Using contextual inquiry in UX research

What is contextual inquiry?

Contextual inquiry is a user research method where product teams meet users in their natural environment to understand how they interact with a product. It’s one of the most effective ways to understand users deeply — their pain points, how they interact with a product, and how they work around challenges — to improve UX.

Unlike other user research methods, contextual inquiry puts you right at the heart of the action, letting you observe users in their natural environment. The benefits of this first-hand observation are enormous!

Think about this: When someone asks how you perform a task, do you go into every last detail, even how you feel at various points? Probably not! You’d most likely mention only the key moments in your experience.

This is where contextual inquiry has the edge over self-reported or lab-based research methods. Observing and interviewing users as they interact with a product in their usual setting allows you to pick up important but often overlooked details, like workarounds, unconscious habits, and even environmental factors that shape their experience.

So, why does this matter? With contextual inquiry, you gain deeper, more relevant insights into user behaviors, revealing important aspects you might miss with other research methods. Let’s unpack the benefits of contextual inquiry and touch on some of its drawbacks. Plus, we’ll explore how it stacks up against similar research approaches and see how you can apply it in your work.

Editor’s note: This article was rewritten on 7 March 2025 to provide a clear list of the benefits and challenges of contextual inquiry studies, outline easy steps to structure a contextual inquiry, describe the differences between contextual inquiry and other user research methods like contextual interviews and user interviews, and more. Special thanks to the original author, Melike Ceren Inan Toygar, for her contributions to the first version of this guide.

Benefits of contextual inquiry

Observing users in action lets you uncover real challenges they face, including ones they may not even realize exist. This makes contextual inquiry exceptionally useful for complex tasks that require deep analysis. This user research method:

• Reveals hidden insights — Unlike surveys or interviews which can be limited by what users consciously recognize, contextual inquiry uncovers unspoken needs—things users may not even realize they want or struggle to articulate
• Allows you to design for real-world contexts — By understanding the user’s physical and digital environment, you can create solutions that fit seamlessly into their everyday lives
• Captures behaviors, not just opinions — People don’t always do what they say they do. They might forget their actual actions or recall them in a way that fits their own perspective. But by observing them in action, you can pick up subtle details they no longer notice
• Uncovers the why behind users’ actions — Contextual inquiry uncovers the reasoning behind user actions, nuances of their workflows, and environmental factors that shape behavior

For instance, if you ask a school teacher how they plan and deliver lessons, they’ll likely describe a structured process — following a curriculum, using prepared materials, and sticking to a set plan. But spend ten minutes in a classroom, and you’ll witness a different story:

• They constantly adapt lesson plans on the fly to match students’ learning needs
• When tech fails, they improvise with handwriting, verbal explanations, or other methods
• They face interruptions like announcements, student behavior, and even classroom emergencies

Drawbacks of contextual inquiry

While contextual inquiry gives a deep insight into user behavior, it’s not without its own challenges. Let’s take a look at some of them:

• Time commitment — Contextual inquiry can be somewhat time-consuming; you might need to observe the user for hours to gather the right insights. But I believe that no time is wasted when you’re with the user. In that time, you might uncover valuable insights about their challenges and needs
• Budget constraints — Contextual inquiry is resource-heavy since you’re focusing on one participant at a time. While you don’t need a huge sample size to get useful insights, you’ll still need to recruit enough people to spot meaningful patterns. And that doesn’t come cheap
• Unpredictable results — Since sessions are not staged, it’s hard to predict when the exact customer problem you’re interested in will come up. So you’ll need to be patient and ready to catch it when it happens
• User recruitment — Regular interviews are one thing, but finding people willing to let you shadow their daily lives? That’s a whole different challenge. Not everyone is comfortable with that level of observation. If you’re struggling to recruit participants, try turning to your customer success team or account managers. Their close relationships with your users may help break the ice

Despite these challenges, you can maximize the value of this research method by following four key principles.

Four principles of contextual inquiry

1. Research focus

When conducting contextual inquiry, or any type of research, for that matter, it’s important to have a clear focus. Define your research goals and stick to them throughout your study.

Say you’re working on a productivity tool for remote workers. Your focus can be: Understanding how remote workers prioritize tasks and manage their time in a home office environment.

