User and citizen experience
Co-Design Questions for Experience Diaries
Decide what to record, what you want to establish from it, and how far its use may extend.
- People
- 4–16
- Session time
- 180 minutes
- Format
- In person
English session plan
Original program status: draft. Source safety category: Medium; this is not a guarantee of safety.
Preparation: More preparation. Facilitation team: Four roles, including someone with facilitation experience.
What this session can decide
Draft research questions and recording conditions. Refer personal-information protection, research ethics, and the formal questionnaire to their respective responsible units for checking.
Outside its scope
- Do not ask for information without a collection purpose.
- Do not collect the content of medical or legal consultations.
- Do not make answering a condition of participation.
Primary caution: Do not ask for information without a collection purpose.
Before starting
- Question and scope
- Decide what to record, what you want to establish from it, and how far its use may extend. Before starting, state the subject and time period in one sentence.
- What this session decides
- Draft research questions and recording conditions. Refer personal-information protection, research ethics, and the formal questionnaire to their respective responsible units for checking.
- Output recipient
- The Recorder stores the final question-and-evidence mapping table, distinguishing necessary questions from unnecessary ones.
- Participation and information boundaries
- Explain the choices to pass, take a break, or leave. Keep personal information, confidential information, and attribute-based evaluation off the record surface. Assign Participant support separately.
- Operating roles
- Assign Lead facilitator, Recorder, Timekeeper, and Participant support before starting, and confirm who announces switching and stopping.
- Next review
- Set a review date, viewers, and the person responsible for the next decision on the question-and-evidence mapping table.
Who takes responsibility
- Lead facilitator
Keep Co-Design Questions for Experience Diaries within its purpose and exclusions, and announce the start and end of each stage.
From before the start through the end
- Recorder
Record draft diary questions, the recording-and-use consent checklist, and the question-and-evidence mapping table at each stage, then hand them to the recipient at the end.
From preparing record surfaces before the start through storage after the end
- Timekeeper
Notify the Lead facilitator 3 minutes before each stage ends and when switching to breaks or buffer time.
At the start of every stage and 3 minutes before its end
- Participant support
Receive requests to pass, take a break, leave, or check individually, and decide with the Lead facilitator whether resumption is possible.
From before the start through the end
Session flow
Minutes are measured from the session start. Method time, transition time, breaks and buffer are shown separately; they are not additional overlapping activities.
0–78 minutes
Create questions that let people record experiences
Method: Diary Prompt Co-design Workshop · 0–75 minutes. Transition: 75–78 minutes (3 minutes).
State the research purpose in one sentence and create questions that let respondents record actual situations. Remove leading words, unnecessary attributes, and evaluative language, and check burden through trial responses.
Responsible: Lead facilitator; Recorder; Participant support
Output: Draft diary questions
Handoff: Pass draft questions and observations about response burden to the stage for deciding recording and use conditions.
This stage may be shortened only in accordance with the stated conditions.
78–111 minutes
Set boundaries for collection and use
Method: Observation Contract · 78–108 minutes. Transition: 108–111 minutes (3 minutes).
Define what is collected, who sees it, and when it is deleted. State the option not to answer and how to withdraw, and prepare guidance not to write confidential information in free-text responses.
Responsible: Lead facilitator; Recorder; Participant support
Output: Recording-and-use consent checklist
Handoff: Pass the table linking use purposes to questions to the stage for checking evidence gaps the questions will address.
This stage is not marked as shortenable.
121–154 minutes
Check the evidence gaps the questions will fill
Method: Evidence Gap Board · 121–151 minutes. Transition: 151–154 minutes (3 minutes).
Separate evidence needed for decisions into known, assumed, and unknown. Put only one corresponding question against each unknown item, and mark unmatched questions as candidates for deletion.
Responsible: Lead facilitator; Recorder; Participant support
Output: Question-and-evidence mapping table
Handoff: Pass draft questions, consent conditions, and unresolved issues to the person responsible for the research.
This stage is not marked as shortenable.
What is retained and who receives it
Draft diary questions
Owner: Recorder
Collect events, situations, responses, and results in respondents' own words.
Recording-and-use consent checklist
Owner: Recorder
Show collection scope, viewers, retention period, and withdrawal method.
Question-and-evidence mapping table
Owner: Recorder
Distinguish necessary questions from unnecessary ones.
Materials and setup
Material names, quantities, groups and handling instructions retain the fixed draft's original helper-derived guidance. Where a format is marked “Source material specification”, the entire bound English source material entry takes precedence over the old helper-derived format guidance. This format-only correction does not resolve other instruction or safety concerns. English names are not substituted into a Japanese-keyed lookup.
