How to Choose Qualitative Coding Software

Today, there are various CAQDAS packages available to support qualitative research. If you do not know the features you need, it can be hard to choose the appropriate software.

This article can help you choose the right automated qualitative data analysis software. But before that, let us highlight how CAQDAS can address your qualitative research needs.

1. Computer-Assisted Qualitative Data Analysis Software (CAQDAS)

Computer-Assisted Qualitative Data Analysis Software (CAQDAS) is a tool that supports a qualitative approach to qualitative data. In this case, qualitative data can include texts, audio, graphics, or video. 

A qualitative approach includes coding processes, themes, concepts, or contexts. The aim is to come up with explanations or theories. Researchers may also use a qualitative approach to test a theory.

Source: istockphoto

CAQDAS packages use a combination of the tools below to organize data:   

• Mapping tools or networking tools   
• Coding tools   
• Content searching tools   
• Linking tools   
• Annotation tools or writing tools
• Query tools    

1.1 Benefits of Using CAQDAS Packages

Over the years, the use of qualitative analysis software has become popular. Below are the benefits linked to CAQDAS that may have contributed to its popularity.

(i) Flexible

With automated analysis software, coding qualitative data can be easier for researchers.

CAQDAS packages provide flexibility when handling data. The software has few limitations on the number of codes that it can generate. 

The platforms can accommodate various transcripts for a research project. With the software, researchers have more room when change their coding systems. This can also help when adding notes and defining concepts.

Many software products allow researchers to code data in various ways. They enable researchers to merge, delete, develop, and move codes while analyzing data.

Automated qualitative data analysis tools also store memos and journals. This can help researchers attach information about contexts of data as they work.

Software products can also support many researchers working on one project. Modern advancements also allow users to link to images, audio, and graphic data.

(ii) Efficient

CAQDAS packages enable researchers to save time by eliminating manual tasks. These tasks include copying, cutting, pasting, filing, and refining. 

With automated qualitative data analysis software, you will not need file cabinets. 

These platforms can help researchers improve time management. By reducing manual tasks, CAQDAS gives researchers more time to analyze data.

CAQDAS packages also offer efficiency and convenience by: 

• Filing information
• Identifying the boundaries of text segments
• Attaching information to text segments
• Looking up and assembling text segments with the same code

Qualitative research is often a longer process compared to quantitative research. But, an effective software package can help streamline the process. 

(iii) Accurate

CAQDAS enables a more complete and rigorous data examination. This can help establish the validity of qualitative research.

With CAQDAS, researchers can analyze all data related to the research topic. This removes the human tendency of prioritizing parts that fit with one’s world views. 

This means that researchers will not overlook crucial segments of data. 

CAQDAS packages also address the concerns about less explicit analytical strategies. The software helps researchers to make their analysis processes more explicit. 

This explicitness provides a basis for establishing credibility and validity. Qualitative analysis software creates an audit trail for those who will review the research.

(iv) Innovative

Automated qualitative data analysis software allows researchers to handle large volumes of data. It also analyzes complex relationships in the code while enabling theory building.

The use of CAQDAS packages helps reveal patterns that researchers may have missed. These products enable the use of hypertext links and Boolean searches.

Boolean search is a search strategy that can provide more precise results. The process involves the use of operators, including and, or, and not.

CAQDAS packages enable searches for words, patterns, or structures within the data. The products also enable selective searching for co-occurring codes and other patterns.

With these products, researchers are capable of more complex analyses. 

2. Choosing the Right CAQDAS for You

There are many differences between the CAQDAS packages offered today. But, these packages share the same key elements.

Below are the vital key elements you need to keep in mind when you are choosing software. These elements should be the deciding factors for you when you make your final choice.

2.1 Key Elements to Look For in a CAQDAS Package

(a) Code and Retrieve Functionality 

Look for a CAQDAS with code and retrieve functionalities. These allow you to apply user‐defined keywords to text segments. You may even integrate as many codes as needed to the same text selection. 

It is important to remember that software cannot solve the common dilemmas of coding. You need to be aware of these dilemmas when using the coding tools in software packages. 

These issues include challenges involving reliability and validity when coding in different approaches.      

In certain CAQDAS packages, the user thinks about each coding action. But, some packages use AI that learns from previous actions and offers suggestions. 

