How to motivate participation in HES

1. How to motivate participation in HES

2. The purpose of recruitment • The goal is to achieve as high participation as possible • Ensures that the sample represents the target population • Challenging, but necessary for reliable results • Recruitment process should be specified according to: • National and regional legislation • Survey budget • Cultural norms • Ethical acceptance

3. Invitation should be motivating • Invitation most commonly by an invitation letter • Information leaflet with the invitation to raise interest • Phone call may follow the invitation letter • Important to plan well all written materials • Invitation letter: informative, convincing and professional • Information leaflet: interesting (use colors and pictures), relevant and concise -> motivates reading • Re-invitations should be made, if the person is not reached by the first invitation • Second invitation letter, phone calls, home visits (if feasible)

4. What motivates participation? • Importance and relevance of the survey • For public health and for the participant • Receiving personal benefits: • New information on health status and risks • Incentives (voucher, cash or gift) or compensation for travel costs • Requests for help (social responsibility) • Statements of confidentiality • Using all relevant languages • Helps recruiting ethnic minorities

5. Practical matters and motivation • Flexibility in scheduling appointment • Is it possible to participate during evening hours and weekends? • Are drop in visits possible? • Duration of the examination – not too extensive • Location • Is parking available? • Public transportation – Are good connections available? • Distance – Long distances may decrease participation • Home visits • E.g. for people who are unable/unwilling to participate otherwise

6. Survey personnel motivating participation • Competent and motivated survey personnel play an important role in the recruitment process • They should • Follow the instructions of the invitation process • Understand the importance of high participation rate • Be ready to give answers to frequently asked questions (FAQ) and to motivate participants • Be flexible and act in a professional and polite way

7. Promotion of the survey through media Most important goal is to reach and motivate potential participants National media campaigns Local media campaigns before fieldwork Interviews in radio and TV Newspapers Posters and leaflets Pre-notification before invitation Survey website Actions for increasing awareness and motivation

8. Improving participation through co-operation • Provide information about the survey to: • National and local health authorities and health professionals • Local government • Other places that are important for the community • Cooperate with • Regional or local hospitals • Non-governmental organizations • Research centers and universities

9. Actions increasing participation during fieldwork • Personal contact is more effective • Phone call • Home visit • Appointment reminder (day before appointment) • Text message • Phone call • Multiple contact attempts

10. Motivating participants during fieldwork • Possibility to ask questions and to reschedule appointments • Contact persons should be easy to reach • At the examination site: • Comfortable facilities and fluent change between examinations - limited waiting times • Offering breakfast/ snack between or after examination • Good atmosphere among survey personnel and towards participants

11. After examination • Participants need to feel appreciated Thank you!