How to motivate participation in HES? EHES Training Material

The purpose of recruitment The goal is to achieve as high participation as possible Ensure that the sample represents the target population Challenging, but necessary for reliable results The recruitment process depends on: National legislation Survey budget Cultural norms Ethical acceptance

Invitation should be motivating Invitation by a letter Information leaflet with the invitation to raise interest Phone call may follow the invitation letter Important to pay attention to all written materials Invitation letter: informative, convincing and professional Information leaflet: interesting (use colors and pictures), relevant and concise Re-invitations should be made, if the person is not reached by the first invitation Second invitation letter, phone calls, home visits (if feasible)

What motivates participation? Importance and relevance of the survey For public health and for the participant Receiving personal benefits: New information on health and health risks Incentives (voucher, cash or gift) or compensation for travel costs Requests for help Social responsibility Statements of confidentiality Using all relevant languages Helps recruiting also ethnic minorities

Practical matters and motivation Flexibility in scheduling appointment Availability of evening and weekend appointment times Possibility to drop in (without appointment) Duration of the examination visit Not too extensive Location for the examination Parking space Access with public transportation Distance Home visits Additional option for e.g. people who are unable or unwilling to participate otherwise

Survey personnel Competent and motivated survey personnel play an important role in recruitment Follow survey protocol Understand the importance of high participation rate Be ready to give answers to frequently asked questions and to motivate participants Be flexible and act in a professional and polite way

Actions for increasing awareness and motivation Promotion of the survey through media Raising general awareness of the survey Reaching and motivating selected persons National media campaigns Local media campaigns before fieldwork Interviews in radio and TV Newspapers Posters and leaflets Pre-notification before invitation Survey website, social media

Improving participation through co-operation Provide information about the survey to: National and local health authorities and health professionals Local government Other places that are important for the community Cooperate with Regional or local hospitals, GP offices, health centres Non-governmental organizations Research centers and universities

Actions increasing participation during fieldwork Personal contact is more effective Phone call Home visit Appointment reminder (e.g. day before the appointment) Text message or Phone call Multiple contact attempts

Motivating participants during fieldwork Possibility to ask questions and to reschedule appointments Contact persons should be easy to reach At the examination site: Comfortable facilities and fluent examinations with short waiting times Offering breakfast or snack between or after examination Friendly atmosphere among survey personnel and towards participants Encouraging feedback on measurements

After the examination Participants need to feel appreciated Participants expect feedback on personal results

Acknowledgements Slides Sanna Ahonen, Päivikki Koponen, Hanna Tolonen Photographs Hanna Tolonen and photo bank images