About the Center > Needs Assessment > Nominal Group Discussions > Selecting and Recruiting Participants

Selecting and Recruiting Participants

(Note: The examples here are in the context of understanding the needs of asthma patients and their families.)

Several constituencies should be represented to collect as broad a base of needs as possible. These should primarily be patients, but should also include medical experts and perhaps family members of patients. Each constituency should be grouped in mutually exclusive discussion groups, for instance, medical experts forming one group, family members another, and patients yet another. This is done for three reasons:

1. Questions can then be specific to the relevant experiences of each group. (For example, the group of patients will be asked about experiencing the disease, while the group of doctors will be asked about their experience with patients they diagnosed and treated.)
2. The common experiences of members within each group generate a camaraderie that benefits the discussion and prioritization process. There is less conflicting discussion and differing frames of reference. For instance, patients and physicians may have very different perspectives and value systems and get into debates, rather than focusing on stating needs. There is also a more accurate representation of priorities if the groups are kept separate.
3. There is greater openness and honest feedback. Patients may be intimidated if medical experts are part of their group, or may be inhibited in what they say if a family member is present. Their needs may not be as strongly or accurately described, which affects the quality of the information gathered and prioritized.

Sometimes it may be necessary to stratify the constituents even further, for example, patients by age (children; adolescents; adults) or severity (asthma that has required ER visits; required hospitalization; or requires only regular clinic visits). This insures that specific questions can be asked which all group members will have experienced.

Participants in the nominal group must be literate since writing down their thoughts and numbering items is an integral part of the group process. They should also be insightful, observant and be able to articulate their thoughts and feelings well.

Recruiting Participants

Physicians and nurses at asthma clinics, and community health groups are your best advocates for recruiting participants. They know patients and their families well, can identify potential participants with the necessary background and skills for such a discussion, they can explain what the study is about, and generate interest and excitement about the study. If the patient is interested, the contact person can forward the names and contact information to you.

1. Get a list of potential discussion group participants from the clinics, hospitals or community groups you are working with. Basic information on the list should include:
   • Name
   • Address
   • Telephone number
   • Age
   • Experience with asthma
   • When it is most convenient for them to attend a discussion group
2. Based on the information provided, choose a time and place for the discussion group that is reasonable for most people. Participant convenience must drive the time and place. Evenings or weekends often work best. It is advisable to have at least one other date lined up to give people some options.
3. Before calling the people on your list, it is helpful to send a letter in advance. The letter should mention their clinic/hospital's recruitment, the purpose of the discussion group and the value of their participation. Inform them of the possible dates and times of the discussion group and let them know you when you will be calling to ask if they would like to participate.
4. When making the telephone call, introduce yourself and explain your connection with their clinic or hospital. Remind them of the clinic/hospital recruitment and refer to the letter you sent. Reiterate briefly what the study is about and emphasize how their help is essential and valuable to the development of CHESS. Ask if they would be willing to attend a discussion group at any of the times listed in the letter.
5. Offer to pay for travel expenses if they are not local.
6. If the person agrees to participate, confirm the time and date they can attend, and give clear instructions on how to get to the meeting place.
7. An optimal size for nominal discussion groups is six to eight participants. Four participants are the minimum for an effective discussion group.

Back to top