Are you evaluating your projects effectively?
Five practical principles that make the difference
Based on my experience supporting charities and community organisations, this article outlines five practical principles for good evaluation: avoiding common mistakes, using simple logic models, choosing the right methods and writing clear, engaging reports that people will use.
First principle of good evaluation: Starts with the ‘why’, not data
One of the most common mistakes in evaluation is starting with the tools. Thinking about surveys, spreadsheets, and KPIs before thinking about the purpose of why you are carrying out the evaluation.
Before rushing in, pause and ask three simple questions:
- Why are we evaluating this project?
- Who needs the information?
- How will it be used?
Funders want accountability, but good evaluation is also for you and your organisation to learn, improve delivery and show the difference you’re making.
Second principle of good evaluation: Involve the people who experience the change
The people you support should have the opportunity to shape your evaluation by sharing their experiences. This meaningful involvement goes beyond simply asking questions or conducting interviews. It’s about designing your evaluation with people, not just about them.
When people are involved in shaping the process, they can help design evaluation methods that feel safe and appropriate to them, ensuring they are accessible and inclusive, collecting data that really matters from their perspective
Third principle of good evaluation: Focus on outcomes and use a theory of change
At its heart, evaluation is about outcomes, what difference you make (or don’t), how that change happens and who experiences it.
A practical and widely recommended way to bring clarity to this is to use a Theory of Change, or logic model. Most funders now advocate this approach and for good reason, as it provides a clear, structured way to think about your work and how you will evaluate it from the outset.
A common mistake at this stage is focusing too narrowly on what the long-term outcomes or impact might be. Think about the wider picture, how all those involved may experience meaningful outcomes.
Fourth principle of good evaluation: Use the right evaluation methods to collect the right data.
An Evaluation Plan sets out how you will collect and use data to answer your evaluation questions. It should match each question to the most appropriate methods and explain how data collection will be accessible and built into day‑to‑day project delivery. This makes it easier for people to take part and share their views, feelings and experiences as the work happens.
If you are using social value reporting, the plan should also identify the proxy measures you will use and show how data collection aligns with these. Using a mix of quantitative data (such as surveys, monitoring data or activity counts) and qualitative data (such as interviews, focus groups and stories of change) helps you understand both what changed and how people experienced that change.
When planning data collection, think carefully about the people you are asking for feedback and how you can make that experience positive and meaningful for them. Surveys are often overused, and many people feel tired of completing them. If feedback feels repetitive or transactional, people are less likely to engage or give thoughtful responses. There are many creative and engaging alternatives that can work well.
Fifth principle of good evaluation: Make findings clear and usable
Strong evaluation reports are not about clever language or lengthy appendices. They are about clarity and usefulness.
Your findings should be clear and accessible to your intended audience, as well as credible and grounded in the data you’ve collected. They can be brought to life through images, graphics and using direct quotations that represent people’s voices and lived experiences.
This is where the real value lies in helping people understand not just what happened, but why it matters and what to do next.
How to feel more confident about evaluation?
I work with both charities and community organisations to help them design evaluations that are practical and funder approved. My services include supportive project design, development of evaluation frameworks, social impact reporting, guidance on data collection, writing evaluation reports, and presenting visually engaging reports. My approach is practical, and I will work to build your team’s capacity so you have the confidence to evaluate all your projects in the future.
To discuss further, book a free discovery call.
