SayPro Monthly Research Focus Groups

📋 Facilitating and Moderating SayPro Monthly Research Focus Groups

Lead: SayPro Product Testing and Feedback Research Office
Governed by: SayPro Research Royalty
Purpose: To gather structured, qualitative insights from users, employees, and partners to inform SayPro’s service improvement and innovation roadmap.

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🧭 1. Planning & Preparation

Key Tasks:

• Define the monthly research focus theme (e.g., digital access, mobile usability, service trust).
• Select representative participants (users, staff, testers, partners).
• Prepare a standardized discussion guide aligned with SCRR themes.
• Assign roles: Lead Moderator, Co-Moderator, Notetaker, and Tech Support.

Tools to Use:

• SayPro Focus Group Agenda Template
• SayPro Confidentiality Agreement Template
• SayPro Participant Consent Form
• Recording & transcription tools (Zoom, Otter, SayPro Transcription App)

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🗣️ 2. Moderation & Facilitation Techniques

Best Practices:

• Welcome participants warmly and explain the session’s purpose and structure.
• Set clear ground rules: confidentiality, respect, turn-taking, no right/wrong answers.
• Use open-ended questions:
  • “Can you describe a time when…”
  • “What frustrates you most about…”
  • “How would you improve…”
• Use probes to go deeper: “Can you explain that further?” “What makes you feel that way?”
• Ensure diverse voices: Rotate participation, check in with quiet members.
• Manage time carefully: stick to agenda but allow flexibility for strong insights.
• Record and flag emotional responses, recurring themes, and strong opinions.

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📝 3. Data Collection & Documentation

Deliverables:

• SayPro Research Data Collection Sheet
• Summary notes highlighting:
  • Key phrases and direct quotes
  • Emerging themes and group consensus
  • Outliers and new questions
• SayPro Participant Feedback Form (to assess session experience)

Optional Enhancements:

• Visual mind maps during the session
• Immediate post-session survey for sentiment scoring

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📊 4. Analysis & Reporting

Steps to Follow:

• Transcribe recordings and identify thematic clusters.
• Code responses into categories: positive, negative, suggestions, confusion, innovation.
• Highlight Top 5 actionable insights with supporting quotes.

Output Format:

• SayPro Monthly Focus Group Summary Report
• Contribution to SayPro Monthly SCRR Report
• Dashboards for department heads

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🔄 5. Follow-Up & Feedback Loop

Key Actions:

• Share findings with participants (transparency builds trust).
• Inform product/service owners of suggested changes.
• Schedule a review session after 2–3 months to assess action implementation.
• Archive all session data in the SayPro Research Repository.