Enrolling in a clinical trial can be a rewarding experience, but for many, it involves complex information, unfamiliar procedures, and a significant time commitment. Throughout the process, participants also need to feel comfortable asking questions and raising concerns if they arise.

That makes communication a critical part of participant-centered research, but effective communication requires more than delivering information. You need to understand what participants already know, identify where they need additional support, and create an environment where they feel heard. 

That’s admittedly easier said than done, but the right strategy can make all the difference. Here are five tips for building stronger relationships with trial participants through good communication.

Tip #1. Start from the participant’s perspective

Research teams often have a specific agenda for each patient interaction. For example, there may be consent materials to review, study procedures to explain, or follow-up appointments to coordinate. Taking time to understand the participant’s point of view before moving through that agenda can help establish a stronger foundation for any conversation.

To better understand a patient’s perspective, ask the following questions:

• What do you currently know about the study? 
• Is there anything you’re confused or concerned about?
• Do you foresee any challenges participating? For example, a lack of transportation?

When asking these questions, pay attention to what each participant says as well as cues that may indicate confusion or discomfort. Making time to have this type of conversation can help you and your team identify any areas of concern and help allay fears before the trial gets started. 

Tip #2. Make complex information easier to understand

Clinical trial information can be challenging to absorb, particularly when participants are also managing a health condition or processing important treatment decisions. Using plain language makes research information more accessible and gives enrollees a better understanding of what participation involves.

Instead of providing dozens of printouts with walls of text, consider breaking up any complicated instructions or information into smaller, more digestible chunks. Brochures, illustrated pamphlets, and infographics are all effective places to start. The goal is to make the information easy to share and understand, so you don’t overwhelm your audience. 

It’s also a good idea to set aside at least 10 minutes to answer questions whenever you provide new information. In addition, set up an interactive portal where trial participants can message you or ask questions when they’re offsite. 

Tip #3. Use the “teach-back” method to assess participant knowledge

One of the most useful ways to strengthen trial participant communication is to ensure they understand the information you’ve provided. An easy way to do that is with the teach-back method. This technique asks participants to explain information in their own words. 

Instead of asking someone the question, “Do you understand?” Have them repeat your guidance back to you. For example, if you explain how to take a new medication at home, ask the participant to relay those same instructions. 

This approach can reveal misunderstandings that a simple yes-or-no question might miss. It also gives your team an opportunity to clarify information or explain it differently when necessary. The Multi-Regional Clinical Trials Center recommends using the teach-back method throughout the course of a trial, including during informed consent, study procedures, and discussions about adverse events.

Tip #4. Maintain ongoing communication 

Communication shouldn’t end once someone signs an informed consent form. Enrollees may have new questions as they move through the study or encounter unexpected challenges, so it’s important they can connect with you or members of your team at any time.

Regular, clear communication can also help research teams manage expectations. In a qualitative study on participant retention, trial staff identified clear communication and realistic expectations about participation as important to keeping participants engaged.

The right communication approach varies from patient to patient. Some people may prefer phone calls, while others may be more comfortable with emails or texts. Taking those preferences into account can make it easier to maintain meaningful contact throughout the course of the study.

Tip #5. Give your team the support it needs

Building strong relationships with trial participants takes time and attention, but for sites managing demanding protocols or limited staffing resources, maintaining consistent communication isn’t always easy.

Working with a CRO can provide additional research expertise and operational support, allowing your in-house team to focus their attention where it matters most. Harbor Clinical supports clinical trial execution throughout the research process, giving study teams an experienced partner as they manage the demands of clinical research.

If your team is stretched thin or struggling to maintain participant relationships, we may be able to help. To learn more about our capabilities, click here. You can also fill out an online form to receive a custom proposal.