Presentation on theme: "Church of St. Gregory’s Focus Group Facilitation Guideline"— Presentation transcript:
1Church of St. Gregory’s Focus Group Facilitation Guideline
2What is a facilitator? Facilitate means “to make easy.” As a facilitator,your job is to make the meeting easier for the participants.A facilitatormanages the method of the meeting, rather than the content.Facilitators are concerned with how decisions are made instead of what decisions are reached.
3Facilitator responsibilities Be enthusiasticBe energeticBe open-mindedBe Self – OrganizedEstablish a rapport with the group and set the stage for a productive discussion.Stay alert to group dynamics, to recognize threats to productive group discussionManage group dynamics so that discussion flows smoothly and people feel comfortable sharing their thoughts. There are no wrong answersStay open-minded themselves so that the preconceptions about the topic and the participants are minimizedState the questions clearly
4Key Characteristics for a focus group 6 to 12 peopleParticipants are homogenous on the basis of recruitmentLed by a facilitator (usually 2) in a group interview format1-1 ½ hours duration; max is 2 hrsUsed when qualitative information is needed – goal is NOT to reach consensus, solve a problem or make a decisionSeek to obtain insights into attitudes, perceptions, beliefs and feelings among the participantsQuestions are predetermined, sequenced, and open-ended
5Why a focus group? Identifying needs and expectations of stakeholders Probing for perceptions and experiencesObtain feedback for improvement and expansionObtaining more detail from key issues identified in the survey
6Structured Questions Assists the group to be on “focus” Assists the facilitator to be on trackAllows opportunities for everyone to participateEnsures that specific areas are coveredProvides some structureAllows for more quantifiable information to be collected
7Respectful Rules Be respective of participants Interpret feedback accuratelyClarify any statements, using open ended questions (how, why, what)Clear up any misunderstandings of informationBe objective, please refrain from giving an opinion, if wish to give one , you are welcome to join a focus group
8Respectful Rules Aim for balance Empathy with a participant and bias that prevents you from seeing the situation in another point of viewIndividuals story and the need for the group to fully participateEmotions- your own feelings to a response and your professional responsibility to manage the discussionOrder - between the questions as planned and the unexpected direction that may occur
9Communications Skills Non-Verbal SkillsActive ListeningRepeating key phrases: ‘more specific information ..’Summarizing messages: ‘So, what you’re wanting to see here is…’Showing empathy: ‘It must have been really frustrating ….’Repeat your understanding of their comments in your own wordsAsk the speaker if that is correct and for any clarificationsMake sure key points by the speaker are capturedAsk as a check to verify understandingAdopt a relaxed open postureListen with your eyes as well as your ears-look at the speakerListen for basic fact and main ideasListen for attitudes, opinions, or beliefsDo not interrupt the speakerUse positive, non-verbal communication to prompt the speakerBe aware of the speaker's non-verbal communication
10When to use Active Listening? The person isn’t being clearYou are reacting defensively to what is being discussedYou want to demonstrate that you understandYou want to defuse the situationYou want to sum up what has been saidYou want to elicit more informationYou want to move on
11Handling Situations Assertion Skills – Criticism: be clear, firm, respectful if session is not going in the desired direction.“I would like to move on”, “We are going off track”Criticism:Please do not be defensive especially if a participant criticizes us, our service or organization. Politely defer to the end of the discussion and then obtain the nature of the problem, showing concern and empathy and then relay the issue and information to Fr. John
12Remember If the going gets tough Use your own (very good) judgment Tune in to the atmosphere of the groupTwo heads are better than one (co-facilatator /notetaker assists)Use a combination of listening skills and assertion skills
13Getting Started Main facilitator will be given their list of focus group and participantscontact the participants and co- facilitatorschedule a convenient time to set up the interviewYou may use the rectory for your interview, contact Judy Walsh to reserveConduct interviews by Aug 31stContact Judy Walsh with the date and time of your interview and where it will be held if not at the rectory
14Beginning of the Session 2 co facilitatorOne leads the interviewingOne takes notes and keeps time and assist if neededStart on time;Provide refreshments upon arrival but must be briefHave ready:Your introduction (provided tonight)Copy of the questions for each participant (provided tonight and rectory will make copies for the group)Focus group participant listNote book – for recording commentsClosing statement
15General Discussion Greet each participant You will open by thanking the group for their timeExplain the purpose of the focus groupStart the session by introducing yourself and the group members – quickly!You will explain that there will be two facilitatorsOne to manage the discussion/questions/ One to take the notesWe want all participants to be comfortableNo person should be compelled to participate in a focus group, or to answer a question nor should they be made to remain if they wish to leaveState that Confidentiality will be maintainedThe note taker may take a name for reference ( if need to call for clarification) however the name will not be placed in the completed focus summary which will be submitted unless the person consents!Not all participants may answer every questions due to time allowance.
