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Prep

Start

Confirm Logistics

Confirm interview dates + create 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 interviews per day (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).

Determine howthe participants will sign sign-up andprocess participatefor in interviewsInterviews

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

Build

Establishtool and distributelaunch the participant interview sign-up systemprocess

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

Prep Data Collection Tools

CreateAdapt interviewthe dataInterview collection systemProtocol

  1. WriteOpen the Protocol Analysis Template
  2. Add research questions from Project Basics
  3. Adapt 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 the form in Qualtrics

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

Update the Master List

1. Add links to the master list

Importing master list into Qualtrics + Creating Links
Importing master list into Qualtrics
  1. Click the Main Menu (top left of the page next to the XM logo) on the dropdown menu, select Directories.
  2. On the bar menu across the top, select Segments & lists. Then, click Lists on the column menu on the left. 

Qualtrics List Page

  1. Once there, click the blue Create A List button, found on the upper left side. 
  2. Create the List name: [year project name] ex) 23 Data Mine. Click confirm.
  3.  Select the Upload a file button
    a. Download the sample template. It will be called ExampleContacts on your local drive. 
    b. Copy / paste First Name, Last Name, email address, Role, Department, Job Level, Workstation type from the 
        project's master list. 
    c. Save the file + drag it to the center of the webpage. Click the Next button on the bottom right of the page.
    d. Ensure the rows / column data match up 
    e. Click Upload the file on the bottom right. 
Creating Personalized Interview Links

After the master list has been imported, navigate to the project's interview. 

  1. Click the Main menu button and select Projects, then click on the one you're working on.
  2. On the top bar menu, select Distributions
  3. It will automatically open the Email distribution page. Click the Generate a trackable link for each contact button. 
  4. A menu will pop up 
    a. Click Select Contacts 
    b. Hover over My Library: Maria Meschi 
    c. On the next column, use the search bar and type in project name
    d. Hover over the project name + click "Select Entire Contact List 
    e. Once it loads, click Generate Links
  5. An Excel sheet in CSV format will download onto your local drive. Click Save. 
    a. Format the data into a Table + filter the last name A --> Z 
    b. Do a spot check by clicking links and ensuring the name on the interview matches the name on the same row. 
    b. Ensure the Master Last is also filtered by last name A --> Z 
    c. Copy the links from the CSV file to the master list. Again, click some to ensure the links are in the correct row. 
  6. Back on the Qualtrics Distributions page, select Anonymous link on the right column menu + click Copy survey link
  7. Paste this anonymous link into the project's charter + in the Project Overview doc in the Interviewer Packet.
  8. Finally, post in the project's Slack channel that the links are in the master list, interviewer packet, and project charter.

Prep People

Identify interviewers

  • Determine interviewer needs based on the interview schedule
  • If using contractors, create sign-up sheet or make offer to individuals

Prepare interviewers

  • Create interview packet

Interview Packet

  • Send interview packet and schedule to interviewers
  • Conduct interview prep meeting

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.

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: "Interview Sign Up Reminder"

Finish

Close interview survey on Qualtrics

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