How Should I Explain My Interview Protocol?

If you’re using interviews in your dissertation or thesis, you might be wondering what exactly your examiner expects to see in the methodology chapter. What level of detail is enough? And what’s considered overkill?

In interview-based research, detail is your best friend. Your examiner needs to clearly understand who you spoke to, how the interviews were conducted, and how you managed the data. Let’s break down exactly what to include so you can write this section with confidence.

Who did you interview and why?

The first thing your examiner wants to know is who you interviewed and why you selected them. Don’t just say “ten managers were interviewed.” Explain what makes them relevant to your research question. For example, are they senior leaders with five or more years of experience? Are they working in a specific industry?

You should also briefly explain your sampling strategy. Did you use purposive sampling to target people with specific experience? Snowball sampling through professional networks? This helps your examiner see that your participant selection was deliberate and aligned with your research aims, not random or convenient.

Interview context and setting

Next, describe where and how the interviews took place. Were they conducted in person, over the phone, or via a virtual platform? If you used a platform like Zoom or Microsoft Teams, name it. These small details show methodological transparency.

You should also mention practical elements such as how long each interview lasted and how participants were contacted. For example, did you email them directly, recruit via LinkedIn, or approach them through a professional association? These details may seem minor, but they help your examiner assess the rigor of your process.

This is something we see many students unsure about in our dissertation coaching sessions. They often worry they’re being too detailed, when in reality, dissertations typically require far more practical detail than journal articles do.

Your interview protocol

In interview-based research, your interview protocol is crucial. Examiners want to know whether your interviews were structured, semi-structured, or unstructured. If you used a semi-structured approach, explain that you had a set of core questions but allowed flexibility for follow-up questions.

It’s good practice to describe how the interview started and ended. For example, did you begin with a scripted introduction explaining the study and confirming verbal consent? Did you close by thanking the participant and explaining the next steps? Scripting your introduction and conclusion ensures consistency across interviews, and it shows professionalism.

You should also briefly explain your approach to follow-up questions. For instance, you might say that you probed for clarification when a participant mentioned an unexpected challenge, or asked for examples when responses were vague. This shows that you engaged actively with the data rather than just reading from a list.

Your full list of interview questions should usually be placed in an appendix. In the main methodology chapter, simply refer to the appendix and summarize the structure of the guide.

Recording and transcription

Another key expectation is clarity around how you recorded and transcribed the interviews. Did you audio record them? If so, how? Even if the interview was conducted in person or by phone, recording is strongly recommended so you can capture accurate quotes.

Explain how the recordings were turned into transcripts. Did you transcribe them yourself or use transcription software? If you edited the transcripts for clarity, mention that. Examiners want to know how raw audio became analysable text.

Recording interviews is not just about convenience. It ensures accuracy when you later include direct quotations in your findings chapter. Without a recording, it’s very hard to guarantee that your quotes are precise.

Data storage and ethics

Finally, explain how you stored and protected the data. Where were the audio files and transcripts kept? For example, were they stored on a password-protected computer or encrypted cloud storage? Who had access to them?

You should also mention how you handled consent and confidentiality. Did participants sign a consent form? Did you assign pseudonyms to protect their identities? In interview-based research, ethical handling of data is just as important as collecting it.

This reassures your examiner that your study meets ethical standards and that participants’ information was treated responsibly.