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TIPS: focus groups and round table discussions
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- Choose a quiet location (open windows will
pick up outside traffic noise etc).
- Pick the correct microphone.
- Turn off voice activation.
- If you want the participants to be identified throughout the
transcript get them to say a little about themselves first before
starting the discussions. Two minutes of introductions by each
participant can make the difference between voices being identified
throughout the recording or the transcriber having a number of
question marks where the initials of the participants should be.
Without sufficient introduction time no identifiable trends in tones,
voices, accents or other identifiers can be established and therefore
a 'voice map' of what voice goes with what name is impossible. That
little bit of extra time at the beginning of your session will
enhance the opportunity for the transcriber to accurately reflect who
said what and when.
- If you think people are quiet or difficult to hear the transcriber
will certainly notice that, so either get them to move closer to the
microphone or ask them politely at the beginning to speak up a little
for recording purposes.
- Thanking the person by name after they have spoken is always a
good idea too, in case they announced their name quickly, only the
first name is necessary for identification.
- Don't have drinks available during the session but have them in
break times. Cups and crockery cause terrible problems when
transcribing material. It obscures what is being said when something
is put down heavily or dropped. The transcriber can also be deafened
when they turn up the sound to hear a quiet speaker and a spoon gets
dropped onto a ceramic surface.
- If using a microphone that uses the table to resonate sound the
above especially applies.
- Ask all participants to turn off their mobile phones. Phones set
to vibrate or silent ring will still cause signals to be picked up by
speakers/microphones.
- Where possible use digital medium for a better sound
recording/playback quality. If using MiniDisc ensure it has a microphone
jack to accommodate an external microphone.
- Choose someone with extensive experience in transcribing these
sorts of meetings.
- Have a practice run through with colleagues in the room you
choose to use to check on recording levels, placement of the
microphone and background noise. Listen to the recording through
headphones, because this is what the transcriber will use.
- When people return from breaks ensure they sit in the same places.
A 'voice map' is devised for these sessions by an experienced
transcriber and if recorded in stereo, people can be identified by
their position (i.e. participants being heard through the left hand
speaker and others through the right hand speaker) - which all
changes if you allow people to choose their seating on their
return.
- Wherever possible supply the transcriber with a
list of participants and any technical terms referred to throughout
the meeting.
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