Step 2: Contact each participant personally to schedule the interview at a convenient time and in a quiet part of the work environment; if appropriate, provide preparatory materials; and confirm the interview.

Give the participant at least two weeks notice for scheduling the interview. To indicate your appreciation for the effort involved, let the participant determine the most convenient time and place for the interview. Because at least an hour is required for most interviews (see Preparing an Interview Protocol), make sure that the participant has a large enough block of free time if he or she suggests meeting during or after working hours. Also, it is preferable to meet at the participant's place of work because this usually will be comfortable for the participant and provide easy access to any materials that are referenced during the interview. A participant might suggest an off-site interview if he or she finds the workplace stressful or unlikely to provide a quiet, private setting for the interview. In such a case, you need to work with the participant to find a convenient location that allows for professional interaction.

If there is information you can provide to help the participant prepare for the interview, this should be sent as soon as the interview is scheduled. For example, if your interview asks students to discuss the kinds of writing assignments they have completed, then it may be helpful if you ask the students to collect samples of these assignments beforehand to improve their memory of them and make more efficient use of the interview time (e.g., the students will not have to fish for the assignments during the actual interview). In this situation, write out the number and types of assignments you want collected as an "Interview Guide" and send this to each student as soon as you schedule the interview.

Finally, confirm the time and place of the interview with the participant the day before it is scheduled. Doing so will minimize missed appointments and the need to reschedule.