serve as a powerful testimonial for potential clients.

5. Surveys with Open-Ended Questions

While many surveys are typically quantitative, surveys with open-ended questions provide a qualitative element by allowing customers to write out their responses in their own words. This method bridges the gap between structured data and personal insights, making it easier to spot recurring themes or unique perspectives. The qualitative data collected through open-ended survey questions bridges the gap between structured data and personal insights.

Maximizing the method: Be strategic with the placement of open-ended questions. Too many can overwhelm respondents, but including one or two at key points in your survey allows for deeper insights without causing survey fatigue.

Example: A travel company might send out a post-trip survey asking, “What was the most memorable part of your experience?” The open-ended responses could reveal customer preferences that the company wasn’t previously aware of, informing future offerings or services.

6. Ethnographic Research

Ethnographic research takes immersion to a new level. In this method, researchers embed themselves in the customer’s environment for extended periods to observe and experience their behaviors firsthand. It’s about gaining a deep understanding of customer culture, motivations, and interactions. The qualitative data collected through ethnographic research provides a deep understanding of customer culture and interactions.

Maximizing the method: This method works best when researchers fully integrate into the customer’s world, whether that’s living among a target community or spending time on-site with customers in their daily routines. It’s a time-intensive process, but the insights can be incredibly rich.

Example: A researcher for a clothing brand might spend several weeks with a group of customers, observing how they shop for and wear clothes in their daily lives. This immersive research could uncover nuanced preferences about fabric types, fit, and style that surveys alone wouldn’t reveal.

7. Customer Support Center Chat History

Your customer support center chat history can be a treasure trove of qualitative data. By analyzing conversations between customers and support agents, you can identify recurring issues, concerns, and sentiments that might not surface in formal surveys or interviews. This method provides an authentic view of how customers feel in real-time as they interact with your brand for problem-solving. The qualitative data collected from chat histories provides an authentic view of customer sentiments in real-time.

Maximizing the method: Use text analysis tools to sift through large volumes of chat data, identifying common themes and patterns. Pay special attention to moments of frustration or satisfaction, as these often hold the key to customer experience improvements.

Example: A software company analyzes its chat history and notices that many customers express confusion about a particular feature. This insight leads the product team to create clearer in-app tutorials, ultimately reducing the number of support requests related to that feature.

8. Social Media Conversation Monitoring

Social media platforms are filled with candid, unsolicited customer feedback. Social media conversation monitoring involves tracking brand mentions, hashtags, and keywords to gauge customer sentiment and uncover insights about your audience. This method gives you access to a wide range of voices, including those who may never participate in formal research. The qualitative data collected from social media conversations offers a wide range of customer insights.

Maximizing the method: Leverage social listening tools to automate the process of monitoring and analyzing conversations across platforms like Instagram, Meta, or X. Be sure to track both direct mentions of your brand and broader industry-related conversations that could reveal trends or shifting customer preferences.

Example: A beauty brand might notice that customers are frequently discussing a competitor’s eco-friendly packaging on social media. By monitoring this trend, the brand could introduce more sustainable packaging solutions to align with emerging customer values.

9. Review Sites

Review sites such as Yelp, Google Reviews, and Trustpilot are another goldmine for qualitative data. Customers who leave reviews are often highly motivated to share their experiences, whether positive or negative. By mining these reviews, you can gather insights into customer satisfaction, product issues, and potential areas for improvement. The qualitative data collected from review sites provides insights into customer satisfaction and areas for improvement.

Maximizing the method: Don’t just focus on star ratings—read through the text of each review to extract the underlying emotions and motivations. Look for patterns in the language used and the specific aspects of your product or service that are frequently mentioned.

Example: A restaurant chain may notice through online reviews that customers often comment on the long wait times during dinner hours. This feedback prompts management to reassess staffing levels during peak times, improving both operational efficiency and customer satisfaction.

As with any research process, there are a few key pitfalls to watch out for when collecting qualitative data. Avoiding these three common mistakes will ensure that your insights are both accurate and actionable.

1. Bias in Data Collection

Bias can creep into qualitative research in many forms, from how questions are phrased in interviews or surveys to how data is interpreted. For example, leading questions might push respondents toward a specific answer. Similarly, during observational research or focus groups, the presence or behavior of the researcher could unintentionally influence participants.

How to avoid it: Ensure your research methods are designed to be neutral and that questions are open-ended. It’s also important to train researchers to minimize their influence during interviews or observations. Using standardized protocols can help maintain consistency across different data collection methods.

2. Over-reliance on a Single Method

While one method may seem like the easiest or most convenient to implement, relying solely on one form of data collection can lead to incomplete or skewed insights. For example, in-depth interviews might provide detailed information, but they won’t capture broad patterns across your entire customer base.

How to avoid it: Combine multiple data collection methods, like surveys, focus groups, and social media monitoring, to get a fuller picture. Each method will reveal different aspects of customer experience, and when analyzed together, they provide more comprehensive insights.

3. Failing to Document the Research Process

One of the easiest ways to undermine the quality of your qualitative data is by failing to document the research process adequately. Without a clear record of how data was collected, analyzed, and interpreted, it becomes difficult to validate findings or replicate the study in the future.

