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Purpose

The purpose of this guideline and facilitator guide is to:

• Provide clear guidance on designing focus group/semi-structured interview sessions for research studies.
• Promote and facilitate best practices in conducting focus group/semi-structured interview sessions for research studies.
• Prompt your creation of the focus group/semi-structured interview script (i.e., the script you will submit to the REB for approval prior to conducting your focus group/semi-structured interview session).
• Provide guidance to the facilitator (PI/study team) to assist with steps for actively conducting a focus group/semi-structured interview discussion session.

Background

A focus group/semi-structured interview is a data collection procedure that brings together people to answer questions facilitated by a PI/study team. A focus group session involves a group of people who collectively answer questions or discuss topic in the presence of one another. A semi-structured group interview could also occur collectively as a group (this is the equivalent of a focus group). A semi- structured interview could be done on a 1:1 basis between the participant and the PI/study team.

Participants are chosen based on predefined demographic traits, and the questions are designed to shed light on a topic of interest.

A focus group/semi-structured interview session in perspective

Why a focus group/semi-structured group interview?

Focus group/semi-structured group interviews are valuable tools to obtain diverse ideas and perceptions on a topic of interest in a relaxed, non-judgemental environment that fosters the expression of different points of view, with no pressure for consensus. Group dialogue can generate rich information, as participants’ insights tend to “trigger” the sharing of others’ personal experiences and perspectives in a way that can more easily tease out the nuances of complex topics and subjects. This dynamic is not present during semi-structured 1:1 interviews. Focus group/semi-structured group interviews also provide a representation of diverse opinions and ideas and are a low cost and efficient way to generate information.

Why a 1:1 semi-structured interview?

1:1 semi-structured interviews are valuable to obtain ideas and perceptions on a topic of interest in a limited (i.e. not in front of a group of people) setting that will allow points of view to be expressed. Participants may speak more freely in a 1:1 semi-structured interview, because they will feel more comfortable voicing opinions without the presence of a group.

Timing

Focus group/semi-structured interviews normally last about an hour and a half, though they may be longer in some cases.

Number of participants

Focus group/semi-structured group interviews normally have between 7 and 10 participants. Groups with fewer than 7 participants often result in a limited range of ideas and opinions being represented. Groups larger than 10 may be hard to manage and record.

Preparatory work

Prepare the focus group script

The focus group/semi-structured interview script is an outline, prepared in advance for a specific set of participants, that covers the topics and issues to be explored.

Select the team

Establish a facilitator to guide the discussion, and, if applicable, a note taker who will make hand-written notes and observations during the discussion. The note taker must be a study team member.

Recruitment

Recruitment consists of 2 phases. The first phase consists of 2 stages:

1. Identification of potential participants, stage 1 (done by the researcher/study team).
2. Initial point of contact (IPC) contacts potential participants. NOTE: the IPC may be a person OR may be a tool such as a poster or flyer.

The second phase consists of 1 stage:

1. Informed consent (done by the researcher/study team).

Once a potential participant has been identified as a possible research study participant, the IPC then must approach this individual to ask if the potential research participant would like to hear more about a research study that they are possibly eligible for. Potential participants are targeted for potential enrollment based on study eligibility criteria.

When setting selection criteria for focus group/semi-structured interviews, be sure that participants fit the criteria established for inclusion in a particular focus group/semi-structured interview. It is also important to ensure that focus group/semi-structured interview participants represent the diversity of the larger group about whom you want to learn.

Time and Location

Set a date: Plan a day and time that is convenient for the participants. Before the date of the focus group/semi-structured interview, invite appropriate participants to take part. It is helpful to send reminders 1 day before the session takes place.

Reserve a space: It is up to you to use your best judgement and decide on the most appropriate location. Select a location that is comfortable, quiet, and has some degree of privacy. It may be necessary, depending on the participants, to have the group meet in a public space such as a church or community center. Arrange for food and drink, if appropriate.

Additional considerations for conducting focus group/semi-structured interview sessions

Be mindful of the following items when designing methodologies for the use of focus group/semi- structured interview sessions for the purpose of a research study. 

Building rapport

Establish a connection with participants that will facilitate communication.

Rapport is essential to the facilitation process since it can influence the willingness of participants to communicate and answer questions. Let participants know that they are there because they possess knowledge and experience about topics that you hope to learn more about and will contribute to your research; this will communicate to participants that their input is important and will contribute to the community. Become familiar with critical issues that affect the community represented by participants. You are there to learn from them but must be aware of sensitive topics, so you do not unintentionally insult participants.

Finally, recognize participants for their contribution. This is crucial in creating rapport. Thank participants for their time and contributions and let them know the information they shared is valuable for your research.

Listening skills

Active listening is the practice of listening to understand what someone is saying, exclusively focusing on what is being said instead of planning what you will say next. Notice body posture and facial expressions that might provide cues to help engage participants properly.

Let the participants know you are paying attention to what they are saying by exhibiting positive nonverbal communication like eye contact, leaning in, and nodding when appropriate. Avoid distractions, like your phone or your watch, as this will make participants feel that you are disinterested and might hamper their participation in the focus group/semi-structured interview.

Be neutral

While actively listening, you want to remain as neutral as possible. Practice non-judgmental listening by setting aside your own biases, points of view, and opinions.

Comments, such as “You think that?” or “That is not possible!” will infer your opinion and judgment on the participant and might end the discussion or make them change their responses to fit into the group rather than share their honest opinions. 

Using probes

Probes help to clarify what the participants have said and to get more detailed information about the topic, allowing them to elaborate on the questions you asked.

Some examples of probes that can be used include “Please tell me (more) about…”, “Could you explain what you mean by…” and “Can you tell me something else about…”.

Do not use probes that might make assumptions, such as “So you are telling us that … right?” or a leading question that shows you are an unbiased listener such as “Don’t you think …”.

The researcher should not assume the opinions of the participants. Avoid using probes while the participants speak since it might influence how they answer the questions. If you need to follow up on something they said, make a note and ask about it when they have finished their thoughts.

Time management

During focus group/semi-structured interviews, as the facilitator (PI/study team), it is your responsibility to structure the focus group/semi-structured interview so that you get responses to your questions and get the level of detail needed to answer your research questions appropriately.

Sometimes, participants will stray from the topic or share beyond your research question. You should politely acknowledge your time together and that there are some other aspects of their experience that you are interested in.

A well-developed focus group/semi-structured interview facilitator guide will include prompts that remind you to do a time check to ensure the session progresses appropriately. If you find that you are running out of time before covering all your questions, use your remaining time for the most important questions.

Focus Group Facilitator Guide

See Focus Group Facilitator Guide.