Facilitating Trauma-Informed Employee Focus Groups

Traumatic experiences are events that threaten or violate one’s safety, health, and integrity and result in adverse effects on functioning and mental, physical, emotional, or spiritual wellbeing.

Traumatic experiences may be directly experienced or witnessed. Workplace trauma can result from experiencing or witnessing violence, bullying, harassment, discrimination, sexual misconduct, or victimisation as well as repeated exposures to micro-aggressions and other workplace exclusion and incivility. These workplace harms may also trigger ‘re-traumatisation’ of a past trauma experience at work or external to the workplace. Collecting data through focus groups and surveys can also trigger re-traumatisation.

The risk of re-traumatisation is heightened when interfacing with individuals who have a history of historical, inter-generational and/or cultural trauma experiences. For example, Aboriginal and Torres Strait Islander people, members of other cultural and ethnic minority groups, people who identify as LBTIQA+, people with a disability, and women previously subjected to gender-based violence. The intersection of those identities further increases the likelihood of the experience of regular and sustained trauma.

Trauma-informed care and practice recognise that traumatic experiences terrify, overwhelm, and violate the individual. Trauma-informed care is a commitment not to repeat these experiences and, in whatever way possible, to restore a sense of safety, power, and self-worth.

Minimising further harm

Conducting trauma-informed focus groups involves recognising the potential for and signs of trauma and responding effectively so the focus group can proceed safely without amplifying harm. Considerations include:

• Voluntary participation
• Permission to withdraw at any time
• Trigger warnings before and during
• Provide details on alternative disclosure channels and available supports
• Collecting information on general observations only rather than personally experienced incidents
• Avoiding probing for details of any potentially traumatic experiences
• Providing details of confidential, trauma-informed channels for sensitive disclosures
• Providing details of supports available — before, during, after
• "Scaffolding” potentially distressing topics. For example, start with questions regarding general observations of respect and disrespect before observations of potential unlawful conduct.
• When potentially distressing content is under discussion, checking in with participants. Ask them how they are doing, whether they need a break.
• Recognising and validating participants' emotions. If the discussion becomes emotional, acknowledging those feelings and providing a supportive space.
• Following-up with participants after the workshop

Building trust and rapport, and setting expectations

For face-to-face focus groups, sessions should be conducted in a neutral and comfortable venue, ensuring that the room is conducive to open discussion, with seating arrangements that allow participants to see and hear each other easily. For virtual focus groups, 'one online, all online' is the preferred approach.

Begin the focus group with a warm welcome and introductions. Start by introducing yourself and explaining your role as the facilitator, sharing relevant and relatable information about yourself to establish a personal connection with participants. Thanking participants for their attendance also helps establish rapport. If the participants don't know each other, encourage them to introduce themselves to foster a sense of community.

Next, clarify objectives. Participants are more likely to trust the process if they understand the goals and how their input will be used.

After you outline the structure, establish ground rules. The the four C's—contribution, candour, confidentiality, and care are useful here. Emphasise the importance of the participants' input in shaping an inclusive and respectful workplace and clearly communicate to participants that honest and open communication is not only welcome but also essential for the success of the focus group. Create an inclusive environment by emphasising that all perspectives are valuable and that diverse opinions are welcome. Also explain how the information will be handled and storde to protect privacy and address any concerns participants may have about confidentiality and anonymity.

Running the focus group

When facilitating focus groups, adhere to the following principles, which align with and support trauma-informed practice:

• Open with a general question and invite the first responder rather than put anyone on the spot
• Use open-ended questions
• Frame questions and discussions in neutral language to avoid leading or biasing responses. This encourages participants to express their genuine thoughts rather than providing socially desirable answers.
• Keep an eye on the time and ensure equal participation. Encourage quieter individuals to share their thoughts and manage dominant voices to prevent any one person from dominating the conversation.
• Incorporate round-robin techniques, where each participant has an opportunity to speak without interruption. This ensures that everyone's voice is heard and encourages open sharing.
• Be responsive to the dynamics of the group. If there are signs of discomfort or hesitation, address them promptly.
• Be flexible in approach to accommodate the needs of the participants
• Show genuine interest in what participants have to say. Practice active listening by giving full attention to each participant. Make eye contact, nod, and provide verbal cues to show that you are engaged.
• Foster a non-judgmental atmosphere where participants feel free to express diverse opinions without fear of criticism.
• Encourage curiosity and openness to different perspectives.
• Demonstrate empathy by acknowledging and validating participants' feelings and experiences. This can help create a supportive environment where individuals feel heard and understood.
• Acknowledge and appreciate moments of candour during the focus group. Positive reinforcement can encourage participants to continue sharing their honest thoughts.
• Explicitly encourage participants to share dissenting opinions or alternative viewpoints. This diversity of thought can lead to more comprehensive and insightful discussions

To learn more how we can support you in faciltiating trauma-informed focus groups, email us at [email protected]

About Us

Culture Plus Consulting was founded by Felicity Menzies in Singapore in 2012 to support multinational employers in developing cultural intelligence and inclusion and tailoring global DEI programs to local cultural contexts. Today, Culture Plus is a full-service diversity, equity, and inclusion consultancy based in Sydney with global reach.

