Listening Session Toolkit

Listening Session Toolkit

A practical set of tools to help you plan, facilitate, and follow up on listening sessions. Each component is designed to be flexible and easy to adapt to your session’s purpose, audience, and format. 

download the complete toolkit

What Is a Listening Session? 

A listening session is a structured conversation designed to help the research community feel heard and valued. It focuses on capturing authentic insights, encouraging balanced participation, and connecting feedback to real action.

These sessions can be adapted for different audiences, group sizes, and timeframes, making them versatile tools for gathering meaningful input from your research community.

Toolkit Components

Everything you need to design, run, and follow up on effective listening sessions. Each resource is ready to use and easy to customize.

1. Session Planning Worksheet

This worksheet helps you define the purpose and structure of your listening session.

Completing it ensures the session is focused, intentional, and aligned with what you hope to learn. 

Download Session Planning Worksheet

2. Invitation Template

Use this template to invite participants and clearly communicate what the session is about, how it will be run, and how input will be used.  

Download Invitation template

3. Facilitator Guide

This facilitator guide is designed to help you plan and run effective listening sessions.

It provides structure, sample agendas, and practical techniques to create an engaging environment where the research community feels heard and valued. The guide emphasizes capturing authentic insights, encouraging balanced participation, and ensuring feedback connects to real action.

It can be adapted for different group sizes and timeframes, giving facilitators confidence and flexibility in leading meaningful sessions. 

download Facilitator’s Guide Download Sample agenda
(30 min) download sample agenda
(60 min)

Core Principles 

Structure the Sessions with Purpose 
  • Set a clear intent: Frame each session around one core question or theme (e.g., “What barriers are you facing with data access?”). This keeps conversation focused. 
  • Balance structure with openness: Use guiding prompts to start discussion, then let participants expand or redirect. 
  • Time-box activities: Keep segments short (10–15 minutes). Short bursts prevent fatigue and help surface multiple perspectives. 
Encourage Active Participation 
  • Create a safe space: Emphasize that all input is valuable, not just polished solutions. Normalize frustration as useful feedback. 
  • Rotate voices: Use round-robins, breakouts, or polling so everyone contributes, not just the most vocal participants. 
  • Add interaction: Try live polls, digital whiteboards, or silent brainstorms to include both talkative and quieter participants. 
Capture and Reuse Insights 
  • Real-time visibility: Use a notetaker or collaborative tool (Miro, MURAL, Google Docs) so participants see their words reflected live. 
  • Summarize themes: At session close, cluster what’s been said into 2–3 key themes. 
  • Close the loop: Share back highlights and show how the insights will feed into decisions or improvements. 
Build Adaptability Into the Approach 
  • Mix formats: Alternate between small group, one-on-one, or large group depending on context. Consider having some sessions be in-person, virtual, or hybrid to maximize input.  
  • Iterate intentionally: After each session, ask what worked and what didn’t. Adjust timing, prompts, or activities accordingly. 
  • Keep activities modular: Prepare a menu of options (e.g., icebreakers, scenario walk-throughs, dot-voting) to swap in or out as needed. 
  • Design for scalability: Plan so sessions are effective whether you have five participants or fifty. Breakouts or asynchronous surveys help scale. 
Reinforce Engagement 
  • Recognize contributions: Acknowledge valuable input in the moment and highlight it in summaries. 
  • End with reflection: Ask each participant for one key takeaway or suggestion before closing. 
  • Make it worthwhile: Whenever possible, pair listening sessions with professional value, like networking, resource-sharing, or skill-building. 

Sample 60-Minute Listening Session  

1. Welcome & Framing (5 minutes) 
  • Introduce purpose: “We’re here to listen and learn from your research experiences. Today isn’t about solving everything. It’s about hearing your perspectives.” 
  • Share ground rules: respect time, all voices welcome, no judgment. 
2. Icebreaker (5 minutes) 
  • Round-robin or poll: “What’s one word that describes your research experience right now?” 
  • Builds comfort and reveals early themes. 
3. Focused Discussion (20 minutes) 

Use 2–3 prompts to guide conversation, such as: 

  • “What’s the biggest barrier slowing down your work?” 
  • “What support makes the biggest difference in your research?” 
  • “If you had a magic wand, what would you change first?” 

These examples are meant to get people talking and help facilitators create a comfortable, open dialogue.

