Surveys and Questionnaires

Surveys and Questionnaires: A Comprehensive Guide for PMI-PBA Exam

Importance of Surveys and Questionnaires

Surveys and questionnaires are critical elicitation techniques in business analysis because they:

• Allow systematic collection of information from a large number of stakeholders
• Provide quantitative data that can be statistically analyzed
• Enable reaching geographically dispersed stakeholders
• Offer anonymity which may lead to more honest feedback
• Create a baseline for measuring change over time
• Establish standardized data collection that reduces interviewer bias

What Are Surveys and Questionnaires?

Surveys and questionnaires are structured methods of gathering information from multiple respondents. While often used interchangeably:

• Questionnaire: The actual document containing a set of questions designed to collect specific information
• Survey: The overall process of collecting, analyzing, and interpreting the questionnaire data

These tools are essential for business analysts to gather requirements, validate assumptions, and understand stakeholder needs across large populations.

How Surveys and Questionnaires Work

1. Planning Phase
• Define clear objectives and information needs
• Identify target respondent population
• Determine sample size and sampling method
• Choose appropriate distribution method (online, paper, phone)

2. Design Phase
• Create relevant, focused questions aligned with objectives
• Use appropriate question types (multiple choice, rating scales, open-ended)
• Structure questions logically with clear instructions
• Avoid leading, double-barreled, or ambiguous questions
• Keep language simple and accessible
• Test with a pilot group before full distribution

3. Distribution Phase
• Send to targeted respondents with clear instructions
• Set reasonable timeframes for completion
• Consider incentives for participation
• Send reminders to increase response rate

4. Analysis Phase
• Collect and organize responses
• Code qualitative data if necessary
• Apply statistical methods to quantitative data
• Look for patterns, trends, and correlations
• Validate findings against other sources

5. Reporting Phase
• Document findings in clear, actionable format
• Present results to stakeholders
• Make recommendations based on results
• Store data appropriately for future reference

Advantages and Limitations

Advantages:
• Cost-effective for large samples
• Standardized format ensures consistency
• Reduces interviewer bias
• Can be completed at respondent's convenience
• Generates both qualitative and quantitative data

Limitations:
• Limited ability to probe deeper into responses
• May have low response rates
• Risk of misinterpretation of questions
• Self-selection bias in who responds
• May miss non-verbal cues and context

Best Practices for Effective Surveys

• Keep surveys concise and focused
• Use clear, neutral language
• Include a mix of question types for rich data
• Start with engaging, easy-to-answer questions
• Group related questions together
• Provide an estimated completion time
• Include space for additional comments
• Test the questionnaire for clarity and flow
• Consider cultural sensitivities in global surveys
• Include a privacy statement

Exam Tips: Answering Questions on Surveys and Questionnaires

• Understand the context: The PMI-PBA exam often presents scenarios where you need to identify when surveys are appropriate versus other elicitation techniques

• Know the terminology: Be familiar with terms like Likert scale, open/closed questions, response rate, sampling methods, and survey validity

• Focus on purpose: Questions may ask about selecting the right survey method for specific business analysis goals

• Recognize limitations: Be prepared to identify situations where surveys are not the optimal technique

• Remember analysis methods: Understand basic statistical concepts for analyzing survey data

• Consider alternatives: Know when to supplement surveys with other techniques like interviews or focus groups

• Think about stakeholder factors: Consider how stakeholder characteristics affect survey design and distribution

• Watch for time and resource constraints: Exam questions may include project limitations that affect survey choices

• Apply ethical considerations: Be aware of privacy, confidentiality, and consent issues in survey administration

• Look for quality indicators: Identify factors that indicate a well-designed versus poorly designed questionnaire

When answering exam questions, remember that surveys are rarely the only technique needed—they typically complement other elicitation methods in a comprehensive business analysis approach.

Sample Question Approach:

If asked which elicitation technique would be best to gather requirements from 500 users across multiple locations with minimal disruption to their work:

1. Identify key factors (large sample, geographic dispersion, time constraints)
2. Recognize that surveys allow standardized data collection from large, dispersed populations
3. Consider any limitations mentioned in the scenario
4. Select surveys as the primary method, possibly complemented by focus groups or interviews with key representatives