Focus group guide

Focus groups can help you identify and analyse emerging psychosocial hazards and inform future planning identified in
the risk assessment process. They’re ideal for consulting with workers and enable the collection of meaningful data on
people’s perceptions of their work environment.

Reasons for using focus groups include

• to obtain more detailed information and insights into the importance of psychosocial hazards
• to better understand opinions and issues regarding the work environment and design of work
• to establish a safe and open environment to express views about the people at work survey
  results
• to provide a broad representation of diverse ideas and experiences on the topic
• to generate strategies and solutions for addressing psychosocial hazards in the future

Preparing for a focus group
Consider the following points to ensure success as you draw out accurate and practical information from your
participants.

Size

The ideal size for a focus group is six to twelve participants – ensuring the group is large enough to generate energy and
diversity of ideas, but not too large that people may miss the opportunity to contribute. Large groups can make it difficult
for the facilitator to manage.

Composition

Teams or workgroups are a good option if the consultation is only relevant for one area, or when a thorough consultation
is required. Forming focus groups from a representative sample of workers across teams can speed up the data collection
process, but may require extra facilitation skills to develop rapport between members and promote open discussions.
You can also change the group dynamic through cross-team participation, offering a variety of backgrounds and
experiences. The best approach will depend on culture, team dynamics and facilitator experience.

Duration

The ideal time for a focus group is 60 to 90 minutes. Short sessions are unlikely to explore issues in a meaningful way and
long sessions may lead to participants becoming fatigued or bored, withdrawing from the conversation.

Location

Whether the focus group is held on or offsite, it’s important to consider participants’ perception of the location.
Consideration should be given to privacy, size, amenities and equipment in the room.

The ideal seating plan for a focus group is a U-shape or a circle, preferably without a table acting as a physical barrier.

Materials

The facilitator should consider supplying the following:

•  name tags
•  notepads/pens
•  refreshments

Conducting a focus group

The following points will help manage your focus group and elicit the best possible input from participants:

Facilitator’s role

The facilitator should not be a member of the team, however, it’s not always necessary to invite external consultants to
facilitate. In some cases a manager or senior worker from another team may be appropriate. Facilitators should refrain
from influencing discussions and outcomes.

The facilitator’s role is to:

• observe and listen
• set ground rules for group behaviour
• give consideration to participant availability and the importance of time management (ensure you start and finish on
  time
• ensure all questions are covered
• attend to group dynamics and manage conflicts
• ensure each participant has the opportunity to speak
• keep the discussion on topic
• reassure participants their confidentiality will be maintained
• providing appropriate feedback to management.

A dedicated scribe should be present to record information in writing, allowing the facilitator to focus on questioning and
group dynamics. The facilitator should take time afterwards to reflect and create their own set of written notes.

Format

The facilitator will introduce the session’s purpose and expected outcomes. If a survey precedes the focus group, a brief
summary of the survey results should be provided to participants both before and upon arrival at the focus group. Below
is a suggested focus group format:

• introductions
• ground rules and participant guidelines (see list below)
• confidentiality
• questioning (e.g. engagement, exploration, exit questions – see examples below)
• questions to avoid (see examples below)
• summary of themes
• next steps

It is important to finish with ‘next steps’ as this is critical for participants to understand what happens with their comments
after the focus group, how their comments will be presented and to who, and when they will hear back about a plan of
action.

Participant guidelines

The facilitator should:

• ask participants to switch off or silence mobile devices
• advise participants there are no right or wrong answers, each view shared will be respected and while it is appropriate
  to respectfully disagree, this can also be counterproductive.
• encourage participants to rephrase statements using “I” such as “I hear what you are saying, but I think…” instead of
  “you’re wrong”.
• remind participants not interrupt others so all participants have an opportunity to contribute equally, feel heard and
  respected.
• remind participants the focus group’s aim is to address the issue, not an individual.

Confidentiality

The facilitator is responsible for participants’ privacy and maintaining confidentiality of responses and opinions expressed.
Participants should be advised their responses will be documented through note-taking and names will not be recorded
in relation to specific issues, direct quotes or reports produced. Explaining how the data will be used after the focus
group will help alleviate concerns that input will single out individuals.

Participants have the responsibility of respecting the privacy of other participants and should be instructed not to repeat
focus group discussions, outside of the session.

Questioning

Questioning is the most important tool the facilitator will use to obtain relevant information. The facilitator should
prepare a list of open-ended questions, starting generally to encourage involvement and then moving towards more
specific questioning.