How to Conduct Participant Focus Groups

New Mexico Drug/DWI Courts Peer Review Process

How to conduct participant focus groups

As part of your peer review site visit, it can be extremely interesting and informative to have a chance to talk with program participants. They have a unique perspective on the program and can offer additional program recommendations and commendations than you might observe or pull from the survey and staff interviews.

Keep in mind that groups will vary in their dynamics and the degree to which they are supportive or critical of the program or various staff. It is important to remember that while you are conducting a peer review, your role is that of an outside observer and information gatherer. You are not there to determine if clients are lying (or exaggerating) or to help them understand why the program or staff might have certain policies or practices. Be careful not to challenge or question their responses. If the participants seem confused or are missing information, that is important to share with the program staff, and can be included as part of your recommendations. Your role is to provide a sounding board for them and let them talk about their experience. While it can be helpful for you to provide a quick overview of who you are and why you are there, it is advisable to keep your role in that session as a listener and observer rather than as a presenter or teacher.

Process: Come with a list of questions (sample questions provided with peer review packet), and allow participants to talk to one another and share their thoughts and perspectives through an interactive group process. Participation is voluntary, so clients do not have to share. This format is also different from interviews, where every person is provided an opportunity to answer every question. Use your facilitation skills to ensure that people who want to share have the opportunity and that no individual takes up the time to the exclusion of others. All program staff must leave the room before the focus group begins.

If you have more than one peer conducting the site visit, decide in advance who will be the facilitator and who will be the note-taker. It’s advisable, and easier, to have two people conduct the group when you can. However, both people must be from outside of the program in order to ensure that participants will feel comfortable sharing feedback.

Steps for conducting the group:

 Brief introduction of peer reviewers

 Brief overview of the purpose of the group, how it fits into the peer review, and how the information will be used (confirm information you have learned from staff or observed during the visit; gather information that will be included in the site visit report regarding things you like and appreciate about the program, and suggestions you have for program improvement)

 Brief overview of confidentiality guidelines (see sample guidelines form you can provide to participants)

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 Review ground rules with participants

o Participants agree not to discuss information shared during the focus group with anyone outside of the group

o One person speaks at a time; Wait until someone has finished talking before speaking

o Respect each others’ opinions and ideas

o Allow everyone a chance to speak; the facilitator might request that talkative participants allow time for quieter participants to share

o Ask if anyone would like to add any ground rules

o Do not point out or ask specific participants to speak up

 Questions and probes

 Summary, wrap-up, and thank you to participants for their feedback and willingness to share

After the session: Type or write down notes as soon as you can, while the information is fresh in your mind. Note any nonverbal communication that you think was telling, or areas where participants chose not to answer or respond to specific questions. Think about common themes or areas of strong agreement. It is permissible to include commendations or recommendations that you think are relevant and interesting, even if they were offered by just one participant.

Add highlights of the focus group to the summary report template, including areas the participants noted as program strengths or successes, and areas they suggest program improvement or enhancements. Be sure that any information or quote included in the report (and in the debrief meeting with staff) does not identify the participant(s) who said it.

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