SayPro Finalize the List of Focus Group

SayPro Tasks to be Completed During the Period: Pre-Session Planning (01-24-2025 to 01-31-2025)

Task: Finalize the List of Focus Group Participants from Both Internal and External Groups

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Objective:

The objective for this task is to ensure that the right participants are selected and confirmed for the focus group sessions. These participants will provide valuable insights based on their diverse roles, experiences, and perspectives. The goal is to create a balanced group consisting of both internal employees and external stakeholders that are relevant to the session’s topics. This task is crucial for ensuring that the sessions yield actionable feedback for SayPro’s business strategy.

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Key Steps for Finalizing Focus Group Participants:

1. Review Participant Criteria

Before finalizing the list of participants, it is important to establish clear criteria for both internal and external participants. The criteria will guide the selection process to ensure diversity and relevance to the focus group objectives.

• Demographics and Diversity:
  • Ensure a balanced mix of participants in terms of gender, age, and ethnicity to capture diverse perspectives.
  • If the focus group is to address customer or user experience, consider including participants from different geographic locations or market segments.
• Internal Employee Roles:
  • Identify employees from various departments (e.g., HR, Customer Support, Product Development, Marketing, Sales) and levels (entry-level to senior management).
  • Employees should be selected based on their involvement with the area being discussed in the focus group, whether it’s related to product development, customer service, marketing, or other relevant areas.
• External Participants:
  • Select external stakeholders (e.g., customers, partners, industry professionals) who represent the target audience or customer segments.
  • Consider customers with varied interactions with SayPro’s products or services, including new users, long-time users, and users with different experiences.
• Experience and Expertise:
  • Ensure that external participants are familiar with SayPro’s products/services or the industry to offer valuable feedback.
  • Ensure the group is not skewed toward a particular viewpoint or area of expertise—such as customer service alone or marketing alone—so as to encourage diverse opinions.
• Group Size:
  • Typically, focus groups consist of 6 to 12 participants. The final selection should fall within this range to ensure that discussions are manageable but sufficiently diverse.

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2. Coordinate with Relevant Departments

Collaboration with various departments is key to selecting the right participants.

• HR Department:
  • Work with HR to ensure that employees selected for the focus group reflect a diversity of roles and levels within the organization. HR can help identify individuals who have direct involvement with or feedback on the focus group topics.
  • HR can also help track employee availability and ensure that employees can commit to attending the session.
• Customer Support:
  • Engage the Customer Support team to identify internal employees who have direct interactions with customers and can offer insights into customer satisfaction, pain points, or needs.
• Product Development/Marketing:
  • Collaborate with the product development and marketing teams to identify key external stakeholders (customers, partners, or industry experts) who have experience with SayPro’s products or services. These stakeholders can provide valuable feedback on product features, advertising effectiveness, and customer service experiences.

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3. Initial Selection and Invitations

Once the criteria have been established, the next step is to make the initial selection of participants for the focus group and send out invitations.

• Send Out Invitations:
  • Email or contact potential participants (both internal and external) with a formal invitation. Include key details such as:
    • The session’s date, time, and location (whether virtual or in-person).
    • An overview of the focus group’s objectives and topics to be discussed.
    • Any requirements or preparation needed for the session.
    • Instructions for confirming attendance and any documents that need to be completed (e.g., consent forms, NDAs).
• Request Confirmation:
  • Request a response by a specific date, confirming whether the invited participants will attend the session. This ensures that there’s ample time to find replacements if needed.

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4. Confirm Participation

After the initial invitation is sent, it’s crucial to confirm participation and finalize the list. During this step, you will also handle any logistical requirements.

• Follow-Up:
  • Follow up with those who have not yet confirmed their attendance to ensure no participants are missed. This will help ensure that the group size is adequate.
• Final List of Participants:
  • After receiving all confirmations, compile a final list of focus group participants. Ensure the list includes a healthy mix of internal employees and external stakeholders as per the original criteria.

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5. Distribute Pre-Session Materials

Once the participant list is confirmed, it’s time to share any relevant materials with the participants ahead of the session.

• Send Pre-Session Documents:
  • Send the agenda, any preparatory materials, and background information about the topics being discussed. This helps participants come prepared and ready to contribute meaningfully to the conversation.
  • Share the Consent Form and Non-Disclosure Agreement (NDA) for signature if not already completed. These forms ensure that all participants understand the session’s purpose, confidentiality requirements, and how their feedback will be used.

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6. Collect Signed Consent Forms and NDAs

Ensure that all participants have signed and returned the necessary documents, such as the Consent Form and NDA.

• Track Document Collection:
  • Maintain a checklist to track who has returned the required documents. This ensures that no one is overlooked.
  • Set a firm deadline for when all forms must be completed to avoid last-minute complications.

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7. Final Preparation and Confirmation

By the end of the pre-session planning period (01-31-2025), make sure all the pieces are in place for a smooth focus group session.

• Final Reminder:
  • Send a final reminder to participants, reinforcing the session details (date, time, location, and objectives) and requesting any last-minute confirmations or actions (e.g., signing documents or reviewing materials).
• Confirm Logistical Arrangements:
  • Ensure that all logistical elements are in place, such as virtual meeting links or room bookings for in-person sessions. Double-check any tech requirements (e.g., microphones, video equipment) for virtual or hybrid focus groups.