Settle for a CAQDAS package that allows you to code, retrieve, and edit textual data with ease.

You must identify how you want your codes to be visible in the data file itself. This can be in the margin area or other areas of the file.

When you are considering the possible output views, keep in mind the following factors:

• The interactivity of the margin area 
• The ease of generating the output
• The flexibility of what code you can put

(b) Writing Tools 

A writing tool is an essential part of automated qualitative data analysis software. 

Qualitative data analysis is not always linear. This means that researchers need something to keep the process systematic. 

Writing tools enable commenting, annotating, and memoing. These processes can make data analysis more systematic.

Source: nngroup

(c) Work Structure

CAQDAS packages have different work structures. Some packages allow some files to be internal and others to remain external. 

There are pros and cons to each structure. You need to understand your qualitative research needs to know which system is the best for you.

Internal databases are easier to transfer from computer to computer. But, external databases can handle massive datasets. The latter may also handle a range of multimedia files better than the former.

(d) Qualitative Data Organization   

A software treats any file as data as long as it can convert a file to any format the software supports. This means that researchers can manage, cross-reference, and code any supporting information. 

This information can include literature lists, abstracts, or other data files.

Effective CAQDAS packages can organize data according to known facts. It can also sort using descriptive features and data types for later comparison.

This means that researchers need to do a lot of organizing before they can introduce qualitative data to the software. They can also add new descriptive information at any stage. This can be in the form of attributes or variables.

CAQDAS software packages should increase the researcher’s access to data. With a good software package, key project elements and data sub‐sets are more accessible.

(e) Data Exploration

Some CAQDAS packages enable data exploration without abstracting to the coding level. 

This means that you may use annotation tools to write comments anchored to specific data. It is important to note that linking tools vary depending on the software.

These tools provide flexible ways of exploring data to follow processes. 

Some packages also include a text search feature. This feature allows you to search for one word or phrase around the same topic area.

This allows easy access to parts of the documents where the researcher needs to review. 

The sophistication of these tools varies depending on the software package you have. If you need a powerful search tool, you can opt for a CAQDAS package with a more sophisticated feature.

(f) Database Search    

CAQDAS supports the search of data or for relationships between codes. The software enables researchers to interrogate and search datasets.

The tools combine the coding and organizational dimensions of the research. The coding dimension includes interpretive or conceptual data. Meanwhile, the organizational dimension involves descriptive data.

(g) Output   

CAQDAS packages offer reports or outputs which allow you to view the research. The software allows for integration into other applications, including Word or Excel. 

The output shows coded segments either from one code or a segment of codes. 

The output for the latter option is not always as straightforward as it seems. But, the report includes identifying information or the source document identifier. The relevant code label is also included above the selection of codes.   

The packages also provide a simple tabular output. This report provides a breakdown of code frequencies.

You may export this report to Word, SPSS, or Excel. Each package generates different types of tables.

Reports from different software packages also have different levels of interactivity data. You can view search results in reports or inside the software.

(h) Interactivity

CAQDAS packages provide easy access to all source data files. This improves the researchers’ closeness to relevant data. 

An effective package allows you to have reliable contact with source data. 

When looking for software, choose a product that addresses your unique research needs. Choose the product that provides you with easy access to data and flexibility.

3. Questions to Ask When Choosing a Software

To help you know what CAQDAS package to choose, try to answer the following questions:

• What kind of data are you looking into?
• How much data does your research have?
• How do you want to handle your data?
• Is your research methodology well-defined?
• What type of software do you need? Do you need simple-to-use software that can help manage your thematic coding? Or do you need sophisticated software to handle big data?
• What is your style in working?
• Are you concerned with the language and terminology used in the data? Are you concerned with the frequency of words and phrases across different variables?
• Do you want thematic content from the data? Are you looking for quantitative content from the data? Or are you looking for both?
• Do you want better and faster access to your data?
• Are you looking for good note-making or memo-making tools?
• What is your theoretical approach to data analysis? How well-developed is your approach?

4. List of CAQDAS You Can Try

If you are struggling to find the right software, you can start with one of the products below. The list includes free and paid qualitative data analysis software.

(i) ConnectedText

ConnectedText is a text analyzer platform that functions as an internal wiki. It stores customer feedback information. 