How to avoid it: Keep detailed notes, records, and transcriptions of every stage of the research process. Having a clear audit trail ensures that your findings are credible and can be trusted by decision-makers.

With these qualitative data collection methods at your disposal, you’ll find yourself with a wealth of unstructured qualitative data. While an abundance of data is valuable, it also presents a significant challenge: how to make sense of it all efficiently.

This is where advanced tools and technology come into play.

The Challenge of Unstructured Data

Qualitative research methods produce, by their nature, unstructured data. Whether you’re working with transcripts from focus groups, feedback from review sites, or social media conversations, the data doesn’t neatly fit into rows and columns like quantitative data does. Instead, you’re dealing with text—rich, narrative-driven, and full of context. This makes it incredibly insightful but also hard to analyze manually.

Manually categorizing themes, identifying patterns, and summarizing key takeaways from large datasets is time-consuming and prone to human error. It’s easy to miss out on emerging trends or nuances that could offer strategic value, especially if you're dealing with diverse data sources.

How Kapiche’s AI-Powered Auto-Theming Can Help

Kapiche’s automatic theming feature is designed to solve this problem. By leveraging AI-powered technology, Kapiche cleans, categorizes, and analyzes your text data quickly and accurately. The platform automatically identifies themes, clusters related data points, and even provides summaries that help you interpret what your customers are saying.

For example, Kapiche can scan through customer support chat histories or social media mentions and instantly group similar pieces of feedback together—whether customers are talking about product performance, customer service, or price sensitivity. With these insights readily available, you can take faster action to improve your customer experience.

Benefits of Auto-Theming for Insights Managers

Here's how an auto-theming can transform your qualitative data analysis:

Speed and Efficiency: Automating the process saves you countless hours of manual work.

Comprehensive Analysis: By aggregating data from multiple sources, you get a fuller picture of customer sentiment across various touchpoints.

Uncover Hidden Insights: The AI detects patterns that you might not notice through manual analysis, offering deeper insights into customer behavior.

Actionable Summaries: Instead of wading through raw text, Kapiche provides concise summaries of key themes and trends, enabling you to act on insights faster.

With tools like this at your disposal, the overwhelming task of analyzing qualitative data becomes manageable, empowering your insights team to make data-driven decisions more effectively.

Let Us Help You

Navigating the complexities of qualitative data collection and analysis can be challenging, but you don’t have to do it alone. At Kapiche, we’re committed to helping insights teams like yours make the most of your qualitative customer data.

Our AI-powered auto-theming capabilities simplify the process by automatically categorizing, analyzing, and summarizing your data. This means you can quickly uncover key insights and trends without getting bogged down by the sheer volume of unstructured information.

Ready to see how Kapiche can transform your research process? Click the link below to watch an on-demand demo and discover how our platform can enhance your customer insights strategy.

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How to Conduct Qualitative Research Interviews and Focus Groups

Qualitative research interviews and focus groups are powerful tools for gaining in-depth insights into people’s thoughts, feelings, and experiences. They allow researchers to explore complex topics in a way that quantitative methods cannot. However, conducting effective interviews and focus groups requires careful planning and execution. This comprehensive guide will walk you through the process, step-by-step, with explanations and examples for each point.

• Introduction

Qualitative research is a valuable methodology that provides rich and detailed insights into the human experience. Unlike quantitative research, which relies on numerical data and statistical analysis, qualitative research focuses on understanding the meaning and context behind people’s actions, beliefs, and motivations.

Interviews and focus groups are two common methods used in qualitative research to gather data. Interviews involve one-on-one conversations between a researcher and a participant, while focus groups involve moderated discussions among a small group of participants. Both methods offer unique advantages and challenges, and the choice of which to use depends on the research question, available resources, and desired outcomes.

This guide will provide a comprehensive overview of how to conduct qualitative research interviews and focus groups effectively. It will cover various aspects, including planning, preparation, data collection, analysis, and reporting. By following the steps outlined in this guide, researchers can enhance the quality and validity of their qualitative research findings.

Understanding Qualitative Research Interviews and Focus Groups

Qualitative Research Interviews

Qualitative research interviews are in-depth conversations with individuals to explore their perspectives, experiences, and beliefs on a particular topic. They allow researchers to delve deeper into the nuances of human behavior and gain a rich understanding of the complexities of social phenomena.

Focus Groups

Focus groups are moderated discussions with a small group of individuals, typically 6-10, to explore their shared perspectives and experiences on a particular topic. They provide a platform for participants to interact with each other, exchange ideas, and generate collective insights.

Choosing the Right Method

The choice between interviews and focus groups depends on the research question and the nature of the data sought. Interviews are suitable for exploring individual experiences and sensitive topics, while focus groups are ideal for generating diverse perspectives and observing group dynamics.

Planning and Preparation

Defining the Research Question

The first step in conducting qualitative research interviews or focus groups is to clearly define the research question. This question will guide the entire research process, from data collection to analysis and reporting.

• Research Question: What are the challenges faced by international students in adapting to a new cultural environment?