Everyday tools
- Broad-tip pens
Quantity: 1 per person
Format: Dark broad-tip pens or whiteboard markers
Check that ink flows and place them within participants' reach. Avoid pale-coloured pens.
- Action sticky notes
Quantity: 3 per person
Format: Sticky notes about 75 × 75 mm, or A4 copy paper cut into 4 pieces
Do not buy special-purpose materials. Write “Action” at the top of each paper piece. If participants will write on it, use one item per piece and handwrite the required headings before starting.
- Writing implements
Quantity: 1 per person
Format: Dark broad-tip pens or whiteboard markers
Check that ink flows and place them within participants' reach. Avoid pale-coloured pens.
- Decision-item sticky notes
Quantity: 4 per person
Format: Sticky notes about 75 × 75 mm, or A4 copy paper cut into 4 pieces
Do not buy special notes; write Decision item at the top of paper pieces. If participants fill them in, put one entry on each note and handwrite the necessary headings before starting.
Sheets to prepare by hand
- Cards for choosing one's own recording method
Quantity: 1 set per person
Format: Sticky notes about 75 × 75 mm, or A4 copy paper cut into 4 pieces
Write Write on paper, Record audio, Record video, and Draw on separate pieces of paper, preparing enough of each type. Distinguish them by written headings even when using the same colour.
- Recording-scope checklist
Quantity: 1 per group
Format: A4 copy paper
Divide the work surface into 3 fields: Question to address, Content not to record, and Handling of third-party information. Write a heading for each field rather than relying on colour alone.
- Data-handling checklist
Quantity: 1 sheet for the whole group
Format: A4 copy paper
Divide the work surface into 4 fields: Collection method, People who may view it, Storage location and deadline, and Deletion method. Write a heading for each field rather than relying on colour alone.
- Table for agreeing actions and observation methods
Quantity: 1 per group plus 1 for whole-group consolidation
Format: Source material specification: One A3 observation-contract sheet per group, plus one for whole-group integration
Source-bound format display correction; the other fixed helper-derived guidance is unchanged.
Divide the work surface into 7 fields: “Action to try”, “Facts to observe”, “Observer”, “How results are returned to the person”, “Record format”, “Observation deadline” and “Where results will be reviewed”. Do not rely on colour alone; write each field heading in words.
- Example-record cards
Quantity: 1 per group
Format: Sticky notes about 75 × 75 mm, or A4 copy paper cut into 4 pieces
Before starting, write just one example close to the content used in this method. Show it as an example of how to write, not a correct answer for participants to copy.
- Checklist of gaps in evidence
Quantity: 1 per group plus 1 for whole-group consolidation
Format: Source material specification: A3 evidence-gap boards: one per group and one for whole-group consolidation
Source-bound format display correction; the other fixed helper-derived guidance is unchanged.
For each claim to check, create fields for What is known, Evidence missing, Whom to check with, and Deadline.
- Evidence-type cards
Quantity: 4 per group
Format: Sticky notes about 75 × 75 mm, or A4 copy paper cut into 4 pieces
Do not buy special cards; write Evidence type at the top of paper pieces. If participants fill them in, put one entry on each card and handwrite the necessary headings before starting.
Information to gather before the session
- Information sheet for checking participation conditions and safety contacts
Quantity: 1 copy per person
Format: A4 copy paper or viewing data with the same content
Use language a first-time reader can understand to explain How to consent, Handling records after withdrawal, Conditions for compensation, Safety lead, and Backup safety lead. Add the creation date, the person who checked it, and a contact for questions. If distributing it, also prepare a large-print version or viewing file with the same content.
- List of available equipment, connectivity, and material support
Quantity: 1 sheet for the whole group
Format: A4 copy paper or viewing data with the same content
Before the event, check available support, how to request it, the person responsible, and the availability deadline, and list them. Distribute the list in a form that lets participants choose the support they need.
Setup for each method
Diary Prompt Co-design Workshop
- Display the safeguarding lead and backup, contact on the day, emergency procedure, individual advice contact, and data-management lead; cancel if even one is missing.
- Explain plainly consent suited to age and circumstances, necessary guardian and organisational procedures, withdrawal, no disadvantage for non-participation, payment conditions, and post-withdrawal choices to return, delete, or anonymise existing records and stop their use.
- Minimise collection and define its purpose, viewers, publication, secondary use, storage location/period, and deletion date beforehand. Prioritise methods not recording the participant's or third parties' personal information, and do not generalise to all young people's experiences.
- For audio/video, choose a place, framing, and time without third parties with the participant and briefly test before recording or filming. If appearances or voices cannot be excluded, switch to paper, drawings, or audio without third-party voices.
