8 Effective Ways of Recruiting Participants for Research

When it comes to qualitative research, finding the right participants is absolutely key.

After all, the quality of your insights depends entirely on the people you speak to and the methods you use to find them!

That’s why it’s so important to understand the best ways of recruiting participants for research, why we've put together this handy step-by-step guide to help you do just that. It’s part of our wider Participant Recruitment hub, packed with tips, tricks, and expert advice to make your projects a real success.

While you’re here, you might also want to check out:

• Market Research Screeners: Tips for Effective Participant Recruitment
• Common Market Research Recruitment Mistakes and How to Avoid Them

Right, let’s dive in!

1. Define Your Research Objectives Clearly 

Every great project starts with a clear objective. Understanding exactly what you want to learn will guide every step that follows; from who you need to speak to, to how you’ll find them. 

Think about the type of research you're conducting: is it exploratory? Concept testing? Mapping user journeys? Each one will have different participant requirements. 

And don't forget the practical side of things, too; like timelines and budgets. Setting clear goals upfront will save you lots of head-scratching (and last-minute panics) later on!

2. Build a Participant Profile (or Persona!) 

Once you know your objectives, it’s time to picture your perfect participant. And we’re not just talking age and gender here; we mean lifestyle, values, behaviours, media habits, purchasing preferences…the lot! 

Be careful not to create an unrealistic wish list, though. There’s a big difference between ‘nice to have’ and ‘absolutely essential’ criteria and asking for too much can make recruitment tricky (and expensive). While personas built from quantitative data can be a useful starting point, relying too heavily on them often oversimplifies real-world behaviours. In qualitative research, it’s the nuance, context, and depth that really matter. 

Top tip: Get your stakeholders involved early to agree what really matters and consider working with a trusted fieldwork agency to sense-check feasibility. It'll save lots of back-and-forth later! 

3. Write a Strong Screener 

Screeners are the secret weapon of brilliant recruitment. They’re the tool that helps you find the people who really fit your brief. 

A good screener asks clear, unbiased questions that allow genuine answers no leading, no hinting! Including red herring questions can help spot "professional" participants who might not be as honest as you'd like. 

(If you want to dig deeper into screeners, check out our blog on Market Research Screeners: Tips for Effective Participant Recruitment.) 

And remember while AI tools can be helpful, human checking is still essential to make sure your screener reads naturally and works as it should. It’s also crucial to have a trained human reviewing participants, someone who can spot red flags and ensure participants genuinely meet your criteria. 

(Psst...did you know Angelfish offer a bespoke screener writing service? Just say the word!)

4. Choose the Right Method: Exploring the Many Ways of Recruiting Participant for Research

There’s no one-size-fits-all when it comes to finding participants. Some of the options include:

• Internal communities: Like our very own Angelfish Community – packed with engaged, high-quality participants. 

• Organic and paid social media: Great for reaching niche audiences quickly. 

• Word of mouth and referrals: Especially handy for specialist or hard-to-reach groups. 

• Direct outreach: Think calling, emailing, or building contact lists through desk research. These ground-level techniques are especially useful when recruiting for very specific or professional audiences. 

Each method has its pros and cons – think cost, speed, and participant quality. And if you want to make sure you’re getting it spot-on, working with a recruitment partner (like Angelfish!) can save you a lot of time and hassle.

5. Vet Your Participants Thoroughly 

Before you lock anything in, it’s essential to properly vet your participants. This step ensures they’re a genuine fit for your research. 

Make sure you:

• Double-check they meet all criteria (e.g. demographics, behaviours, tech specs).
• Look out for red flags (e.g. inconsistencies or “professional” participants).
• Review open-ended screener responses to assess quality and engagement.

This stage is about quality control—better to catch issues now than mid-project!

6. Communication is Key

First impressions count and good communication can make or break your project. 

From the very first contact, make sure you're clear, timely, and friendly. Let participants know what’s expected of them, confirm key details, explain incentives, and answer any FAQs. 

Using a mix of emails, texts, and human phone calls (depending on what suits them best) can help keep everyone in the loop and feeling valued – and can seriously reduce drop-outs, too.

7. Incentivise Thoughtfully

Offering the right incentive shows you respect participants' time and input. 

Cash payments, vouchers, charity donations there are lots of options depending on your audience and project type. Just make sure you're upfront about what’s on offer and deliver it promptly after the research.

The Market Research Society (MRS) also offer lots of guidance on use of incentives.

8. Confirm Participation

Once your participants are vetted and your incentives are sorted, it’s time to lock everything in.

Make sure you:

• Confirm their availability and re-confirm a day or two before the session—because life happens, and plans change!
• Ensure they fully understand what’s expected of them, including timings, tech requirements, and any prep needed.

Clearly explain the incentive and how it will be delivered.

Oh, and here’s a pro tip: always over-recruit a little, just in case. Find out more about the importance of over-recruiting in our blog: The Importance of Over-Recruiting Your Focus Group Respondents.

Bonus Tips for Successful Recruitment

• Stay flexible: Sometimes you need to tweak recruitment strategies as you go. 

• Collect feedback: After the project, ask both participants and internal teams what went well (and what could improve). 

• Build a community: Having a trusted panel of past participants can make future recruitment a breeze. 

• Keep records: Document what methods, messages, and screeners worked best for next time.
• Work with a respected fieldwork agency: Their expertise can save you time, improve participant quality, and help troubleshoot tricky briefs. 

The Smartest Ways of Recruiting Participants for Research? It’s All About Strategy

At the end of the day, the success of your research depends on the people you speak to and the strategies you use to find them.  

By following these steps and choosing from the best ways of recruiting participants for research, you’ll not only make your life easier, but gather deeper and more meaningful insights.  

Need a Helping Hand? 

From feasibility testing, creating screeners and handpicking the perfect participants, the Angelfish team are here to support you every step of the way. 

Get in touch to chat about your next project – or explore more handy tips in our Participant Recruitment hub.