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Inclusive Engagement Techniques and Approaches

Interviews

Two people sit across from each other for an interview. One person holds a piece of paper and has a laptop in front of them.

What is it?

Interviews are brief discussions with the public to learn about and understand their knowledge, perspectives and ideas about a project or topic. Interviews can also be used to gather opinions about which outreach and engagement techniques or approaches work best in a community. Interviews can follow a prepared list of questions or be more flexible.

When to use it

If possible, interviews should be conducted during the beginning stages of a project as the input received can help inform research, goals development and exploration of potential alternatives.

Interviews can be used to fill any gaps in quantitative information gathered during the engagement process by highlighting lived experience and local expertise.

How to do it

Before

  • Identify the objectives of the interviews, including the interview topics and what kinds of input can meaningfully address the goals of the project.
  • Identify who should be interviewed depending on their role or interest/expertise.
  • Assess how many interviews will take place and the expected length of interviews.
  • Determine whether an online or in-person interview would work better.
    • For in-person interviews, choose venues that are fully accessible, including parking, entrances and restrooms. Choose venues near transit and that have adequate parking.  
  • Write an outline for the interview, with specific questions and a brief introduction explaining why interviews are happening and what the collected information will be used for.
  • Establish logistics.
    • Consider whether interviewees will need any accommodations or language interpretation services.
    • Consider providing participation support, and if so, include that information in the communications.
    • Establish a designated interviewer and notetaker.
    • Develop a notetaking template for consistency in how notes are being captured where there might be different staff participating in interviews.
      • Determine whether notes will be posted publicly, which will inform the structure of the notetaking template.
  • Develop and distribute invitations.
    • Consider translation/interpretation needs.
    • Evaluate whether it may be helpful to share the interview questions ahead of time to give participants more time to consider their answers.

During

  • Share with interviewee(s) the objectives of the interview, how their input will be used and remind them of the importance of hearing their perspective.
  • If the interview is structured, let the person know that you’ll be following a script and list of questions. If unstructured, there may be more flexibility for them to speak on a particular topic for a longer period and other questions may come up.
  • During the interview, use a friendly tone and avoid leading questions or challenging an interviewee’s perspective.
  • Ask how they would like to participate in the engagement process going forward and if they would like to be included in distribution list(s) for project updates.

After

  • Assess and share notes as needed.

Resource considerations

Cost: Minimal

Interviews can be free, depending on if participation support is provided.

Time: Moderate

Preparing, identifying interviewees and conducting interviews will take several weeks to a few months. Interviews themselves usually take no more than an hour.

Capacity: Minimal to Moderate

Two to four people can help plan, interview and take notes, depending on the amount of interviews being conducted.

Other considerations

  • Interviews are distinct from briefings, which are primarily used to share information, whereas an interview is used to seek information.
  • Print interview questions for participants if conducting the interviews in person.
  • Do not record interviews unless staff have previously disclosed the purpose of the recording, and the participant expressly consents to the recording and such consent is documented. Recording can make it difficult for participants to share openly.
  • Consider providing participation support.

How to make it more inclusive

  • Use clear, simple and inclusive language when asking questions.
  • Choose venues that are fully accessible and inclusive, including parking, entrances, restrooms and meeting rooms.
  • Choose venues that are near transit and that have adequate parking.
  • Consider hosting interviews at different times of day/days of the week to accommodate different schedules.
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