- Provide equivalent paper, audio, video, and drawing alternatives and necessary equipment, connectivity, and materials at the organisation's expense. Young people choose items not to record, medium, and sharing scope; adults hold final responsibility for safety and data management.
Observation Contract
- One island table per group of no more than 5, with observers and people carrying out actions in separate seats
- At least 10 cm of right-hand margin on each group's contract-sheet work surface for adding a check date at the end of each row
- One wall for posting together rows using the same record format
Evidence Gap Board
- One surface per group with existing evidence and missing evidence side by side, without a dividing line
- Space outside each group’s surface for items not needed this time, equal to 30% of that surface
- One wall surface for ordering gaps by the nearest decision deadline
When to switch or stop
Fallbacks
- There are more than 12 draft questions.
Separate the 6 directly needed for the research purpose from optional questions.
Method guide: Diary Prompt Co-design Workshop
Stop conditions
- Collection of sensitive information such as medical, legal, or family circumstances is proposed.
- Remove the question and refer its necessity for specialist review.
- The option not to answer or a deletion deadline cannot be defined.
- Defer the start of the research.
Sources, rights and limits
This site has composed this programme's purpose, connections between methods, facilitation, roles, outputs, and switching conditions. See each method's individual page for its sources and licence.
Original source records and their required notices are retained below. Their presence does not mean a new legal or cultural-safety clearance. Original citation titles are kept in their source language.
Sources and required notices for the 3 methods used
Diary Prompt Co-design Workshop
- GOV.UK Methods for engaging young people: User diaries — Adaptation under OGL-3.0; changes made
- OGL-3.0の適用条件 — OGL-3.0
- Source: GOV.UK Methods for engaging young people: User diaries | https://www.gov.uk/government/publications/youth-voice-in-policymaking/methods-for-engaging-young-people#userdiaries | Adaptation under OGL-3.0; changes made
- Source: OGL-3.0 terms | https://www.nationalarchives.gov.uk/doc/open-government-licence/version/3/ | OGL-3.0
- Attribution: Taiwa no Fumen Editorial Team | This site's text and diagrams
- Cultural caution: This manifest contains no structured cultural-safety assessment. A person checks context, the option to decline participation, and power differences.
- Limits of this record: Only the notices displayed in the public YAML were transcribed. No claim is made that individual rights do not exist.
Observation Contract
- 対話の譜面編集部: 観察の契約 — Original description and diagrams
- Source: Taiwa no Fumen Editorial Team: Observation Contract | Original description and diagrams
- Attribution: Taiwa no Fumen Editorial Team | This site's text and diagrams
- Cultural caution: open-method screening complete: No closed, ritual, or sacred cultural practice is used as a source; declining participation, sensitive information, and power differences are addressed in each method's limits and branches.
- Limits of this record: The editorial team independently created the text, procedure, and diagram. No exclusive rights are claimed over general dialogue operations or ideas themselves.
Evidence Gap Board
- 対話の譜面編集部: 根拠の穴板 — Original description and diagrams
- Source: Taiwa no Fumen Editorial Team: Evidence Gap Board | Original description and diagrams
- Attribution: Taiwa no Fumen Editorial Team | This site's text and diagrams
- Cultural caution: open-method screening complete: No closed, ritual, or sacred cultural practice is used as a source; declining participation, sensitive information, and power differences are addressed in each method's limits and branches.
- Limits of this record: The editorial team independently created the text, procedure, and diagram. No exclusive rights are claimed over general dialogue operations or ideas themselves.
Japanese resources and historical source records
Original Japanese plan and its print view · Japanese operation pack or starter materials
An English print edition is not provided here. The linked plans, print views and operation materials are Japanese resources.
Historical recorded publication holds
The following original hold statements are retained verbatim with their fixed source versions. They are not a statement of current acceptance, nor does this historical label resolve a source-specific restriction.
- English translation and rendered-page independent acceptance pending
- Method dependency source/text SHA binding and current source-specific rights verification pending
- Publication not cleared
Historical fixed-source and English-draft provenance
Japanese program SHA-256: 68df91d038c6e4a40df73c3839dd6a7c3085ccfee3273103e0d5eacffc28dd08
Fixed source context SHA-256: 25d425f8b790394e82a1f9ca246eb819fd712e14aa5c0f6992751797348be098
English draft SHA-256: 201607862fb404df45887e7012fac0ac3291f160ca6400496bb3449933391815
- evidence-gap-board: source
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ceec4b25588d9b29c60bf224ee848acf3958fbf52d7ba0b228c667a895d25421; English draft22764ef5becfcb2966a14ef586027ed6c60f7e65760c886a557c865d483218ac - observation-contract: source
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These hashes identify the checked inputs; they do not grant independent acceptance or publication clearance.