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Prep for Interviews

DORIS researchers conduct one-on-one interviews with stakeholders. The interviews aim to gather in-depth qualitative data about what is and isn’t working in the workplace today. In a research project, the interview protocol is customized based on the project basics and what leadership wants to learn.

  • Each interview includes one DORIS Researcher and one stakeholder
  • DORIS conducts interviews in private settings, either online or in person
  • Interviews take approximately 30 minutes

Start

Confirm interview dates + create an interview schedule

The Operations Manager confirms the interview dates with the liaison and creates the interview schedule. 

  • Typically, interviews take place over 2-3 weeks.
  • A single interviewer can conduct 12 daily interviews (with breaks every two hours).
  • The schedule should be set to accommodate the total number of interview participants.
    • For example, if the project seeks to interview 150 people, schedule one interviewer full-time for 13 days (12 interviews per day * 13 days = 156 interview slots).
  • Once the interview schedule is finalized, make sure the Ops Logistics calendar and Project Charter reflect those dates.

Determine how participants will sign up and participate in interviews

The Operations Manager engages with the project liaison to understand the organization's preferences and limitations for conducting interviews. 

  • These conversations often begin in the sales process and may involve other DORIS and client team members.
  • Ideally, the process for participant interview engagement is decided by the first liaison meeting. 

The Interview schedule, signup, and participation processes must be decided upon and prepped before Kickoff Meetings.

Common interview sign-up + participation plans
  • For most projects, interviews take place via Zoom, conducted primarily by contract interviewers (with a full-time DORIS employee covering gaps or taking a portion). Participants sign up for their preferred interview slot via Calendly. This is the standard plan.
  • Some clients prefer to have some or all of their interviews conducted in person. Calendly is flexible enough to accommodate both virtual and in-person sign-ups. In-person interviews can be conducted by contractors or full-time DORIS team members.
  • Some organizations do not allow their employees to use Zoom or Calendly. In these cases, a system has to be designed to meet their constraints.

Plan

Establish and distribute the participant interview sign-up system

  • Build interview schedule into scheduling tool (Calendly, etc.)
  • Communicate interview sign-up instructions to participants (and DORIS team)
  • Prepare Master List for Ops Team and Interviewers
  • Link interview sign-up system to participant master list.

How to create a Calendly event for interviews 

How to use Zapier to link Calendly to the Master List

Insert how to Prep the Master List

Create interview data collection system

  1. Write interview protocol based on the research questions 
Interview and Survey Protocol Process
  1. In the project's Google Drive folder, create a new sheet based on the Interview + Survey Protocol Template

Interview + Survey Protocol Template  (Do not edit this template.)

Gate: Review and approve interview protocol 

  • Build interview protocol into Qualtrics + Test
  • Import master list into Qualtrics
  • Create interview links + add to the participant master list

Identify interviewers

  • Determine interviewer needs based on the interview schedule
  • If using contractors, create sign-up sheet or make offer to individuals
    • If we are not making an offer to particular individuals, we will use SignUp Genius to allow contractors to sign up for the shifts that they want.

How to create a Sign Up Genius

Prepare interviewers

  • Create interview packet
  • What is the interview packet, and what is included?

Interview Packet

  • Send interview packet and schedule to interviewers. The email should contain:
  • Conduct interview prep meeting
    • Ideally, this meeting takes place on the Thursday or Friday before interviews begin.

Execute + Monitor

Conduct interviews

  • The interviewer will update the Master List after completing each interview. 
  • The Operations Manager will initially contact the liaison to assess participation rates during the early stages of interviews. If participation rates are low, DORIS will request the liaison's assistance in improving signup rates.

Confirm interviewers + links daily

  • During the interview stage, the Operations Manager will ensure that Google calendars (doris@, interviews@, scheduling@, etc.) align with the interviews listed in the Master List. Any discrepancies will be corrected in the Master List for the interviewers before interviews begin. 
  • The Operations Manager will be on hand daily to troubleshoot any issues the interviewers have during the project.

Send weekly interview schedule on Friday

  • On the Friday before the next week of interviews, the Operations Manager will provide each interviewer with their schedule and relevant interview information.

Send email: 03 Interview Sign Up Reminder

Finish

Close interview survey on Qualtrics

  • To close the interview survey on Qualtrics, you need to do the following:

Download and save the dataset

  1. Download interview data from Qualtrics and Save As, adding "RAWDATA" to the file name. Save in file path: DORIS Box> Projects> ProjectName> Challenge Defining> Analysis> Quantitative Analysis
  2. Open the dataset in a blank spreadsheet and SaveAs 23-1201_ProjectName_Surveydata_CLEANED.xlsx

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