16InterviewingProvide the participants a copy of the questions after your introduction and welcomeEnsure all participants with reasonable airspaceRotate the participant who answers the questions. Avoid having the same person answer first.Make sure all answer before a second round of opinionsEnsure that the questions provided are the focus of the discussionOur purpose is to keep positive, if there are criticisms of the past remember we are discussing the future. Don’t concentrate on one topic question at the expense of others. Write down the criticism so we can follow up later.
17Note- takingBoth facilitators my take brief notes, but one should have primary responsibilityShould summarize the key points being made by the focus groupTry to record the comments in the appropriate space of the interview schedule so that minimal sorting has to be done laterUse Tick marks when there is agreement between several members on an issue, tick the comment by the number of peopleRecord good quotes verbatim, so they can provide flavor to the report.Submit summary to Judy Walsh no later than 48hours after the interview!
18Note takingReport participants’ words but do not identify them by nameDescribe main participant characteristicsUse descriptive phrases or words used by participants as they discussed the key questionIdentify themes in the responses to the key questionsIdentify sub-themes indicating a point of view held by participants with common characteristicsInclude a description of participant enthusiasm or other group characteristics if relevantif there as inconsistency between participant comments and their reported behaviors, record thisSuggest new avenues of questioning that should be considered in future: should questions be revised, eliminated, added, etc.Summarize the overall mood of discussionIn giving meaning to the descriptions, be careful about your own biases in interpretation
19must be sensitive to the atmosphere to choose the best option If you run out of timemust be sensitive to the atmosphere to choose the best optionAsk the group if you can extend the current sessionWork quickly through the key questions with the time remainingFinish before having all your questions answered Allow for follow up feedback given by phone or
20ClosureLet the group know that if they wish to see their focus group notes they may contact the note takerExplain that once all the focus group interviews have been conducted and notes summarized, the pastoral council will review them to formulate their next steps in determining St Gregory’s goal for the five year plan which will be communicated in the bulletinThank the group for their time and input
21St. Gregory’s Focus Groups Parents- High School Students Parents – Elem/MS Students Young Adults Years Married Individuals Separated/Divorced/Single Adults/Senior Citizens/Disabled General Group – 2Lectors Eucharistic Ministers Religious Formation Teachers Saturday Morning Men’s Group Women’s Guild and Prayer Shawl Daily Mass
22Focus Group QuestionsLooking at your experience in our parish, can you recall a time when you felt most alive, most proud, most enthused or most committed to St. Gregory's? What are the things that excite you about St. Gregory's? How would you go about engaging people in a fuller, more active and conscious participation at the Eucharist? What do you value most about Sunday Eucharist? What do you value most about your involvement at our parish? What are the opportunities that we are missing to actively engage you, your friends or family, more into our church community? In what way does our parish work to accommodate people and families who have physical, spiritual, emotional or other needs? How do we reach out to them? In what ways could our youth be more fully integrated into the faith community of St. Gregory's parish? Looking to the future, if you could transform our parish in any way you wished, what three things would you do to enhance its life and vitality? Just list the 3 things. What is your current assessment of our parish facilities in light of the evangelizing mission of the Church?
23for assisting in this endeavor! Any questions ???Thank youfor assisting in this endeavor!