Having a clear focus like this makes the research more effective as it keeps your observations and questions aligned with the problem you’re trying to solve.

2. User context

Observe and interact with the users as they perform real tasks in their natural environment. The environment can be an office, a grocery store, a classroom, or an airport runway.

Focus on observing their actions and understanding the reasons behind them. This means taking note of the tools and artifacts they use, and everything else that takes place as they do their job. For example:

• Do they prefer to enter information manually or rely on automation?
• Do they switch between multiple tools to complete a task?
• Are there any shortcuts they’ve adopted to make things easier?

The goal is to get the full picture of how they work, not just what they say they do.

3. Active partnership

Unlike traditional interviews where you’re expected to lead the session as a researcher, contextual inquiry is a two-way street. Both you and the participant play an active role, letting the conversation flow naturally to cover important details that might not come up otherwise.

This method produces reliable data as you get information from them right as they’re performing the task.

4. Shared interpretation

Observing something is one thing, but accurately interpreting it is another. That’s why you need to review your interpretations of the participant’s workflows with them after the session. This helps validate your interpretations and allows the participant to clarify anything you’ve misunderstood.

By doing this, you can effectively bridge the gap between what users do and why they do it.

How to structure a contextual inquiry study

Now that we’ve gone over the four key principles of contextual inquiry, let’s look at how to set up your contextual inquiry study for success:

1. Preparing for the contextual inquiry

Before diving into contextual inquiry, you’ll need a clear research objective. What do you want to learn, and how will it inform your design decisions?

Once you’re armed with a clear objective, review existing data like analytics, past UX interview notes, past usability test findings, and product usage. This ensures that your research builds on prior insights rather than starting from scratch.

For each user group you’re targeting, aim for at least five or six participants. However, more complex workflows may require a larger sample.

Each session typically lasts between one to two hours, so keep things flexible. Consider breaking down the session like this:

• 10–15 minutes for introductions and briefings
• 30–60 minutes for observation, depending on the task flow you’re studying
• 15–30 minutes for follow-up questions and wrap-up

2. Choosing active or passive inquiry

There are two forms of contextual inquiry:

• Active inquiry — The researcher and the user actively communicate during the observation. The researcher is free to ask questions as the participant performs their tasks.
• Passive inquiry — The researcher silently observes the participant and leaves the questions until after the task is completed

Active inquiry is important if you have a lot of questions or need to request clarifications. Your goal is to understand the steps of the user workflows, observe their unconscious habits, and take notes. However, even with this method, it’s important to agree ahead of time on when you can interrupt. Be careful not to interrupt the participant at the wrong times.

Sometimes, participants need to focus fully on their tasks, so popping in with questions might not be ideal. In such cases, passive inquiry works better. For example, if a user is talking to a customer, you wouldn’t want to interrupt. It’s best to wait until they’re done and then ask about what you observed.

As you observe their workflow, it’s important to keep an eye out for external factors that might influence it. We tend to picture our products being used in a simple, controlled setting. However, real life is complex. Contextual inquiry gives you insights that traditional user interviews simply can’t.

3. Planning questions

Many of your questions will naturally stem from actions you observe as you’ll want to understand the participants’ reasoning. While such reactive questions are important, you should also prepare a list of proactive questions to ensure a deeper understanding of user behavior.

Here are some possible questions you can ask:

• When might you use this product?
• What would make you choose this product over a competitor’s?
• Have you ever used this product in a way that’s different from its intended purpose? If so, can you share an example?

Make sure to balance different types of questions to get the full picture. Ask questions related to the task, frustrations and pain points, why they make certain decisions, and how and why they adjust while working.

4. Selecting a study site

Choose a contextual inquiry site that accurately represents the user’s natural environment i.e. where they typically interact with the product. This can be a grocery store, an emergency room, or a factory floor. If possible, select multiple sites for a variety of scenarios.

In situations where an in-person contextual inquiry isn’t possible, you can conduct it virtually. In this case, you observe the participants remotely via video call or screen sharing.