Each unit should select or adapt prompts that best align with the purpose of their listening session. For example, a session focused on administrative processes might use prompts about workflows or communication, while a policy-focused session might ask about clarity, access, or implementation of policies. 

Tip: Rotate who speaks first or use small breakout groups to encourage balanced participation, especially in larger sessions. 

4. Interactive Activity (15 minutes) 

Pick based on group size and energy:

  • Silent brainstorm: Everyone writes challenges/opportunities on notes; cluster and vote on top issues. 
  • Scenario walk-through: Pose a common challenge, ask how they’d solve it, and what’s missing from support systems. 
  • Dot-voting: Use stickers or digital dots to prioritize key issues. 
5. Reflection & Synthesis (10 minutes) 
  • Facilitator shares a quick recap: “We’ve heard three strong themes: …” 
  • Prompt: “What’s one idea you’d like to see acted on?” 
6. Wrap-Up (5 minutes) 
  • Thank participants. 
  • Explain what happens next (timeline for sharing notes or insights, how input will be used). 
  • Optional: invite contributions via a shared doc or quick follow-up survey. 

Adaptability Tips 

For shorter sessions (30 minutes):
  • Focus on 1–2 prompts + one light interactive element. 
  • Skip the interactive activity and focus on prompts + reflection. 
For larger groups (20 – 50 people):
  • Break into smaller groups, use polls, and rely on prioritization tools like dot-voting. 
  • Use breakouts, live polls, and dot-voting to balance input across voices. 
Other Considerations:
  • Iterative approach: Adjust based on what works—if participants feel rushed, add more reflection time; if energy drops, shorten discussions and increase interactive elements. 
  • Rotation of focus: Change themes session to session (e.g., barriers, support, collaboration, innovation) to keep engagement fresh. 
  • For repeated sessions: Rotate themes each time (barriers, resources, culture, innovation) to avoid fatigue and gather diverse input. 

4. Prompt Library

This collection offers adaptable prompts across multiple themes. Choose the ones that best match your topic and goals. 

Download prompt library

General Research Experience 

  • What’s going well in your research right now? 
  • What’s getting in the way of your work? 
  • If one thing could improve tomorrow, what would you pick? 

Processes, Workflows, and Administrative Support 

  • Where do you encounter bottlenecks in your research process? 
  • Which steps feel unnecessarily complex? 
  • What support or clarity would make processes easier? 

Communication, Information Access, and Guidance 

  • Where is information easy to find, and where is it harder? 
  • What guidance or resources would help you navigate policies or procedures? 
  • How would you prefer to receive important updates? 

Technology, Systems, and Tools 

  • Which tools or platforms help you the most? 
  • Where do systems slow you down or create extra work? 
  • What digital tools or features would improve your workflow? 

Funding, Budgeting, and Proposal Support 

  • What parts of the funding or proposal process work well for you? 
  • What obstacles do you encounter when preparing or managing grants? 
  • What support would make budgeting or compliance easier? 

Collaboration, Teamwork, and Research Culture 

  • Where do you experience strong collaboration? 
  • What makes collaboration difficult across units or roles? 
  • What would help create a more supportive or connected research culture? 

Training, Onboarding, and Skill Development 

  • What training has been most helpful to you? 
  • Where are there gaps in onboarding or guidance? 
  • What skills or knowledge areas do you wish had more support? 

Facilities, Infrastructure, and Equipment 

  • What aspects of your research environment support your work? 
  • Where do space, equipment, or logistics create challenges? 
  • If infrastructure could be improved in one way, what would you choose? 

Compliance, Integrity, and Research Standards 

  • What helps you understand and meet compliance expectations? 
  • Where do policies or requirements feel unclear? 
  • What would help you navigate compliance more confidently? 

Research Climate 

  • What helps you feel included and supported in your research role? 
  • Where do you see inequities or barriers in the research environment? 
  • What changes would make research participation more equitable? 

Future Vision and Opportunities 

  • Where do you see opportunities for innovation or improvement? 
  • What would make research at UNC feel easier, faster, or more rewarding? 
  • What’s one idea worth exploring that isn’t being talked about yet? 

5. Activity Menu

These activities help widen participation, surface shared themes, and make sessions more engaging. Choose one that aligns with your time, group size, and goals. 

download activity menu

1. Silent Brainstorm 

What it is: 

Participants write their ideas, challenges, or suggestions individually before sharing them with the group

Why it works:

It gives quieter participants space to think, reduces group influence, and generates a wide range of ideas quickly. 