Identifying the Target Population

Once the research question is defined, the next step is to identify the target population. This involves determining the characteristics of the individuals who will be interviewed or participate in the focus groups.

• Target Population: International students enrolled in undergraduate programs at a specific university.

Developing the Interview or Focus Group Guide

The interview or focus group guide is a structured document that outlines the topics and questions to be covered during the data collection process. It serves as a roadmap for the researcher and ensures consistency across interviews or focus groups.

• Introduction and icebreaker questions
• Questions about the challenges faced by international students
• Questions about the coping mechanisms used by international students
• Concluding questions and debriefing

Recruiting Participants

Recruiting participants for interviews or focus groups can be challenging. Researchers need to ensure that the participants represent the target population and are willing to share their experiences openly.

• Posting flyers on campus
• Sending emails to student organizations
• Utilizing social media platforms

Selecting a Suitable Location

The location for interviews or focus groups should be comfortable, private, and free from distractions. It should also be easily accessible for the participants.

• Private rooms in libraries or student centers
• Quiet cafes or coffee shops
• Online platforms for virtual interviews or focus groups

Preparing the Necessary Equipment

Depending on the research design, researchers may need to prepare equipment such as audio recorders, video cameras, or note-taking materials.

• Audio recorder with external microphone
• Laptop for note-taking
• Consent forms for participants

Conducting the Interviews or Focus Groups

Establishing Rapport

Building rapport with the participants is crucial for creating a comfortable and trusting environment. Researchers should introduce themselves, explain the purpose of the research, and address any concerns or questions the participants may have.

• “Hello, my name is [Researcher’s Name], and I’m conducting research on the challenges faced by international students. Thank you for taking the time to participate in this interview. Before we begin, I want to assure you that your responses will be kept confidential. “

Asking Open-Ended Questions

Open-ended questions encourage participants to provide detailed and thoughtful responses. They allow researchers to explore the nuances of their experiences and perspectives.

• Open-Ended Question: “Can you describe some of the challenges you faced when you first arrived in this new cultural environment? “

Active Listening

Active listening involves paying close attention to the participants’ verbal and nonverbal cues. It demonstrates respect and encourages them to share their experiences openly.

• Maintaining eye contact
• Nodding in agreement
• Paraphrasing the participants’ responses

Probing for Deeper Insights

Probing questions help researchers delve deeper into the participants’ responses and uncover hidden meanings or motivations.

• Probing Question: “Can you elaborate on what you mean by feeling ‘isolated’ in this new environment? “

Managing Group Dynamics

In focus groups, researchers need to manage group dynamics effectively to ensure that all participants have an opportunity to contribute and that no one dominates the discussion.

• Encouraging quiet participants to share their views
• Gently redirecting the conversation if it goes off-topic
• Addressing any conflicts or disagreements that may arise

Concluding the Interviews or Focus Groups

At the end of the interviews or focus groups, researchers should thank the participants for their time and contributions. They should also provide an opportunity for the participants to ask any questions or share any additional thoughts.

• “Thank you again for sharing your experiences with me. Your insights are invaluable to this research. Do you have any questions for me, or is there anything else you’d like to add? “

Data Analysis and Interpretation

Transcribing the Data

Transcribing the audio or video recordings of the interviews or focus groups is a time-consuming but essential step in data analysis. It involves converting the spoken words into written text.

Coding the Data

Coding involves identifying and categorizing patterns or themes in the data. It helps researchers organize and make sense of the vast amount of information collected.

Identifying Themes and Patterns

Through careful analysis of the coded data, researchers can identify recurring themes and patterns that shed light on the research question.

• Language barriers
• Cultural adjustment
• Social isolation
• Academic challenges

Interpreting the Findings

Interpreting the findings involves making sense of the themes and patterns identified in the data. It requires researchers to draw connections, make inferences, and offer explanations.

• The findings suggest that international students face a range of challenges in adapting to a new cultural environment, including language barriers, cultural adjustment, social isolation, and academic challenges. These challenges can have a significant impact on their well-being and academic success.

Reporting the Findings

Writing the Research Report

The research report is a comprehensive document that presents the findings of the study. It should include an introduction, literature review, methodology, results, discussion, and conclusion.

• Literature Review
• Methodology

Presenting the Findings

Researchers may also be required to present their findings at conferences or workshops. This involves creating a visually appealing presentation and delivering a clear and concise summary of the research.

• Google Slides

Disseminating the Findings

Disseminating the findings involves sharing the research with a wider audience. This can be done through publications in academic journals, presentations at conferences, or online platforms.

• Academic journals
• Conference proceedings
• Social media
• Research blogs

Qualitative research interviews and focus groups are valuable tools for gaining in-depth insights into people’s thoughts, feelings, and experiences. By following the steps outlined in this guide, researchers can conduct effective interviews and focus groups that generate rich and meaningful data.

Remember that conducting qualitative research requires careful planning, preparation, and execution. It is also important to be mindful of ethical considerations and to ensure that the participants’ rights and well-being are protected throughout the research process.

By adhering to best practices and utilizing the appropriate tools and techniques, researchers can unlock the full potential

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