Proforma method," more commonly referred to as the questionnaire method, is a key technique used in surveys conducted by libraries and information centers, particularly within the framework of user studies. These studies are essential for designing, providing, evaluating, and managing information products and services that effectively meet user needs.
The Questionnaire (Proforma) Method in User Studies
The questionnaire method is a form of surveying that involves directly questioning users to obtain information about their behavior, attributes, values, and preferences. It is categorized as a "General or Conventional Method" and is noted as the most frequently used technique in user studies.
Need for User Studies and Surveys User studies are conducted to bridge the gap between the information services a library currently provides and what users actually need. The primary purpose is to gather information that is useful in all phases of information activities, including the design, evaluation, marketing, and management of specific information products and services tailored to the needs of specific users.
Planning and Methodology Conducting a survey using the proforma or questionnaire method is part of a detailed plan. The process involves several key steps:
- Defining Objectives: Clearly spelling out the goals of the study.
- Sample Selection: Choosing a representative sample of the user population to be studied. Common methods include random sampling or stratified sampling, which involves subdividing the population into groups before random selection.
- Data Collection: Using the questionnaire as the primary tool to collect data from the selected sample. It is crucial to pre-test the questionnaire to ensure its effectiveness.
- Data Analysis: After the full-scale study, the collected data is analyzed. Formal analysis often involves statistical techniques to summarize, compare, and test the numerical data.
- Reporting: The findings are presented in a final report.
Example of a Proforma (Questionnaire) The sources provide a detailed example of a questionnaire used in a user survey concerning the reading patterns, information needs, and information-gathering habits of teachers and research scholars at the Department of Chemistry, University of Delhi. This proforma illustrates the types of questions asked in such a survey and is divided into two parts:
- Part I (For discussion): This section covers broader questions about information needs at different stages of a research project, the types of publications used, and challenges in keeping up with literature.
- Part II (For factual answers): This section asks specific questions about time spent reading, library usage patterns, membership in professional societies, adequacy of the library collection, and the need for training in using scientific literature.
Limitations and Criticisms While widely used, the questionnaire method has limitations. Critics have pointed out that:
- Sampling can be flawed, often resulting in responses only from users who are methodical and cooperative, which may not represent the entire user population.
- The composition of the sample and the environment of the participants are as important as the sample size.
- User studies need to account for demographic and psychological variables—such as age, experience, motivation, and work habits—to ensure the findings are valid and widely applicable.