UX Research Meeting Templates For User Research Calls

What Is UX Research Meeting Template?

A research meeting template is a map that helps product team to get from point A to point B without overlooking crucial details. To put it more seriously, it serves as a structured framework with an algorithm designed to streamline and elevate your user research calls’ routine.

Research meetings usually have lots of crucial details, making it challenging to organize them effectively into a comprehensive UX research report. However, with the help of a meeting template, you can easily navigate through interviews with your users, reducing any stress or anxiety to overhear important information. Let’s explore some of the common components often found in UX research templates:

Here are some of the common sections found In UX research templates:

• Warm-Up. This part is about creating a friendly atmosphere, getting acquainted with your user, and making sure they feel comfortable.
• Background Check. Discovering the user’s background is crucial for the outcome of the interview. Here we usually make sure we get as many details as possible.
• User Experience Exploration. Time to dive in and learn everything about your user’s experience: “Why?” and “How?” are the leading questions here.
• Challenges. That’s the stage where we learn everything about the user’s pain points and “I’d like there to be..” things
• Interaction. At this stage, we should give our user an opportunity to play around with our MVP or give a mock-up of a product/feature to see and track the interaction
• Wrap-Up. Summarizing key points and expressing how grateful we are for the help (because we are indeed!)

Why Use Templates For Users Research Calls?

There are many reasons why implementing templates is worth your time and effort. Let’s look at some.

Streamlined Call With Focus Points

The focal points is a checklist of the meeting, that help making sure you remember all the important things your have to ask about: the usage, behavior, and how the user feels about the product in general. Sometimes, you might get sidetracked or go into too much detail with one question, but having these points helps you stay on track.

Your template will be also helpful when you record your meetings. You can easily find specific parts of the call while watching it later. It’s like a script that keeps a record of what was said during the call.

A Consistent Format for Taking Notes

Templates offer a set format for taking notes during meetings, no matter the purpose. For researchers, these pre-designed sections help capture important insights, user feedback, and observations during the call. This makes it easier to analyze and combine the data later, leading to a better understanding of user needs and preferences.

Collaboration Among Researchers

Using templates helps researchers work together better. When everyone follows the same format, it becomes easy to share and compare findings. This collaboration leads to a more effective analysis of the data. Utilizing a virtual research assistant can also help researchers collaborate with each other and help in a more efficient way to analyze the data at hand.

Better Decision-Making

Using templates for collecting data consistently and comprehensively is a great way to make smarter decisions. When teams really understand what users want and need, they can create products and services that people will love.

Templates are not only important for the product team but also serve as a great addition to the marketing and sales teams’ workflows. The data collected in templates during user interviews can help companies craft better lead generation strategies and improve communication with customers by using “user language”. Using any sales acceleration software can further optimize the sales processes and, thereafter increase the usage of your product.

In conclusion, using templates for user research calls makes the whole process smoother and ensures you collect comprehensive data that it’s crucial for developing and managing your product.

Now, let’s take a look at some great examples of templates that you can use in your next meeting, just like we promised!

Best UX User Research Meeting Templates

We think you’ve already got it, that as a UX researcher, having the right structure for your research calls is crucial for collecting valuable data and gaining a deeper understanding of user needs and preferences.

Either you’re a web design company that has been on the market for ages or a start-up that just has started to pave its way in researching your users, below you’ll find 5 templates to get prepared and lead your call as a pro:

• User Interview Request Template;
• User Interview Discussion Guide Template;
• Usability Testing Script Template
• User Research Call Template
  Focus Group Discussion Guide Template (for Group Calls)

Let’s discover the power of these templates and how they can take your user research meetings to new heights!

1. User Interview Request Template

Subject: Invitation to Participate in User Research

Hi [Participant’s Name],

We are conducting user research for [Project/Product Name] and would love to hear your valuable insights and feedback. Your input is crucial in helping us improve the user experience.

If you’re available, we’d like to schedule a [remote/in-person] interview with you for approximately [duration, e.g., 30 minutes].

The session will take place on [proposed date(s) and time(s)].

If you’re interested in participating, please let us know your availability, and we will send you further details and confirmation.

Thank you for your consideration!

Best regards, [Your Name]

2. User Interview Discussion Guide Template
Introduction:
– Welcome the participant and provide a brief overview of the research purpose and process.
– Set expectations regarding the interview duration and how the information will be used.

Warm-up Questions:
– Ask general questions to help the participant feel comfortable and encourage open communication.

Main Questions:
1. [Question 1]
2. [Question 2]
3. [Question 3] …

Probing Questions:
– Follow up on the participant’s responses to gain deeper insights and clarification.

Wrap-up:
– Ask if the participant has any additional comments or questions.
– Thank the participant for their time and input.

Closing:
– Provide any information about next steps or potential follow-up. Thank you for your participation!

3. Usability Testing Script Template
Introduction:
– Introduce yourself and the purpose of the usability testing session.
– Explain the format and any relevant instructions.

Task 1:
– Describe the first task the participant needs to perform. – Specify the goals of the task without providing step-by-step instructions.

Task 2:
– Describe the second task and its goals. …

Post-Task Questions:
– Ask participants about their experience during each task. – Ask about any challenges they faced or improvements they suggest.

Wrap-up:
– Ask participants if they have any final comments or feedback.
– Thank the participant for their valuable input. Thank you for participating in our usability testing!

4. User Research Call Template

Introduction:
– Introduce yourself and your role in the project.
– Briefly explain the purpose of the research and how the information will be used.
– Set expectations regarding the call duration (usually [duration, e.g., 30 minutes to 1 hour]).

Background Questions:
– Ask general questions to get to know the participant better (e.g., their experience with the product, their role, their familiarity with similar tools).

Main Research Questions:
1. [Question 1]
– Allow the participant to share their thoughts openly and encourage them to elaborate.
2. [Question 2]
– Ask follow-up questions to dig deeper into specific aspects.
3. [Question 3] – Tailor the questions to the specific goals of the research.

Scenario/Task:
– Describe a realistic scenario related to the product and ask the participant to walk you through how they would approach it.

Usability Testing (if applicable):
– If conducting usability testing, provide clear instructions for the participant to use the product.
– Encourage them to think aloud during the process to understand their thought process.

Feedback and Suggestions:
– Prompt the participant to share any feedback, suggestions, or pain points they have encountered while using the product.

Wrap-up:
– Ask if the participant has any final comments or questions.
– Thank the participant for their time and valuable input.

Next Steps:
Briefly explain what will happen next in the research process, and if applicable, mention any follow-up activities.

5. Focus Group Discussion Guide Template (for Group Calls)
Introduction:
– Welcome all participants and thank them for joining the focus group call.
– Explain the purpose of the focus group and the importance of their collective insights. Icebreaker:
– Start with a light icebreaker activity to make participants comfortable with each other.

Discussion Questions:
1. [Question 1]
– Encourage all participants to share their thoughts and ideas.
2. [Question 2]
– Facilitate discussions and ensure everyone gets a chance to contribute.
3. [Question 3]
– Seek diverse perspectives on different aspects of the topic.

Wrap-up:
– Thank all participants for their active participation and valuable contributions.
– Summarize the key points discussed during the call.

Next Steps:
– Briefly explain what will happen next in the research process.