Fact Finding Techniques
a) Interviews
i) Defining the technique:
An interview is a direct, one-on-one or small group conversation where the interviewer
asks questions to gather information from respondents.
ii) Explaining how the technique works:
The interviewer prepares a set of questions that align with the information needed. During
the interview, they ask these questions, often allowing the conversation to flow naturally
while focusing on obtaining detailed and relevant responses. Interviews can be structured,
semi-structured, or unstructured, depending on the level of flexibility allowed in
questioning.
iii) When to use the technique:
Interviews are ideal when in-depth, qualitative data is required, or when you need to
explore complex issues, personal opinions, or experiences in detail.
iv) State if the technique is mutually exclusive:
Interviews are not mutually exclusive; they can be used in conjunction with other fact-
finding techniques like questionnaires or focus groups.
v) Advantages and disadvantages of the technique:
Advantages of Interview:
- Provides detailed and in-depth data.
- Allows for clarification and follow-up questions.
- Builds rapport, which can lead to more honest responses.
Disadvantages of interviews:
- Time-consuming and resource-intensive.
- May introduce bias from the interviewer.
- Results are often harder to quantify.
b) Questionnaires
i) Definition of Questionnaire
A questionnaire is a set of written or digital questions used to collect data from
respondents.
ii) Explaining how Questionnaires works:
Respondents fill out the questionnaire, providing answers to each of the questions.
Questionnaires can include multiple-choice, open-ended, or scaled questions, and they can
be distributed via paper, email, or online platforms.
iii) When to use questionnaires:
Questionnaires are ideal for collecting data from a large number of people quickly and cost-
effectively, especially when quantitative data is desired.
iv) State if the technique is mutually exclusive:
Questionnaires are not mutually exclusive; they can be used alongside other methods like
interviews or focus groups to gather complementary data.
v) Advantages and disadvantages of the technique:
Advantages:
- Cost-effective and quick to administer.
- Can reach a large audience.
- Easy to quantify and analyze data.
Disadvantages:
- Limited depth in responses.
- Low response rates can be an issue.
- Misinterpretation of questions can lead to inaccurate data.
c) Record Inspection
i) Defining Record inspection:
Record inspection involves reviewing existing documentation, records, or databases to
gather information.
ii) Explaining how the technique works:
The analyst reviews relevant records, such as financial statements, previous reports, logs, or
databases, to extract data pertinent to the requirements of the study or project.
iii) When to use record inspection:
This technique is useful when historical data or factual information is needed, or when
cross-verifying information gathered from other methods.
iv) State if the technique is mutually exclusive:
Record inspection is not mutually exclusive; it is often used alongside other techniques like
interviews or surveys.
v) Advantages and disadvantages of the technique:
Advantages:
- Provides factual, historical data.
- Often readily available and cost-effective.
- Useful for verifying or complementing data from other methods.
Disadvantages:
- May not provide the most current information.
- Limited to what is recorded; gaps in records can be problematic.
- Can be time-consuming to sift through large volumes of records.
d) Prototypes
i) Defining the technique:
Prototyping is the process of creating an early, simplified version of a product or system to
gather user feedback. This working model represents key features or functionalities but
may not be fully functional or complete.
ii) Explaining how the technique works:
The prototype is built based on initial requirements and assumptions. Users interact with
this model, providing feedback on its usability, functionality, and design. The feedback is
then used to refine the prototype. This iterative process continues, with the prototype
evolving until it closely matches the desired final product.
iii) When to use the technique:
Prototyping is particularly useful in situations where user interaction is critical, such as in
the development of software, user interfaces, or complex products. It helps in visualizing
and testing concepts before full-scale production.
iv) State if the technique is mutually exclusive:
Prototypes are not mutually exclusive. They are often used alongside other techniques, such
as interviews or focus groups, to gather comprehensive feedback from users.
v) Advantages and disadvantages of the technique:
Advantages:
- Provides a tangible model for users to interact with, which can lead to more concrete
feedback.
- Allows for the early identification and resolution of design flaws.
- Facilitates an iterative development process, leading to a more refined final product.
Disadvantages:
- Can be expensive and time-consuming to develop, especially if multiple iterations are
needed.
- Users may focus too much on the current prototype rather than considering future
possibilities.
- The scope of the project can creep as users continually suggest new features or changes
based on the prototype.
e) Focus Groups
i) Defining the technique:
A focus group is a qualitative research method where a small group of people is brought
together to discuss a specific topic, guided by a moderator. The goal is to gain insights into
participants' opinions, perceptions, and attitudes.
ii) Explaining how the technique works:
The focus group is conducted in a controlled environment with a group of selected
participants (usually 6-12 people). A moderator leads the discussion, asking questions and
encouraging interaction among participants. The discussion is often recorded for later
analysis, focusing on the content, tone, and interaction dynamics to extract meaningful
insights.
iii) When to use the technique:
Focus groups are particularly useful when exploring new ideas, products, or services, or
when you want to understand the collective attitudes and beliefs of a target demographic.
They are also effective when you need to explore complex behaviors or social interactions
that are difficult to capture through individual interviews or surveys.
iv) State if the technique is mutually exclusive:
Focus groups are not mutually exclusive. They can be used in combination with other
techniques like interviews, questionnaires, or even prototypes, to obtain a more holistic
understanding of user needs and preferences.
v) Advantages and disadvantages of the technique:
Advantages:
- Encourages discussion and interaction, which can reveal deeper insights than individual
interviews.
- Can uncover group dynamics, shared opinions, or common misconceptions.
- Provides a quick way to gather a range of views on a particular topic.
Disadvantages:
- The presence of others may influence participants, leading to conformity or hesitation to
express true opinions.
- The findings may not be generalizable to the larger population due to the small and
selective nature of the group.
- Skilled moderation is required to manage dominant voices and ensure that all participants
have the opportunity to contribute.
