9 Data Gathering Techniques You Should Know for PMP Exam

PMBOK^® Guide has grouped most of the tools and techniques in a logical way, by their purpose. The following are the various groups used in PMBOK Guide , Sixth Edition:

• Data gathering techniques
• Data analysis techniques
• Data representation techniques
• Decision-making techniques
• Communication skills
• Interpersonal and team skills

In addition, they also have several tools and techniques which does not fit into any of the groups mentioned above.

In this article, we are going to focus on the various data gathering techniques used in PMBOK Guide.

Data Gathering Techniques

Data gathering techniques are used to collect data and information from a variety of sources. We have 9 data gathering techniques used in PMBOK Guide, Sixth Edition. They are:

1. Benchmarking
2. Brainstorming
3. Check sheets
4. Checklists
5. Focus groups
6. Interviews
7. Market research
8. Questionnaires and surveys
9. Statistical sampling

Matrix of Process and Data Gathering Techniques

The above 9 data gathering techniques find applications in 13 project management processes. The following matrix helps you to picture the processes and the relevant data gathering technique used in those processes.

Let us try to understand each of the data gathering techniques in detail.

Benchmarking

Benchmarking is a technique by which an organization compares its actual or planned practices, to those of comparable organizations.

Benchmarking can be used to identify best practices, generate ideas for improvement and provide a basis for measuring performance.

The projects used for benchmarking can be within the organization, external to the organization, can be that of a competitor, can be within the same industry or from other industries.

For example, if India wants to venture into high-speed rail project, they can benchmark their project against the high-speed rail projects in Germany, France, Japan or China. This will help them to easily collect requirements and plan quality. They can set their expectations against an existing, successful system.

Benchmarking finds use in the following processes:

• Collect requirements
• Plan quality management
• Plan stakeholder engagement

Brainstorming

Brainstorming is a technique used to identify a list of ideas by holding a group discussion, led by a facilitator.  The group can include team members and subject matter experts. It is a quick way to generate a large quantity of ideas.

It involves two stages:

• Idea generation, and
• Analysis.

During the idea generation phase, the focus is on quantity rather than quality. Every idea is recorded by the facilitator; no idea is stupid or useless.

Data representation techniques like affinity diagrams or mind mapping may be used to further understand the ideas generated, which could lead to new ideas.

Brainstorming can be enhanced through Nominal group technique with a voting process.

Brainstorming is used in in the following processes:

• Develop project charter
• Develop project management plan
• Collect requirements
• Plan quality management
• Identify risks
• Identify stakeholders

Check sheets (also known as Tally sheets)

Check sheets provide a structured way to collect data about a potential quality problem.

Check sheets may be used to quantify defects by type or by location or by cause.

Check sheets are considered to be one among the 7 basic tools of quality. Though PMBOK Guide uses this tool only in quality management knowledge area, this is a generic tool that can be adapted for a wide variety of purposes.

Used in: Control quality process

Checklists

Checklists are often used as reminders. It can be a list of items, actions, to-dos or points to be remembered.

It helps to ensure consistency and completeness in carrying out a process.

Checklists are quick and simple to use.

All of us would have used checklists at some point of time in our life: may be for shopping, may be for packing items for a holiday trip, may be for studying important topics in a subject, etc.

Checklists are frequently used in quality control inspections to remind the inspectors of the various requirements that has to be checked. Auditors use checklists to ensure they audit all the relevant clauses in a Quality Management System.

Checklists are employed in the following processes:

• Develop project management plan
• Manage quality
• Control quality
• Identify risks

Focus groups

Focus groups bring together pre-qualified stakeholders and subject matter experts to get an idea of how the market will respond to certain features of the product.

In a brainstorming session, you are looking at generating ideas; while in focus groups, you are looking at gathering the expectations and attitudes about a proposed idea, product, service or result.

A skilled moderator guides the session to be more conversational.

Focus groups are used in the following processes:

• Develop project charter
• Develop project management plan
• Collect requirements

Interviews

Interviews are used to elicit information from stakeholders by talking directly to them. Interviewing experienced project participants or subject matter experts can help in identifying requirements, risks, project constraints, acceptance criteria, quality needs and expectations, etc.

Interviews are very useful when you want to collect confidential information. The interviewer should facilitate an interview setting that encourages honest and unbiased feedback.

An interview can either be

• Structured,
• Semi-structured or
• Unstructured.

Structured interviews include a list of predetermined questions, with little or no variation during the interview.

Unstructured interviews, on the other hand, does not follow a set of predetermined questions. Rather the interview starts with an open question, and further questions are posed based on the response to the earlier questions.

Semi-structured interviews contain some key questions while allowing the interviewer to seek more details, if needed.

Interviews are generally conducted one-on-one, but it may also involve multiple interviewers and/ or multiple interviewees.

Interviews can be used as a technique in many processes including:

• Develop project charter
• Develop project management plan
• Collect requirements
• Plan quality management
• Identify risks
• Perform qualitative risk analysis
• Perform quantitative risk analysis
• Plan risk responses

Market research

Market research is a technique that is employed in Plan procurement management process.

Market research can be used to help determine the market conditions. It helps to identify the products, services and results available in the market place. It includes examination of industry and specific seller capabilities.

Information can be gathered through conferences, online reviews, etc.

Market research can help you identify emerging technologies.

It can help improve the information in the procurement management plan, procurement strategy, procurement statement of work, and the source selection criteria.

Questionnaires and surveys

Questionnaires and surveys are a cost-effective way of obtaining data from stakeholders, regarding their needs and expectations.

These are designed to quickly collect information from a large set of respondents.

Surveys are useful tools to gather information about stakeholder satisfaction.

Questionnaires and surveys are used in the following project management processes:

• Collect requirements
• Control quality
• Identify stakeholders

Statistical sampling

Statistical sampling is used when it is impractical or too expensive to inspect each item during quality control.

Sampling can reduce the cost of quality control activities.

It is defined as selecting part of a population for inspection. The samples are chosen and tested/ inspected according to the quality management plan.

Sampling methods include

• Attribute sampling (discrete): the result either conforms or does not conform. For example, a pass/ fail report of a student. You can only have either “Pass” or “Fail” as the result.
• Variable sampling (continuous): the result is rated on a continuous scale that measures the degree of conformity. For example, the marks of a student. One student can have 70 marks, while another one can have 85 marks.

Statistical sampling is a tool/ technique used in Control quality process.

Conclusion

I hope this article helps you in understanding the various data gathering techniques used in PMBOK Guide, Sixth Edition.

Do you find this article useful? Please share your thoughts.

What kind of techniques do you use in your projects for collecting data? Can you share some examples from your projects on the application of these data gathering techniques?