Like the other five CONNECT sites, here at KCL we have given a lot of thought to how best to promote and recruit participants to our study. We hope that sharing our recruitment strategies may assist others involved in recruiting service users to research studies.

Working with Clinical Teams

Our main recruitment source is clinical teams like early intervention services and community mental health teams. After identifying a potential team, we arrange to introduce the study and always end these meetings with clear actions, such as asking staff to screen their caseload for potential referrals or setting up a follow-up visit straight away. We also try to adapt our methods to how the team has approached research in the past.

The next step is to book a time to visit again, and we would typically see if we can speak to each member of the team individually (not just care coordinators) to see if they have anyone who may be eligible. In one team, for example, we have established a great relationship with employment specialists who have a more varied and faster changing caseload. Regular check-ins with these staff members have generated many referrals.

We send electronic versions of our leaflets so they can be forwarded to service users and leave leaflets in reception areas. Recently, one advert resulted in a potential participant calling us within the hour!

Momentum is key. We always follow up with staff if we haven’t heard back from them. We try to revisit the service every two weeks to check in with staff members individually and gather any updates. Sometimes it’s disheartening visiting a clinical team, as not everyone always has the time to help. But this is a sign that persistence is needed, as familiarity is important and repeat visits give the team opportunities to talk to you when the time is right for them. Establishing strong relationships with clinical teams is essential and can facilitate referrals of potential participants in the future.

Using the Research Register

At KCL, we can access the Consent for Contact Research Register. This is an electronic register of Trust service users interested in being contacted for research.

When calling these potential referrals, we make sure to adopt a warm, personable approach. It could be useful to mention their care coordinator’s name or team, as something familiar to them, helping to put them more at ease and trust the caller. Persistence is important here too. If someone doesn’t answer the first time it is a good idea to try calling them on different days and times.

Keeping things moving

Once initial contact is made, it’s important to keep people engaged. After sending referrals and participant information sheets, we always schedule a follow-up call to promote accountability.

For many service users, research could be a new experience and may feel intimidating, so being patient, friendly and accommodating to their needs supports them in having a positive initial experience with the CONNECT study.

Sometimes the biggest barrier is getting referral forms completed by participants’ care coordinators. We’ve found that again, persistence with care coordinators is essential, whether by email, phone, or asking in person when you are visiting the service.

Top tips

• Keep momentum going
• Be approachable and friendly
• Stay persistent
• Adapt your approach to each team
• Leave resources visible in services

Although recruitment can present challenges, consistent effort and effective communication with clinical teams and participants make it possible to achieve.

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