In-depth interview checklist: before, during, and after each session

A practical checklist for running in-depth interview studies. Use it to make sure nothing falls through the cracks — from setting up the study to synthesizing findings.

Before the study

• Research objective written as 1–3 specific questions the study must answer
• Stakeholders reviewed and agreed on the research objective
• Screening criteria defined using behavioral criteria (not demographics alone)
• Participants recruited: 5–8 per segment, with 20–30% over-recruitment for no-shows
• Incentives confirmed: amount, delivery method, and timing
• Discussion guide written with four sections: warm-up, context setting, core exploration, wrap-up
• At least one pilot interview conducted and the guide revised based on results
• Recording setup tested: primary tool (Zoom, Google Meet) and backup (phone recorder)
• Transcription tool ready (Otter.ai, Dovetail, or Rev)
• Calendar invites sent with session details, consent information, and connection instructions

During each interview

• Recording started after receiving verbal consent from the participant
• Warm-up completed: participant is at ease, rapport established
• All questions asked as open-ended — no leading questions, no hypotheticals
• Participant is speaking 70–80% of the time
• Follow-up probes used when the participant gives a short or surface-level answer
• Key moments noted: surprises, emotional reactions, contradictions, stories
• Silence used as a tool — wait at least 5 seconds before responding
• “Is there anything I should have asked but didn’t?” question asked at the end
• Next steps communicated to the participant (timeline, how findings will be used)

After each interview

• Debrief notes written within 15 minutes of the session
• Top 3 surprises from this interview documented
• Transcript requested or AI transcription reviewed for accuracy
• Emerging themes noted (start tracking after interview 3)
• Previous debrief notes reviewed to spot cross-interview patterns

After all interviews

• All transcripts coded: recurring themes, contradictions, and emotional moments marked
• Affinity diagram built: codes grouped into themes, themes grouped into insights
• Each insight written as observation + implication (not just a quote)
• 5–8 representative quotes selected to support each insight
• Contradictions between participants flagged and explained
• Recommendations drafted: specific, actionable, prioritized
• Research report or presentation created, leading with insights (not process description)
• Findings shared with stakeholders
• Raw data archived (transcripts, recordings, notes) in a secure location