Back to Elicitation Techniques and Tools

Surveys and Questionnaires

5 minutes 5 Questions

Surveys and questionnaires are elicitation tools used to gather information from a large audience in a structured and efficient manner. They consist of a series of questions designed to collect quantitative or qualitative data from stakeholders. This technique is particularly useful when the analyst needs input from a diverse or dispersed group of people, making individual interviews impractical. Surveys can include closed-ended questions, such as multiple-choice or rating scales, to collect quantifiable data that can be easily analyzed statistically. Open-ended questions allow respondents to provide detailed feedback in their own words, offering richer qualitative insights. A well-designed survey balances these question types to capture both breadth and depth of information. Using surveys and questionnaires has several advantages. They can reach a wide audience quickly and cost-effectively. They also allow respondents to provide input at their convenience, which can increase response rates. Anonymity in responses can encourage honesty, especially when sensitive information is being collected. However, the effectiveness of surveys depends heavily on their design. Questions must be clear, unbiased, and targeted to elicit meaningful responses. The analyst must also consider the survey's length; overly long surveys may deter participation. Additionally, there is a risk of misinterpretation of questions by respondents, which can lead to inaccurate data. Analyzing survey results requires careful consideration to draw valid conclusions. Quantitative data can identify trends and patterns, while qualitative responses need to be thematically analyzed to extract key insights. In conclusion, surveys and questionnaires are powerful elicitation tools in business analysis for gathering input from numerous stakeholders efficiently. When carefully designed and properly executed, they provide valuable data that can inform project requirements and stakeholder needs.

Surveys and Questionnaires Elicitation: A Complete Guide

Understanding Surveys and Questionnaires as Elicitation Techniques

Surveys and questionnaires are essential elicitation techniques in business analysis that help gather information from a large group of stakeholders efficiently. As a PMI-PBA candidate, understanding these tools thoroughly will benefit both your exam preparation and real-world practice.

Why Surveys and Questionnaires Are Important

Surveys and questionnaires offer several key advantages:

• They provide a structured method to collect information from many stakeholders simultaneously
• They reduce time and resource constraints compared to individual interviews
• They can reach geographically dispersed stakeholders
• They allow stakeholders to respond at their convenience
• They provide quantifiable data that can be analyzed statistically
• They reduce interviewer bias that might occur in face-to-face elicitation
• They give stakeholders time to think about their responses

What Are Surveys and Questionnaires?

Surveys and questionnaires are document-based elicitation techniques that present a set of predefined questions to stakeholders to gather information about requirements, preferences, pain points, and other project-relevant data.

While sometimes used interchangeably, there are subtle differences:

• Surveys typically contain a mix of closed-ended and open-ended questions and are designed to gather broad information from a large audience.

• Questionnaires often focus on specific areas and may contain more detailed or technical questions related to precise requirements.

How Surveys and Questionnaires Work

The Survey/Questionnaire Process:

1. Planning: Define objectives, target audience, and what information you need

2. Design: Create questions that align with your objectives; consider using:
• Multiple choice questions
• Rating scales (Likert scales)
• Yes/No questions
• Open-ended questions
• Ranking questions

3. Distribution: Send the survey/questionnaire via appropriate channels:
• Email
• Web-based survey tools (SurveyMonkey, Google Forms)
• Paper forms
• In-person distribution

4. Collection: Gather responses within a defined timeframe

5. Analysis: Compile and analyze results to identify patterns, requirements, and insights

6. Validation: Follow up with stakeholders to clarify responses if needed

Best Practices for Developing Effective Surveys/Questionnaires:

• Keep questions clear, concise, and unambiguous
• Structure from general to specific questions
• Avoid leading questions that bias responses
• Include an appropriate mix of question types
• Test the survey with a small group before full distribution
• Provide clear instructions and purpose
• Make completion time reasonable (15-20 minutes maximum)
• Ensure anonymity when appropriate to encourage honest feedback

Limitations and Challenges:

• Limited ability to probe for deeper information
• Risk of low response rates
• Potential misinterpretation of questions by respondents
• Difficulty in capturing complex requirements
• Challenge in designing questions that gather meaningful data
• May miss non-verbal cues and contextual information

When to Use Surveys and Questionnaires:

• When stakeholders are geographically dispersed
• When you need information from a large group
• For gathering quantitative data and statistics
• When time constraints exist for individual elicitation
• To validate or prioritize requirements already gathered
• For gathering initial information before more detailed elicitation

Exam Tips: Answering Questions on Surveys and Questionnaires

1. Understand the context: Recognize scenarios where surveys/questionnaires are most appropriate versus other elicitation techniques.