The goal is to capture real-world behaviors in the most authentic setting possible. So, be sure to:

• Get any necessary permissions if access to the location is restricted
• Pick a location where the participant can go about their work as they normally would
• Stay mindful of disruptions i.e. your presence shouldn’t interfere with the participant’s usual workflow.
• Choose reliable video conferencing or screen-sharing tools, if you’re conducting the session remotely

5. Building trust and rapport

As with any other UX research, it’s important not to pressure the participant. They should know you’re not there to judge them but to observe and learn.

A good way to do this is by framing the session with the user and establishing certain boundaries with them. Depending on these boundaries, the inquiry can be either active or passive. Once you’ve explained your research purpose, what to expect, and the general timeline, you can establish these boundaries with questions like:

• Would the user be comfortable enough to answer questions while doing their tasks? If so, when is the best time to interrupt?
• Would the user be comfortable talking you through what they’re doing/thinking while you’re observing?
• Is there any data/information that’s confidential?
• Are there any places where you can’t go while following the users?

6. Conducting contextual inquiry sessions

This phase basically involves multiple iterations of two steps:

• Observation — Watch and learn
• Engagement — Pause and ask questions if the user does something unclear or if you need to double-check your understanding

As you proceed, you’ll naturally form a balance between observation and engagement. To ensure that you don’t leave anything out, be sure to:

• Take detailed notes or record the session (with permission, of course)
• Look out for moments of hesitation, frustration, and unexpected hacks
• Observe how users interact with their tools, environment, and even colleagues
• Let the session flow naturally rather than sticking rigidly to a script

Say you’re observing a nurse on duty as they enter patient data. You might notice that they enter some data directly into the electronic medical record (EMR), and jot some down on paper. You can start by asking why they do that.

Based on their response, you might assume that they find it faster to jot down notes manually during patient interactions and update the EMR later. It’s important to validate this assumption. To do this, you could ask, “So, do you use the paper notes as a temporary reference before entering everything into the system?”

By following up with such questions, you allow participants to confirm or correct your assumptions.

7. Initiating discussions

After the observation phase, initiate a discussion about what you saw. Encourage the users to reflect on their workflow, challenges, and preferences. Doing so helps bridge the gap between what users do and why they do it.

Here are some good follow-prompts to kickstart the discussion:

• What would make this process easier for you?
• I noticed you did X at Y point in your task, can you share why?
• You stopped using X tool at this step, can you tell me your reason?

This discussion is necessary as it helps uncover pain points and helps you spot opportunities to improve your product.

8. Documenting and analyzing results

Action speaks louder than words. That’s true. However, you need to ensure that you’re interpreting these actions correctly. As a part of the contextual inquiry wrap-up, summarize your observations and confirm them from the user. This will help to prevent any false perceptions.

When you return to your office, it’s time to analyze your findings. Like any UX research, it’s important to avoid falling into the trap of confirmation bias. Remember, your contextual inquiry data is based on a limited number of users, so be careful not to assume that your observations apply to everyone.

Contextual inquiry, as a qualitative method, helps lay the foundation for understanding user behavior. To validate your insights, your team can follow up with quantitative methods like analyzing user analytics data or measuring your customer effort score through surveys.

Contextual inquiry best practices

Beyond these eight steps you can follow to structure a contextual inquiry study, there are also a few general best practices you should keep in mind:

1. Choose the right participants — Select users who represent your target audience based on demographics, job roles, tech proficiency, and industry. Aim for at least 5–6 participants per user group
2. Take detailed notes — Taking notes is essential. You’ll most likely get some ideas as you watch the users in action. Jot these down so you can come back to them later. Also, take note of useful quotes and comments that pop up during the session
3. Record the session (with permission) — Even with meticulous note-taking, you can still miss important details. To avoid this, consider recording the session (with video, if possible) to ensure you don’t miss anything. You can refer to the recording and even share it with team members who couldn’t attend the session. Make sure you ask for permission from the participant before you record, letting them know what the recorded data will be used for and who’ll have access to it.
4. Balance active and passive inquiry — Your goal is to understand the reasoning behind users’ actions, but timing is everything. Ask questions when you need real-time insights and it’s convenient for the user. Otherwise, step back and observe. Sometimes, passive inquiry might help reveal the user’s natural behavior without external influence
5. Avoid leading or biased questions — Allow the users to express themselves freely by keeping questions open-ended and focused on their experiences. For example, instead of asking, “Do you find this feature difficult to use?”, you can say “How do you feel about using this feature?”. This will help encourage unbiased responses
6. Look beyond the obvious — In addition to observing users and asking questions, pay attention to other subtle details like body language, how they interact with their colleagues, environmental constraints, etc.
7. Test technology — If you’re conducting your research remotely, test your video conferencing or screen-sharing tools beforehand. Make sure you and the participants are comfortable with the tools and troubleshoot any issues before the session

Now, let’s explore how contextual inquiry compares to two other user research methods with similar-sounding names: contextual interviews and user interviews.