Best for: 
  • Any group size 
  • Short sessions 
  • Topics where broad input is needed 
How to run it: 
  1. Share a prompt (e.g., “What’s slowing down your research?”). 
  2. Ask participants to write 1–2 ideas in a shared doc, whiteboard, or chat. 
  3. Cluster similar ideas into themes. 
  4. (Optional) Vote on which themes feel most important. 

2. Live Poll 

What it is: 

A quick interactive poll where participants choose, rank, or rate issues.

Why it works:

It engages participants instantly, helps prioritize topics, and gives you a snapshot of what matters most. 

Best for: 
  • Large groups
  • Short timeframes 
  • Prioritization tasks 
How to run it: 
  1. Use Zoom poll, Mentimeter, PollEverywhere, or a chat-based ranking.
  2. Ask one focused question (e.g., “Which challenge affects you most often?”). 
  3. Show results in real time and use them to start discussion. 

3. Breakout Pairs or Trios 

What it is:

Small groups discuss a prompt for a few minutes, then return to share one insight.

Why it works: 

More voices surface, participants feel safer in smaller groups, and discussions deepen quickly. 

Best for:
  • Groups over 10 people 
  • Topics that benefit from storytelling 
  • Sessions where balanced participation is important –
How to run it: 
  1. Assign participants to pairs or trios. 
  2. Give a single clear prompt. 
  3. Allow 5–7 minutes for discussion. 
  4. Reconvene and ask each group for one highlight. 

4. Theme Mapping 

What it is: 

Participants add ideas, examples, or pain points to broad categories on a digital board or shared doc. 

Why it works: 

It creates a visual picture of what’s happening across the group and shows where energy or frustration clusters. 

Best for: 
  • Visual thinkers 
  • Hybrid or virtual sessions 
  • Topics with multiple sub-areas 
How to run it: 
  1. Create broad buckets (e.g., “Process,” “Communication,” “Tools,” “Support”). 
  2. Invite participants to add notes under any category. 
  3. Group related items and reflect on what patterns appear. 

5. Dot Voting 

What it is:

Participants vote on the issues or ideas they feel are most important. 

Why it works:

It helps identify priorities, especially when many ideas emerge. 

Best for: 
  • Follow-up to brainstorming 
  • Large groups 
  • Determining which themes matter most 
How to run it: 
  1. List themes or issues generated in discussion.
  2. Give each participant 2–3 “votes” (dots). 
  3. Let them place their dots on the issues they find most urgent. 
  4. Discuss why those items rose to the top. 

6. Scenario Walk-Through 

What it is:

Participants respond to a fictional or real scenario that represents a typical challenge. 

Why it works:

It surfaces nuance, lived experience, and gaps in processes or support. 

Best for: 
  • Process-heavy topics 
  • Mixed-role groups 
  • Sessions looking for deeper insight 
How to run it: 
  1. Present a brief scenario. 
  2. Ask: “How would you solve this?” or “What support would help here?” 
  3. Capture differences in approach or support needs. 

7. Hopes & Headaches Board 

What it is:

Participants share one “hope” (something that helps) and one “headache” (something that creates friction). 

Why it works:

It keeps feedback balanced and reveals both strengths and challenges. 

Best for: 
  • Short sessions 
  • Low-prep groups 
  • Building trust early in discussion 
How to run it: 
  1. Ask participants to add one hope and one headache to a board or chat. 
  2. Review together and note patterns or contrasts. 

8. Rapid Idea Round 

What it is:

A fast-paced activity where each participant shares one idea or observation without elaboration. 

Why it works:

It surfaces a wide range of perspectives quickly and prevents long monologues. 

Best for:
  • Large groups 
  • Time-limited sessions 
  • Early in session to gather raw input 

How to run it: 

  1. Choose a prompt (“One change that would make research easier is…”). 
  2. Go around the virtual room, giving each person ~20 seconds. 
  3. Capture all ideas before discussing themes. 

6. Notetaking Template

Use this template to capture key discussion points and emerging themes. 

Download notetaking template

7. Session Summary Template

This template helps you turn session notes into a short, shareable summary. 

Download session summary template

8. Post-Session Thank You Note

Use this message to thank participants and explain what happens next. 

download post-session thank you note