2. Know the limitations: Be prepared to identify when surveys might not be the best choice (e.g., for highly complex requirements or when deep probing is needed).

3. Focus on design principles: Questions may test your knowledge of good survey design, including question types and how to avoid biased questions.

4. Remember follow-up techniques: Understand that surveys often need supplementation with other elicitation methods.

5. Consider analysis approaches: Know how to properly analyze and interpret survey data.

6. Recall advantages and disadvantages: Be able to weigh the pros and cons of surveys against other elicitation techniques in different scenarios.

7. Understand stakeholder considerations: Know how to address varying stakeholder literacy levels, accessibility needs, and technical expertise in survey design.

8. Remember practical application: Focus on realistic business scenarios where you would apply survey techniques.

Sample Exam Question Types:

• Scenario-based questions asking which elicitation technique is most appropriate
• Questions about analyzing and interpreting survey data
• Questions about how to structure surveys for specific business analysis purposes
• Questions comparing surveys to other elicitation techniques
• Questions about addressing common survey challenges

Surveys and questionnaires are valuable tools in the business analyst's toolkit. When used appropriately, they can efficiently gather information from large stakeholder groups and provide data that guides effective decision-making and requirements elicitation.

Test mode:
Start practice test
PMI-PBA - Elicitation Techniques and Tools Example Questions

Test your knowledge of Amazon Simple Storage Service (S3)

Question 1

In a survey designed to collect stakeholder requirements, what technique should be used to minimize response bias?

Correct Answer: Randomizing the order of answer choices for each respondent

Randomizing the order of answer choices is the best practice to minimize response bias in surveys because: It prevents order bias, where respondents might favor options presented first or last. It ensures each option has an equal chance of being considered by respondents. It reduces the potential for pattern-based responses. Why other options are incorrect: Presenting answers in ascending order of importance creates inherent bias by suggesting a hierarchy to respondents. Using complex technical language can confuse stakeholders and lead to misunderstandings or inaccurate responses, potentially excluding valuable input from non-technical stakeholders. Placing critical questions at the beginning for all participants can create anchoring bias, where early questions influence responses to later ones. It also risks survey fatigue affecting important questions if they're all front-loaded.

Question 2

When using surveys for requirements elicitation, what is the most effective approach for handling open-ended questions?

Correct Answer: Include them strategically to gather qualitative insights while maintaining a balanced mix with closed-ended questions

The most effective approach for handling open-ended questions in surveys is to include them strategically while maintaining a balanced mix with closed-ended questions. Here's why: Correct approach: - Balances qualitative and quantitative data collection - Prevents survey fatigue by mixing question types - Allows for strategic placement of open-ended questions where deeper insights are needed - Maintains respondent engagement throughout the survey Why other approaches are less effective: - Using extensive open-ended questions can lead to respondent fatigue and lower completion rates - Placing all open-ended questions at the start can overwhelm participants and skew responses - Adding open-ended follow-ups after every closed question creates an unnecessarily long survey and may reduce response quality Best practices suggest that strategic placement of open-ended questions yields higher quality responses while maintaining survey engagement and completion rates.

Question 3

What is a key consideration when determining the sample size for a survey in business analysis?

Correct Answer: The margin of error and confidence level requirements

The margin of error and confidence level requirements are fundamental statistical considerations that determine the validity and reliability of survey results in business analysis. This is the most important factor because: - It ensures statistical significance of the results - It helps determine the precision of the survey findings - It affects the credibility and usability of the data for decision-making The other options are secondary considerations: Stakeholder availability is a practical consideration but does not affect the statistical validity of the results. Budget for analysis tools is a resource constraint that should adapt to proper sample size requirements, not determine them. Project duration and timeline, while important for project management, should not compromise the statistical validity of the survey. The sample size should be determined by scientific requirements first.

Go Premium

PMI Professional in Business Analysis Preparation Package (2025)

  • 3015 Superior-grade PMI Professional in Business Analysis practice questions.
  • Accelerated Mastery: Deep dive into critical topics to fast-track your mastery.
  • Unlock Effortless PMI-PBA preparation: 5 full exams.
  • 100% Satisfaction Guaranteed: Full refund with no questions if unsatisfied.
  • Bonus: If you upgrade now you get upgraded access to all courses
  • Risk-Free Decision: Start with a 7-day free trial - get premium features at no cost!
More Surveys and Questionnaires questions
12 questions (total)
Start 12 question test