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Forward thinking
08/28/2026
Improving the emotional health and nutritional health of older adults starts with how we listen to their needs and experiences. A common limitation to listening is low survey participation rates. Drawing on insights from our community partners who work directly with older adults every day, we see that traditional survey approaches often miss the mark, particularly in underserved communities. At the same time, partners are clear about what works: effective data collection is rooted in trust, accessibility and requires approaches that reduce burden and reflect the realities of older adults’ lives.
The Barriers
Collecting data from older adults can be difficult due to a combination of participant and organizational barriers. Many older adults are hesitant to share personal information due to the high prevalence of fraud and particularly when trust has not been established.
Long or complex surveys can feel overwhelming, making it less likely that individuals will start or complete them. Technology can also be a barrier, as some participants prefer non-digital options or have limited access or familiarity with online tools. Health, mobility, and social isolation further limit the ability of some older adults to participate.
At the same time, non-profits often operate within limited funding and capacity, which can make it challenging to administer surveys and support participants throughout the process.
The Impact
When organizations use more accessible and inclusive approaches to data collection, participation increases and data quality improves. More older adults complete surveys, including those who are often harder to reach, resulting in more representative insights.
Responses are also more reliable, as participants are better able to understand and answer questions. With stronger data, organizations can make more informed program improvements and gain a clearer picture of their overall impact.
What Works: Partner-Informed Practices
Partners consistently emphasized that successful data collection with older adults depends on trust, accessibility, flexibility, and reducing burden throughout the process. Surveys are most effective when they are delivered through trusted relationships, with clear communication about why information is being collected and how it will be used. For example, the YMCA of Greater San Antonio, who achieved an 86% response rate, found that survey participation increased when trusted instructors or program staff introduced the survey during regular programming and clearly explained how responses would be used to improve services. Delivering surveys in familiar group settings, where participants could ask questions in real time, helped reduce hesitancy and build comfort with sharing information.
Flexibility is also critical. Organizations should adapt their approach based on participants’ circumstances, allowing multiple opportunities or formats for completion (paper, phone, and in-person options), and adjusting as needed when something is not working.
Providing support along the way through staff who are trained to assist with patience and empathy helps make the process feel more personal.
Reducing burden is essential to increasing participation and data quality. Short, focused surveys with clear and concrete questions are more effective than longer, complex formats. At the same time, outreach strategies should intentionally prioritize harder-to-reach populations by meeting people in trusted settings, offering surveys in multiple languages, and using direct, personal engagement.
Finally, partners noted that surveys should not stand alone. Combining surveys with conversations or other forms of engagement, and sharing back what was learned, strengthens trust and ensures that older adults see the value of their participation. One partner, Seniors in Service of Tampa Bay who boasted a 72% response rate, integrates surveys into ongoing conversations with participants rather than treating them as standalone tasks. Staff set expectations early, follow up consistently, and use post-program conversations to reflect on participants’ experiences before collecting feedback. They also share how participant input shapes future program improvements, reinforcing trust and increasing willingness to engage in future data collection.
Together, these approaches shift data collection from a transactional task to a more inclusive, relationship-centered process.
What Funders Can Do
Based on recent data collected from several of our partners, they highlighted the need for targeted support to strengthen data collection efforts.
Funders can advance this work by:
Moving from Insight to Action
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Included above is a companion Step-by-Step Guide for Senior-Serving Organizations providing practical strategies for designing accessible surveys, engaging participants, and using data to drive improvement.
By applying these insights, organizations and funders can ensure that the voices of older adults are not only heard but meaningfully reflected in the decisions that affect their lives.
