Preparing the materials Before the self-assessment group starts, it is useful to gather all the materials and documents. These will be used as records and as sources of information in future discussions (documents about the development of the project, public relations materials, meeting reports, assessments, surveys, etc) Each participant should receive a photocopy of the self-assessment form before the focus group meeting takes place.
54 Allocation of tasks among focus group organisers For best results, it is important to anticipate the different tasks that need to be accomplished and decide who will be carrying them out. The main tasks are Facilitate communication (exchanges of information) Take notes and record all communications During the focus group Here area few steps that we would like to suggest. Welcome participants and present the guidelines for the self-assessment process Explain the objectives to the focus group and what is expected of each participant Introduce the facilitator and explain his role (taking notes, etc. If you are considering using a recording device, you will need the consent of each participant Present the assessment documents and explain guidelines to help participants fill them in. Give participants plenty of time to complete the assessment grids Ask participants to explain their assessment one criteria at a time Allow group discussions to take place. Ensure the correct interpretation of the observations, strengths and areas for improvement, in order to reach a final consensus Once the criteria has been assessed, open discussions for improvement Introduce a final summary of the discussions focusing on the positive observations and suggested improvements Finally, ask participants how they felt and what their impressions were over the course of the discussion groups