Why building rapport in online interviews matters

As a researcher, whether you’re just starting out or have years of experience, you’ll inevitably face projects where participant recruitment becomes especially difficult. Knowing how to build rapport in an online interview is essential in these situations, as gaining the trust of strangers and encouraging them to share honest opinions and experiences can feel almost impossible. Even after securing participants, the real challenge is building rapport in virtual interviews to help them feel comfortable, relaxed, and open. Without that connection, it’s difficult to get the meaningful insights your research depends on.

Also Read: How do you find the perfect study participants on LinkedIn?

Tips to build rapport in online interviews

Drawing from my experience of running multiple research studies over the past few years, I can attest that there is no guaranteed method to ensure that everyone you approach will readily accept and be willing to talk to you openly. However, I would like to share some valuable tips that might improve your chances of successfully engaging participants:

1. Clear Communication: When you're talking to the people you're studying, it's really important to explain things in a way that's easy to understand. Tell them how you're doing your research, what you're trying to find out, and what they can expect from the whole process. Don't use complicated words that might confuse them. Just be clear and straightforward.
   Eg. “I’d like to take two minutes and tell you about this research study and why I am so interested in speaking with you today.”
2. Informed Consent: Before you start your research, it's polite and respectful to ask for permission from the people you want to study. You should explain to them why you're doing the research, how long it might take, and how their information will be kept safe. They should feel comfortable asking questions if they have any, and they should agree to join in because they want to, not because they have to.
   Eg. “Your participation in this study is entirely voluntary. If you are uncomfortable with any question, just let me know and we can skip it.”
   
3. Build a Friendly Connection: Imagine meeting someone new. You'd start with some friendly chit-chat, right? It's the same when you're starting your research. Begin with a little casual conversation to help the people feel relaxed. This can help them open up and share more during the research. If you both like the same things, that's even better – it's like finding common ground that makes you feel more comfortable with each other.
   Eg. “I saw from your survey responses that you like adventure sports. How cool! I recently went skydiving.”
   
4. Respect Their Time: Think about how busy your own day is. Well, other people are busy too! So, if you set a time to talk to them, make sure you stick to it. Also, be considerate about when you contact them and how you talk to them. If you're understanding about their schedule and preferences, they'll appreciate it.
   Eg. “We’re almost out of time so I’d like to wrap up with just one more question.”
   
5. Use Recommendations: Think about when a friend tells you about a movie they really liked. You might be more interested in watching it, right? The same idea works here. If you know people who already took part in your research and had a good experience, ask them to suggest others who might be interested. When people hear that their friends had a good time, they're more likely to want to join in too. It's like sharing a good secret!
   Eg. “Thanks so much for taking the time to speak with me. If you know anyone else who might have something to share on the same topic, I’d love it if you could refer them to the study.”

Also Read: Best Practices for Using the Diary Method in Research | Poocho

Conclusion

Remember, building trust and rapport with participants is an ongoing process that requires patience, empathy, and a people-first approach. Even if you don’t achieve a perfect response rate every time, each interaction is a chance to learn and improve your recruitment and engagement strategies for future interviews.

Cover photo by Ketut Subiyanto

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FAQs

Why is building rapport important in an online interview?

Building rapport helps participants feel comfortable, leading to more honest, detailed, and valuable insights during the interview.

How can I make participants feel at ease during a virtual interview?

Start with casual conversation, show empathy, and create a relaxed environment to help participants open up naturally.

What are common mistakes to avoid when building rapport online?

Avoid rushing the conversation, ignoring body language, and being overly formal. Focus on active listening and genuine connection.