SayPro Prepare for the Session

• Review Objectives: Before conducting the session, review the research objectives to stay focused on gathering the insights needed.
• Set Up Logistics: Ensure all equipment (recording devices, cameras, microphones, note-taking tools) is ready. If it’s a virtual session, check that the platform is working smoothly.
• Welcome and Introduce: At the start of each session, introduce yourself and explain your role. Give an overview of the session’s purpose and how participants’ feedback will be used to shape decisions.

SayPro Establish Comfort and Trust

• Create a Welcoming Environment: For in-person sessions, ensure the room is comfortable, with enough space for everyone. For virtual sessions, ensure the platform is easy to use, and participants are familiar with it.
• Confidentiality Assurance: Reiterate that their responses will be confidential, and personal information will not be shared. This will help participants feel more at ease sharing honest and open feedback.
• Set Ground Rules: Establish respectful communication and ensure that everyone has an equal opportunity to speak. In focus groups, make sure there is no interruption, and encourage shy participants to share their views.

SayPro Facilitate the Session

• Keep the Discussion Focused: Stay on track with the research objectives. Use the structured questions prepared earlier, but be flexible enough to explore interesting or unexpected insights as they arise.
• Ask Open-ended Questions: Encourage detailed responses with questions that require more than a yes/no answer. For example, “Can you tell me more about how you think this policy will affect your community?”
• Be Neutral: Remain neutral and avoid leading questions that could bias the responses. Encourage participants to share their honest thoughts, even if they disagree with the policy or each other.
• Probe for Depth: If participants give short or vague answers, probe with follow-up questions such as “Can you explain that further?” or “Why do you feel that way?”

SayPro Ensure Accurate Capturing of Data

• Take Notes: While it’s important to listen and engage, make sure someone (either you or an assistant) is taking detailed notes to capture key points from the discussion.
• Record (with Permission): Always ask for permission to record the session so that you can focus on the conversation while ensuring that everything is accurately captured.
• Clarify and Summarize: To ensure you understand their responses correctly, paraphrase or summarize their key points back to them. For instance, “So, if I understand correctly, you’re saying that…?” This helps clarify any misunderstandings.

SayPro Manage Group Dynamics (for Focus Groups)

• Encourage Participation: Ensure that all participants have the opportunity to speak by inviting quieter individuals to share their views. For instance, “I’d love to hear from others who haven’t spoken yet.”
• Manage Dominant Speakers: If one participant is dominating the conversation, politely redirect the conversation by asking others for their opinions. For example, “That’s an interesting point. Let’s hear from someone else.”
• Handle Conflicts Diplomatically: If disagreements arise, manage the conversation in a way that respects differing views without letting the conversation derail. Encourage participants to focus on facts and experiences rather than opinions.

SayPro Maintain the Flow and Respect Time

• Stick to Time Limits: Be respectful of participants’ time by ensuring the session doesn’t run longer than agreed. Politely steer the discussion if it’s starting to run off-topic.
• Closing the Session: As the session draws to a close, thank participants for their time and valuable input. Ask if they have any final thoughts or additional comments. Remind them that their contributions are important and will help shape the policy decisions.

SayPro Follow-Up and Next Steps

• Post-Session Follow-Up: After the session, thank participants again and let them know when they can expect to hear about the findings. You may also want to send them any information or results that could be shared.
• Data Review: Once the interview/focus group is over, take time to review the recorded data and notes. Look for recurring themes, notable quotes, or insights that align with the objectives of the research.