You can upload texts to the software. It will have a unique page with a group of related documents.  

You can use the software to look up keywords, customers, or topics. You can also look for specific text samples or texts with similar feedback. 

ConnectedText allows you to analyze qualitative data. It also enables easy access to past interactions with a customer.

You can use the software on a 30-day trial basis or buy it for $39.95.

It runs on Windows 10, Windows 8, Windows 7, Vista, XP, 2000, Server 2003, and Server 2008.

(ii) Quirkos

Quirkos is a CAQDAS package used in the social science field. It features various tools that analyze and review qualitative data. 

It has a text analyzer that can find common keywords throughout different texts. 

You can use it to upload customer reviews or survey responses. The software can identify recurring challenges in the customer experience.

It also has a word cloud that reviews your text data. The tool identifies frequently used words in the text. The software groups the words together to visualize potential themes from your data. 

Quirkos price starts at $25 per month for commercial use.

(iii) Raven’s Eye

Raven’s Eye processes various types of customer data. It is known for its audio converter feature that analyzes customer feedback.

This is important since it provides a glimpse into the customer experience.  It can help you improve your customer service to improve customer satisfaction.

In the US, 58% of customers switch companies because of poor customer service.

The number highlights the importance of customer feedback analysis. This feature is especially useful during focus group discussions with customers.

Raven’s Eye also processes text documents. Its text analyzer feature can review text samples in over 65 different languages.

The software price starts at $34.95.

Source: questionpro

(iv) Square Feedback

Square Feedback is free software that supports the collection survey and customer feedback. The software also offers qualitative data reporting. 

The platform analyzes survey responses to determine customer satisfaction.

It also has a historical filter to allow users to compare past and current customer data. This informs users how their customer service has changed over time.

(v) QDA Miner

QDA Miner is a qualitative data analysis software that helps assist researchers. It can help manage, code, and analyze qualitative data. 

The platform can analyze interview or focus group transcripts. You can also use it to study other files, including:

• Legal documents
• Drawings
• Photographs
• Paintings
• Journal articles
• Speeches
• Books
• Other types of visual documents

Commercial use for the software is available for $295.

(vi) Qualtrics

Qualtrics is a software that uses AI to review customer survey data and forecast trends. 

It has a predictive analysis feature that predicts customer satisfaction. It uses past survey responses to inform customer predictions. 

You can use this information to understand how customers will react to changes in your brand.

Qualtrics also has a text analysis feature that studies survey comments for trends. This feature can help analyze your surveys’ qualitative data in bulk. 

The platform also has a variety of display options, including graphs, charts, and maps. Its CustomerXM product costs $1,500.00 per year. It offers a free trial for those who want to experience using the software.

(vii) MAXQDA

MAXQDA is a software program that supports the analysis of qualitative data. It can analyze text and multimedia in academic, scientific, and business institutions.

The program enables users to import data from focus groups, surveys, and videos. The software can also analyze data from interviews and even social media. 

This allows researchers to analyze their qualitative data in one central location.

The software enables you to organize your data into categories or groups. The software has a writing tool feature to let you mark specific data with tags and leave notes.

The program even lets users color-code their data for easier organization.

MAXQDA offers a 30-day free trial option. Product price depends on your location, the license you want to buy, and your customer type.

5. Why Is Using a CAQDAS Essential?

Technology is a key player in the majority of society’s development.  Over the years, it has also affected how qualitative researchers do their job.

CAQDAS has affected the way researchers handle qualitative data. It improved how people perform qualitative research analysis in several ways. 

The software boosted the researchers’ ability to interpret videos, audio, and image data. It introduced helpful, easy, efficient, and practical approaches to deal with qualitative data. 

Conclusion

One of the easiest ways to choose a CAQDAS is to understand your qualitative research needs. Also, determine your preferences while doing your project. 

If you understand these, you’ll identify the areas of improvement in your project. Knowing this can help you know what to look for in automated data analysis software.

Once you know your qualitative research needs, you’ll find the right software.

Garima Khandelwal

A Digital marketing expert with a passion for all things digital. With a wealth of experience in the field, can excel at crafting and executing data-driven marketing strategies that drive results. Also, loves to travel and explore new things.