Setting up: Please be sure to schedule the focus group for a time most convenient to participants if possible! 

Prior to starting, ask each participant to choose a pseudonym (fake name). Emphasize that this fake name should not be something that could be linked to them, like a nickname. 

If in-person, ensure you have a confidential and private space and that parking, transportation, and childcare are available.

The physical space for the interview should be neutral and a comfortable temperature; drinks, snacks, and blankets should be available as needed. Let participants know where the restrooms are located. Bring folded blank paper to put participants' chosen pseudonyms on and place in front of them or they can hold them (name tags are also an option!). 

If virtual, it is important that both the facilitator and participant are in safe and confidential locations, which for some participants may be a car or a relative’s house.

Find your room or virtual meeting space and have it ready to host your participants. Enter 15 minutes early if in-person, 5-10 minutes early if virtual. 

In case we're over Zoom:

• • Keep camera on, and mic muted when you aren't speaking.

  • Relay this instruction to all participants.

  • Encourage folks to use gallery view - this way they can see everyone they're participating with.

  • Try starting with something light and popcorn around, such as "how is everyone feeling?"

Have the script/guide in front of you and follow it! 

We begin by introducing ourselves, explaining the purpose of the research and the interview process, stressing the value of their perspective, and giving participants a chance to ask questions. It is important to ensure that participants understand that their services will not be impacted in any way due to their (non) participation, nor will any organization involved (besides Urban) receive identifiable data. 

Administer informed consent: make sure everyone knows what's going on, and agrees to participate. If someone does not consent to being recorded, then we cannot record the interview. it is extra important the notetaker takes extensive notes if this is the case! If someone does not consent to participating, simply ask them to leave the room and thank them for their initial interest. 

Build connection and rapport: 

Throughout the focus group, we try to find connection points with participants, all while balancing disclosure boundaries or interjecting ourselves or our own experiences into the interview process. For us, these connection points are typically hobbies, music, food, and sports and entertainment. 

Respecting participants' autonomy: 

Allow for voluntary participation by not forcing every participant to answer. Explain to the group that everyone has a chance to share their opinions, but they don't need to respond to everything!

Ask the scripted questions, but also follow-up or probing questions as-needed: 

If a response seems unclear or does not provide enough detail, you can ask follow-up or probing questions. Here are examples: 

Why do you think that's the case?

How does that feel/work? 

Could you explain [INSERT] a bit further?

Could you describe [INSERT] more? I want to make sure I understand what you mean. 

What led you to this conclusion/idea? 

How do others here feel about that?

Stay neutral (when possible)

It may be difficult, but try to control exclamations in response to participant answers.  Phrases such as "interesting," "great," or "that is terrible" are not appropriate in the research setting - we don't want to influence the way people respond!

Addressing disclosures and trauma symptoms: 

Acknowledging challenges and triumphs that participants disclose (“thank you for sharing that”), while suspending judgment through neutral facial expressions and tone, helps build trust and rapport. 

We also seek to prevent distress by frequent check-ins, such as, “We have been talking for about 45 minutes. Is everyone okay to keep going or do you need a break?”

Watch for verbal and nonverbal cues of discomfort and distress. When interviewing participants who have experienced trauma, it is vital to pay attention not just to what someone says but how they say it, and watch their body language for signs of discomfort or agitation. Often, the act of sharing experiences and ideas, even if it brought about some discomfort or emotion, can be a supportive and empowering experience. However, if a participant displays signs of potential distress (such as shutting down, shallow breathing indicating panic, sobbing crying, verbal and nonverbal cues of agitation), we ask the participant if they would like to take a break and stress that they may take a break whenever they feel it is necessary.