How to run a focus group discussion that gives useful data
Plan group size, roles, questions and notes for a focus group discussion, with a step-by-step method and tips for Myanmar teams working in Burmese.
Short answer
A focus group discussion brings a small group of people, usually 6 to 12, together for 60 to 90 minutes to discuss a topic in depth. Use a trained facilitator, a note taker, open questions and ground rules. Group people with shared characteristics, get consent, keep leaders out, and write up the notes the same day.
Key points
- Keep the group small: IFRC says six to twelve, UNHCR says no more than ten.
- Use two roles: a facilitator and a note taker.
- Group people with similar characteristics, and keep leaders separate.
- Ask open, neutral questions, one at a time.
- Write up notes the same day; do not use focus groups for very sensitive topics.
What is a focus group discussion?
A focus group discussion, or FGD, is a guided conversation with a small group of people about a specific topic. The IFRC guidance says six to twelve people are invited to discuss topics in detail. They often share something in common, such as being women, young people or farmers. FGDs show how people think, why they act as they do and what they suggest. They do not give statistics.
Use FGDs to explore reasons behind survey numbers, to hear views on a service, and to test ideas before a project starts. They support baselines, midterm reviews and community feedback work.
Who should be in the group?
UNHCR guidance says participants are chosen for the characteristics or knowledge the topic needs, and groups are organised along the diverse characteristics that matter. In practice:
- Group by similarity. Women and men, older and younger people, and people with disabilities may each need their own group, so that everyone speaks freely.
- Keep leaders separate. IFRC advises that people in authority are best interviewed separately.
- Keep it small. In a larger group, dominant people speak most and others become frustrated. IFRC suggests six to twelve; UNHCR suggests up to ten.
- Check age limits. UNHCR notes that the method is generally not suitable for children under 10.
Who do you need on the team?
| Role | Task |
|---|---|
| Facilitator | Leads the talk, draws out quiet people, stops dominant people, keeps to the topic. Should speak the local language. |
| Note taker | Writes what is said and notes the mood and interaction. One, sometimes two. |
| Interpreter | Only if the facilitator does not speak the group's language. |
IFRC advises an experienced facilitator who is a native speaker. Do not let the facilitator also take notes.
How do you run a focus group in eight steps?
- Set the purpose. Write one to three questions you need answered.
- Prepare 6 to 8 open questions. Use how, what, why. Avoid leading questions. Test them with a colleague.
- Choose the place. A quiet, private place where the group will not be overheard. Seat people in a circle.
- Open. Welcome people, explain the purpose, how long it will last and how notes will be used. Ask permission to take notes. Agree ground rules: everyone may speak, there are no right answers, please do not interrupt.
- Start with easy questions. IFRC suggests asking about background before the main theme.
- Run the discussion. Ask one question at a time. Give everyone a chance. Probe: "Can you tell me more?" Do not judge answers.
- Close. The facilitator sums up the main points. The group can add or correct. Thank people.
- Debrief and write up. Facilitator and note taker compare notes the same day and fill gaps.
What are good questions?
| Weak question | Better question |
|---|---|
| "Do you like the distribution?" | "How did the distribution work for your household?" |
| "Don't you think the committee is fair?" | "How are decisions made about who receives help?" |
| "Is the clinic good and close?" | "What is it like to get to the clinic? What helps and what makes it hard?" |
How do you record and analyse the notes?
- Use codes, not names. Identify speakers by a number or letter, and keep a separate confidential list if needed.
- Record what was said, not your opinion. Note quotes in the language used, then translate carefully.
- Use a simple template. Date, place, group, number of participants, then notes by question.
- Review across groups. After several FGDs, mark common points, differences between groups and strong quotes. IFRC suggests running a few groups and comparing them with other sources.
- Report honestly. Say how many groups, who they were and what you cannot conclude.
What safety and ethics rules apply?
Get consent for notes and any recording, and explain that people may leave. Do not collect more personal information than you need. Think about who might be at risk if people learn what was said. In places with security concerns, choose neutral locations and avoid collecting names. See ethics and consent in data collection. Where a topic is too sensitive for a group, use a private key informant interview or a safe feedback channel instead.
What mistakes should you avoid?
- Groups that are too big or mixed in power. People will not speak freely.
- A facilitator who leads answers. Keep neutral.
- No notes written the same day. Memory fades fast.
- Using FGD results as statistics. They explain; surveys count.
How EMPO can help
EMPO is a reliable, Yangon-based training and consultancy provider and one of Myanmar's leading names in practical NGO training, with 1,200+ people trained and 15 partner organisations. Our facilitation and MEAL training includes practice in qualitative methods, in English and Burmese, online or in person across Myanmar. See our services or contact us.
Sources
- Guidance on Running a Focus Group (Tool 5) — IFRC, 2016
- Selecting Participants for Qualitative Data Collection — UNHCR, 2026
Questions people ask
How many people should be in a focus group?
IFRC guidance suggests six to twelve people. UNHCR suggests no more than ten. Smaller groups give everyone time to speak.
How long should a focus group last?
UNHCR gives 60 to 90 minutes. IFRC gives about one to one-and-a-half hours. Plan for refreshments and a break if needed.
Can focus groups be used for sensitive topics?
UNHCR advises that some sensitive topics are not suitable for a group setting. For those, use other approaches such as private interviews, and follow your safeguarding and protection rules.