How do you create successful outreach surveys and focus groups?

1 Define your goals and objectives

Before you create your survey or focus group questions, you need to have a clear idea of what you want to achieve and how you will use the results. What are the main questions or problems you want to address? Who are the people you want to reach and why? How will you measure and evaluate the impact of your outreach? Having specific and realistic goals and objectives will help you craft relevant and meaningful questions that align with your purpose.

2 Choose your methods and tools

Depending on your goals and objectives, you may want to use different methods and tools to collect and analyze your data. For example, surveys are useful for gathering quantitative data from a large and diverse sample of respondents, while focus groups are more suitable for exploring qualitative insights from a smaller and more homogenous group of participants. You also need to consider how you will administer your survey or focus group, such as online, by phone, or in person, and what tools or platforms you will use to create and distribute your questions, such as Google Forms, SurveyMonkey, or Zoom.

3 Design your questions and format

The quality of your questions and format will determine the quality of your data and feedback. You want to ask questions that are clear, concise, relevant, and unbiased, and that elicit honest and useful responses. You also want to avoid leading, confusing, or ambiguous questions, as well as questions that are too personal, sensitive, or irrelevant. Additionally, you want to use a format that is easy to follow, engaging, and appropriate for your method and tool. For example, you may want to use multiple choice, rating scales, or open-ended questions for your survey, and structured, semi-structured, or unstructured questions for your focus group.

4 Recruit and incentivize your participants

To get reliable and representative data and feedback, you need to recruit and incentivize your participants effectively. You need to identify and reach out to your target population, such as potential or existing clients, partners, donors, or volunteers, and invite them to participate in your survey or focus group. You also need to provide them with clear and accurate information about the purpose, duration, and benefits of your outreach, as well as any incentives or rewards you may offer, such as gift cards, vouchers, or recognition. Moreover, you need to ensure that your participants are diverse, inclusive, and respectful of each other's views and experiences.

5 Conduct and analyze your data and feedback

Once you have created and distributed your survey or focus group questions, you need to conduct and analyze your data and feedback. You need to monitor and manage your response rate, follow up with non-respondents, and thank your participants for their time and input. You also need to organize and interpret your data and feedback, using quantitative and qualitative methods, such as descriptive statistics, thematic analysis, or content analysis. You need to look for patterns, trends, gaps, and outliers, and compare and contrast your findings with your goals and objectives.

6 Communicate and apply your results

The final step in creating successful outreach surveys and focus groups is to communicate and apply your results. You need to share and discuss your findings with your team, stakeholders, and participants, and solicit their feedback and suggestions. You also need to create and present your reports, summaries, or recommendations, using visual and verbal aids, such as charts, graphs, or stories. Most importantly, you need to use your results to inform and improve your outreach strategies, actions, and outcomes, and to demonstrate your impact and value to your community.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?