Focus group checklist: before, during, and after the session

This checklist covers the full focus group workflow in three phases. Use it to make sure nothing falls through the cracks between planning, running, and analyzing your sessions.

Before the session

• Research objective written: 2-4 specific questions this study must answer
• Format chosen (in-person / remote / hybrid) with rationale
• Screening criteria defined (behavioral, not just demographic)
• Participants recruited: 6-9 per group, 20-30% over-recruited for no-shows
• Number of groups planned: at least 2-3 per segment
• Discussion guide written (opening → broad exploration → focused discussion → exercise → wrap-up)
• Stimulus materials prepared (concepts, visuals, scenarios) and pilot-tested
• Pilot session conducted with colleagues to test timing and flow
• Recording equipment tested (primary + backup)
• Roles assigned: moderator + assistant (note-taker, observer, tech support)
• Observer protocol set: stakeholders watch via separate feed, not in the room
• Incentives confirmed (amount, delivery method, timing)
• Calendar invites sent with location/link, duration, and consent information

During the session

• Ground rules stated: all views welcome, no right or wrong answers, recording consent
• Icebreaker completed — participants introduced themselves and engaged at least once
• Written-before-verbal technique used for key questions
• Quiet participants called on by name at least twice
• Dominant speakers redirected without shutting them down
• Moderator probed vague answers: “Can you give me an example?”
• Time tracked: no single section ran more than 10 minutes over plan
• Interactive exercise completed and results captured (photos, screenshots, exports)
• Closing question asked: “What is the one thing you’d want us to know?”

After the session

• Debrief notes written within 30 minutes: top themes, surprises, group dynamics
• Recordings secured and backed up
• Transcripts ordered or AI transcription reviewed for accuracy
• Themes coded across sessions (after second group onward)
• Points of agreement and disagreement between groups documented
• Potential groupthink flagged: where consensus formed too quickly or contradicted written responses
• Insights written as observation + implication pairs
• Findings report created with quotes, themes, and recommendations
• Follow-up research identified: what questions remain unanswered