Culture Plus provides evidence-based, best-practice solutions for developing respectful, safe and inclusive workplace cultures. To achieve these goals, we draw upon the expertise and experience of in-house consultants, researchers, and thought leaders globally in diversity, equity, inclusion and respect at work, and partner deeply with clients to design tailored solutions that have a measurable impact. Culture Plus is proud to partner with leading government and corporate employers across varied industries and geographies.

Services and expertise:

• Workplace Culture Review: Independent, trauma-informed review of workplace culture regarding respect, safety and inclusion. Services encompass survey design and analysis, designing and facilitating trauma-informed employee focus groups and interviews, and preparing and presenting to stakeholders a comprehensive report of quantitative and qualitative findings including themes and de-identified verbatim.
• Advice: Expert advice on diversity, equity and inclusion best practices and cultivating respectful and safe workplaces. Subject matter expertise includes eliminating bias in talent management, addressing pay gaps, DEI targets and metrics, preventing and addressing bullying and harassment, trauma-informed reporting policies and practices, anti-racism, gender equity, accessibility and flexibility, LGBTIQ+ inclusion, cultural intelligence and inclusion, DEI governance, and establishing employee resource groups.
• DEI Evaluation: Benchmarking employer diversity, equity and inclusion practices and performance against industry best practices and competitor performance. Our DEI evaluation services encompass; (i) applying an evidence-based audit tool to assess an employer’s maturity against global diversity and inclusion best practices in eighteen best practice pillars; (ii) employing an evidence-based model of inclusion to assess perceptions and lived experiences of respect, belonging, empowerment, and fair progression of employees through focus groups and interviews; (iii) consulting with senior employer stakeholders to understand perceptions of employer diversity and inclusion risks and opportunities; (iv) reviewing workforce analytics and engagement survey results as well as employee policies to identify diversity and inclusion risks and opportunities; (v) researching and benchmarking an employer’s DEI practices and progress against leading industry practices and competitor performance in DEI; and (iv) preparing and presenting a report of findings identifying key DEI risks and opportunities.
• DEI Strategy: Formulating leader-led, HR-enabled DEI strategies that define an organisation’s vision for diversity and inclusion, articulate business drivers, and set key priorities with specific action points.
• Psychosocial Risks Assessment: Assessment of factors that increase the risk of workplace psychosocial hazards including bullying, harassment and discrimination and making recommendations regarding control measures to mitigate those risks.
• Learning and Development: Developing executive, leadership and team member capability in diversity, equity, inclusion, respect at work, and high-performing teams. Our learning programs include cultural intelligence and inclusion, inclusive leadership, unconscious bias, empowering ERGs, DEI best practices, psychological safety, respect at work, trauma-informed investigations, and trauma-informed focus groups.
• Implementation Support: Project support for cultural change initiatives including policy, communications, and manager resources. Examples include trauma-informed workplace misconduct policies, diversity policies, diversity and inclusion reports, and manager resources for managing bias in talent management.Workplace Culture Review: Independent, trauma-informed review of workplace culture regarding respect, safety and inclusion. Services encompass survey design and analysis, designing and facilitating trauma-informed employee focus groups and interviews, and preparing and presenting to stakeholders a comprehensive report of quantitative and qualitative findings including themes and de-identified verbatim.
• Advice: Expert advice on diversity, equity and inclusion best practices and cultivating respectful and safe workplaces. Subject matter expertise includes eliminating bias in talent management, addressing pay gaps, DEI targets and metrics, preventing and addressing bullying and harassment, trauma-informed reporting policies and practices, anti-racism, gender equity, accessibility and flexibility, LGBTIQ+ inclusion, cultural intelligence and inclusion, DEI governance, and establishing employee resource groups.
• DEI Evaluation: Benchmarking employer diversity, equity and inclusion practices and performance against industry best practices and competitor performance. Our DEI evaluation services encompass; (i) applying an evidence-based audit tool to assess an employer’s maturity against global diversity and inclusion best practices in eighteen best practice pillars; (ii) employing an evidence-based model of inclusion to assess perceptions and lived experiences of respect, belonging, empowerment, and fair progression of employees through focus groups and interviews; (iii) consulting with senior employer stakeholders to understand perceptions of employer diversity and inclusion risks and opportunities; (iv) reviewing workforce analytics and engagement survey results as well as employee policies to identify diversity and inclusion risks and opportunities; (v) researching and benchmarking an employer’s DEI practices and progress against leading industry practices and competitor performance in DEI; and (iv) preparing and presenting a report of findings identifying key DEI risks and opportunities.
• DEI Strategy: Formulating leader-led, HR-enabled DEI strategies that define an organisation’s vision for diversity and inclusion, articulate business drivers, and set key priorities with specific action points.
• Psychosocial Risks Assessment: Assessment of factors that increase the risk of workplace psychosocial hazards including bullying, harassment and discrimination and making recommendations regarding control measures to mitigate those risks.
• Learning and Development: Developing executive, leadership and team member capability in diversity, equity, inclusion, respect at work, and high-performing teams. Our learning programs include cultural intelligence and inclusion, inclusive leadership, unconscious bias, empowering ERGs, DEI best practices, psychological safety, respect at work, trauma-informed investigations, and trauma-informed focus groups.
• Implementation Support: Project support for cultural change initiatives including policy, communications, and manager resources. Examples include trauma-informed workplace misconduct policies, diversity policies, diversity and inclusion reports, and manager resources for managing bias in talent management.