Assessment backlogs are a common challenge for Third-Party Risk Management (TPRM) programs. Most organizations tackle the problem by increasing their capacity through hiring or improving efficiency with technology. While both are important elements of the solution, organizations also need to implement the right process for prioritizing the necessary business outcomes. This is especially true for organizations with limited ability to increase budgets or headcount.
Yet, despite massive investments in GRC tools and growing teams, 89% of GRC professionals still expect an audit finding related to TPRM. Assessment backlogs continue to grow, which means that risks aren’t being mitigated and that may result in a failed audit.
The truth is, you don’t only need better tools or more people—you also need a fundamental shift in strategy.
The Problem: The Questionnaire Trap
Most organizations struggle with questionnaires because they lack a refined process. The traditional lifecycle often turns into a months-long coordination exercise. This “Status Quo” approach typically involves:
- One-Size-Fits-All: Sending the same massive questionnaire to every vendor, regardless of their actual risk or impact.
- Jargon-Heavy Questions: Open-ended, highly technical questions that lead to confusion and slow vendor responses.
- The “Audit” Mindset: A comprehensive evidence review that feels like a deep audit, requiring manual validation of every single policy.
- Total Dependence: A process that grinds to a halt if a vendor is unresponsive or fails to provide a specific document.
This approach results in questionnaire cycle times (send to close) of ranging 1-3 months and averaging 6 weeks. In some cases, reviews can even drag on for up to a year.
A New Philosophy: The “MAX Way” for Questionnaires
The MAX Way prioritizes efficiency over totality. This approach was designed to find the right balance between performing the necessary due diligence while ensuring that the business meets its required outcomes on time.
| Traditional Questionnaire Management | The MAX Way for Questionnaires |
| Sending the same questionnaire to everyone | Prioritize questionnaire type and length based on risk |
| Heavy reliance on technical jargon and free-text | Standardized responses (multiple choice) for clarity |
| Deep, labor-intensive audit of every document | Trust but verify focus; validating existence of documents to meet criteria |
| Process stalls without vendor response | External scan data used to fill blind spots and keep moving |
The Result: By shifting the focus to what actually matters, SecurityScorecard customers are achieving a 2-week questionnaire cycle time.
Can You Do It Yourself?
The “MAX Way” isn’t a secret—it’s a disciplined methodology. To implement this internally, your organization must have the ability to:
- Redesign your assessment scope to move towards investigating what really matters
- Manage the technology that automates distribution, vendor follow-up and reporting
- Allocate expert staff to manage exceptions and review findings that conflict with independently sourced data
When to Consider Managed Services
If you have the cybersecurity expertise and the internal capacity to rethink and resource this process, owning this capability in-house is your best choice.
However, many organizations find themselves “wearing multiple hats” or simply lacking the manpower to clear a mounting backlog. If you don’t have the time to transform your process while simultaneously fighting daily fires, TITAN MAX Questionnaires was built for you.
TITAN MAX Questionnaires is a managed service where our experts handle the creation, distribution, and response analysis for you. We deliver audit-ready evidence and consolidated findings reports so you can focus on strategic risk decisions rather than chasing spreadsheets.
With our help, customers have been able to redesign their assessment process and respond to timely vendor security issues. To learn more about TITAN MAX, visit our webpage.
1 Source: Hyperproof, 2025 IT Risk and Compliance Benchmark Report
