Procuring Data

Data is usually the binding constraint in your research. Does the data exist and can you access it?

Often you are at the mercy of a mild-mannered bureaucrat who is nice enough but has no explicit incentive to help you or provide the data. For this reason you will usually have to resort to charm and patience.

The initial contact is the most difficult. You leave a message, you don't hear back. You talk to Julie, the gal sitting next to your person, and she says Brian is in a meeting till three. You call at 3:10 but he's nowhere to be found. You get the picture.

Often you will be leaving a message. Here are a few helpful guidelines to improve your success rate:

1. Start in a sincerely friendly way.

2. In messages, don't start with your name. If they don't know you, they will probably skip your message. Instead, begin with the reason for your call "Hi Cindy, The reason for my call to day is…". If possible, explain how your project may be of value to the department you are calling. Afterward you can say "Please call me back when you have a moment at XXX-XXX-XXXX."

3. Keep it short. A message should get right to the point and usually be no longer than one minute. Thirty seconds when possible.

4. Do not refer to times your calls were not returned. Don't mention how many messages you've left or how many times you've called. People don't like to feel like they are starting in the dog house.

5. Demonstrate, if possible, you've done as much homework as you could without their help, by referring to something you've learned by reading or talking to other people.