Contextual inquiry vs. contextual interview vs. user interview

	Contextual inquiry	Contextual interviews	User interviews
Description	Contextual inquiry is a user research method that involves observing and interviewing users as they perform tasks in their natural environment.	Contextual interviews are structured user research sessions conducted in the user’s environment. However, they focus on direct questioning rather than observation.	User interviews are structured or semi-structured conversations where users are asked about their needs, preferences, and experiences.
Pros	Reveals hidden insights Allows you to design for real-world contexts Uncovers the why behind users’ actions Captures behaviors, not just opinions	Easier to conduct and less intrusive than contextual inquiry Better for exploring specific topics Structured and focused as the sessions are guided by specific questions	Cost-effective for small samples Helps validate assumptions Quick and easy to conduct
Cons	Can be time-consuming Can be resource-heavy Recruitment can be challenging Requires patience as results can be unpredictable	May be biased as it relies on self-reporting May miss some unconscious behaviors Less collaborative than contextual inquiry	Lacks real-world context Users may describe their actions in a way that fits their own perspective Responses may be influenced by how the question is framed
Use cases	Understanding complex workflows Identifying user pain points and workarounds Learning how users interact with products in their daily lives	Gathering focused insights on specific topics Gaining quick, actionable insights Understanding user pain points and motivations without full immersion	Understanding the problem space in the discovery phase Gathering user feedback on ideas, prototypes, and products Understanding user needs, pain points, motivations, and preferences

How does contextual inquiry work in real life?

I worked in the product team at a B2B marketplace designed for pharmacies. On the platform, pharmacies could trade various products with each other. I worked on several predefined features when I first joined the company. However, it wasn’t until I went on field trips that I truly understood how pharmacies interacted with our platform.

When you’re in the same environment as the user, it gives you a deep understanding of what’s happening in their world. In this case, we were trying to understand how they decided to buy from our platform instead of other competitors.

I expected them to have a stock list, compare websites carefully, and give their orders according to the comparison. However, I quickly realized that pharmacies were making a lot of ad hoc orders. Even more surprisingly, I noticed that one of the barriers they faced on our platform was passwords.

When users tried to access our platform, they often forgot their passwords and ended up switching to other websites they used more frequently. These users were usually in a rush — juggling multiple procurement options, making fast business decisions, and responding to patients at the pharmacy.

These working conditions impact how users interact with a product. But, unfortunately, our dashboard couldn’t capture their stress or the critical moment when our platform failed to meet their urgent needs.

At another job, I worked on digitizing the workflows of the technical service team in a micro-mobility company. The existing system only tracked when a scooter entered and left the warehouse. I needed to understand how they were currently operating to create a system that logged their actions and spare parts usage.

I became an apprentice for the technical service staff. I made it clear to them that I wasn’t there to evaluate their performance but to understand their process and help develop better tools for them. I observed the technical service staff closely and noted any steps they took—from inspecting the scooter, hypothesizing the broken part, and trying to fix it.

As a result, we mapped out different ways the team members were operating and optimized our app accordingly.

Conclusion

Contextual inquiry puts you at the heart of the user’s experience. It’s one of the most powerful research methods for uncovering deep, actionable insights about user behavior.

Although it comes with its own challenges like time constraints, recruitment difficulties, and high costs, the depth of user understanding makes it all worth the effort. The insights you obtain from this research method will enable your team to create more user-centered products that integrate seamlessly into the users’ daily lives.

Just be sure to structure your study carefully, choose the right inquiry approach, document your findings, and analyze them objectively. That way, you’ll uncover insights that go way deeper than the surface.

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