FACT-GATHERING TECHNIQUES

Interviews
It can be conducted at all levels of the organization. Note that a
series of interviews with client personnel is considered the best way
to zero in on problems.
Guidelines
1. Confirm understanding.
2. Ask specific questions.
3. Fully clarify answers.
4. Try to develop awareness.
5. Avoid stating own opinions.
6. Ask additional ideas, thoughts, and/or suggestions.
7. Make it short.
8. Summarize the main points, express gratitude and indicate that
he/she will be contacted if further questions are necessary.
Questionnaires
This is be used when persons from whom the consultant wants
information are physically removed and travel is prohibitive or when
numerous persons are to be asked and the facts to be determined
are verifiable from other sources
Guidelines
1. Explain the purpose, use, security and disposition of the responses
generated by the questionnaire.
2. Provide detailed instructions.
3. Provide a time limit or deadline for the return.
4.
Format questions so
mechanically or manually.

that

responses

can

5. Ask pointed, concise questions if possible.

6. Provide an opportunity for a clarifying comment.
7. Provide sufficient space for complete responses.

be

tabulated

8. Include a section in which respondents can state opinions and

criticisms.
9. Identify each questionnaire.
Observation
Facts can be gathered by observing the employees of a client
perform their job-related duties.
Guidelines
1. Identify and define.
2. Explain what and why.
3. Note time periodically.
4. Record as specific as possible, avoid generalities and/or vague
descriptions.
5. Avoid expressing value judgments.
6. Document all impressions and organize the notes.
7. Review the facts obtained and conclusions drawn.
Document Gathering
Collect all relevant documents. From these documents, one can
gain an understanding of what is presently done and how it is
organized, what is not available, and what client considers to be
important.
Charting
It provides a pictorial representation of a dimension of the client's
organization or of its activities.
Organization chart. It provides facts concerning reporting
relationships, quantities of resources, and levels of authority and
responsibility within client's organization.
Data flow diagram. This is a logical view of data flows through a
system.
System flowchart. It depicts an overall view of a system in terms of
major elements.
Detail flowchart. It graphically represents the logic of a process.

Decision table. It is a viable alternative to a detail flowchart. It

facilitates understanding and communication of decision processes
having complex logic.

DATA ANALYSIS AND DIAGNOSIS

Decision Level Analysis
1. It has the purpose of depicting the varied interrelationships among
decisions made throughout the segments and levels of organization.
2. It begins with interviews of key client managers.
3. The consultant focuses on resources. The initial concern is to categorize
major tangible and intangible resources. The consultant then identifies
resources required at each decision level of the organization. The
consultant ascertains the specific items of information needed to make
decisions.
Input/Output Analysis
A problem situation may be analyzed in terms of its inputs and
outputs.
Structured Analysis
1. The key assumption is that any organization is comprised of a number
of well-defined functions.
2. It begins with the top level and then work down to the lowest activity
level.
3. The resulting structure is an upside-down treelike function diagram
which helps to see relationships among activities of a function.
Less-Structured Analysis
Brainstorming. It involves a free flow of ideas which are received without
restriction or criticism.
Delphi approach. Opinions are obtained concerning impending present
problems or future conditions. A consensus of the opinions is used to
arrive at a decision.

CREATIVE APPROACHES TO ANALYSIS

Analysis Strategies
Categorization. It is a process whereby data, facts or items are sorted into
different groups by virtue of their features.
SWOT model
PEST model
Classification. It is a process whereby items are sorted into different
groups.
Porter's generic strategy
Numerical analysis. It is technique where numbers are combined in order
to understand how they relate to each other. An equation or function is a
recipe, which describes in definite terms how the numbers should be
combined.
ratio
Financial analysis
Statistical analysis
Association. It is the recognition that two thins are connected in some way.
qualitative market research
Correlation. It is the recognition that the variation in one variable occurs in
step with that of another.
Causation. It explains correlation. It suggests that two variables are
correlated because there is a cause and effect link between them.