By the end of this lesson you can
- Take useful notes and recordings during sessions.
- Handle participant data with consent, security and care.
- Separate observations from interpretations.
The idea
What you record during a session becomes the evidence for decisions. It also contains personal data, so it must be handled responsibly.
Note-taking
A dedicated note-taker lets the facilitator focus. Use a template with columns for task, timestamp, observation, quote and severity. Write observations (what people did and said) separately from interpretations (why you think it happened). "Clicked 'Transfers' twice, then said 'Where do I add someone?'" is an observation; "Navigation labels are unclear" is an interpretation.
Recordings
Record screen and audio (and video only if needed), with explicit consent. Timestamps make it easy to find clips later.
Ethics and data protection
- Get informed consent: explain purpose, recording, who will see it, how long it is kept, and the right to stop at any time.
- Collect only what you need, store it securely with restricted access and delete it on schedule.
- Remove or blur personal details (names, account numbers, faces) in clips and reports.
- Follow local data protection law, such as UK GDPR or GDPR.
- Look after participants' wellbeing; stop if they become distressed.
Why it matters in real projects
Clear, factual notes make analysis faster and findings more credible. Poor data handling can harm participants and break the law, and it damages trust in research. Ethical practice is a professional responsibility, not paperwork.
A realistic example
During testing of an insurance claims app, a participant enters their real policy number and talks about a recent car accident. The recording is later shared in a company-wide channel as a highlight clip.
The team changes its process: consent forms explain exactly who sees recordings, clips are reviewed and personal details blurred before sharing, recordings live in a restricted folder and are deleted after six months, and facilitators ask participants to use test details where possible.
Step by step
Prepare consent
Write a plain-language consent form covering recording and data use.
Set up a note template
Include task, time, observation, quote and severity.
Brief the note-taker
Explain the difference between observation and interpretation.
Record securely
Use approved tools and restricted storage.
Anonymise
Remove personal details before sharing.
Schedule deletion
Set and follow a retention period.
Common mistakes
Mistake Mixing observations and opinions in notes.
Instead Record what happened separately from what you think it means.
Mistake Sharing clips with personal details.
Instead Anonymise before sharing.
Mistake Keeping recordings forever.
Instead Set and follow a retention policy.
Check your understanding
Choose an answer, then check it. There is an explanation either way.
Practice exercise
Exercise · about 45 min
Research data kit
Create a consent form and note-taking template.
Steps
- Write a plain-language consent form.
- Create a note template.
- Write a short data handling policy (storage, access, retention).
- Practise notes on a recorded session.
Deliverable
Consent form, note template, data policy and sample notes.
Self-assessment
Tick each item when it is true of your exercise. Be honest; this is for you.
4 items
Summary
- Notes and recordings are your evidence.
- Separate observations from interpretations.
- Get informed consent and handle data securely.
- Anonymise and delete on schedule.
Further reading
Third-party sources, chosen for reliability. They open in a new tab.
- Getting users' consent for research (opens in a new tab)GOV.UK Service Manual
Your notes
Marking complete updates your course and roadmap progress.