Why Evaluate?

All too often, organizations perceive evaluation as a luxury to be undertaken when there is time and money, if a problem arises, or as an imposition forced on them by funders. It is important for the organization to embark on evaluation regularly and to do it for positive and constructive reasons. Even if the initial impetus for an evaluation comes from a funder, the board should take charge by establishing the objectives it wants to achieve through the evaluation.

 

Regular evaluations should be conducted for a number of reasons:

• To continuously improve the organization’s work
• To ensure programs and services meet the expectations and objectives set for them and to make changes if needed
• To be accountable to the community and the people served by the organization
• To meet the requirements of funders
• To provide feedback to the staff and volunteers who perform the work of the organization

 

Evaluation is one of the constant fundamental roles of the Board. Board members do not have to be experts in evaluation or carry out each step of the evaluation process. Rather, the board's role is to set up the evaluation process, make sure it takes place, and ensure that the results of the evaluation are put to use. Board members should:

• Periodically evaluate - in depth - how effectively the organization is achieving its mission and plans. This is usually part of the annual planning cycle.
• Evaluate and adjust the way the board functions.
• Annually review the performance of the senior staff who are directly accountable to the board.

Evaluation is closely linked to planning. Evaluation results:

• Are an important source of information in the board's planning decisions;
• Help to assess the achievement of the board's previous plans.

Board evaluation can happen at several levels:

• Annually- to determine the board's effectiveness throughout the year. Board committees should also be evaluated annually
• At the end of each board meeting- to determine the effectiveness of meetings
• Through self-evaluation

 

Six Steps in the Evaluation Process

 

1. Decide on the purpose of the evaluation

• What is the purpose of the evaluation?
• What do we want to know? Why? How will we use the results of the evaluation?

2. Set up an evaluation structure. Options include:

• Evaluation Committee
• Outside evaluator
• Self-evaluation
• Combination of options

3. Prepare the evaluation design

• What is the focus of the evaluation?
• What constitutes success (and degrees of success) in the program or organization that is being evaluated?
• What external factors may affect the success of the program or organization?
• What information is needed to carry out the evaluation?
• What are the appropriate tools to gather the information needed?

4. Gather information

• Common techniques for information-gathering include: interviews, questionnaires, reviewing documents/databases, public surveys, media scans, focus groups, etc.
• Sources of information frequently include: clients, staff, volunteers, board members, and the community.

5. Analyze information

• It is often helpful to review and analyze information during the evaluation process, and not simply at the end - this can correct gaps or problems, as well as begin to identify trends and possible conclusions.
• No final conclusions should be drawn until all information is gathered and analyzed.

6. Action and implementation

• After concluding the analysis, decisions should be made about action steps in light of the evaluation.

 

The ultimate purpose of the evaluation is to have an impact on the work of the organization. This will include the areas originally identified in the purpose of the evaluation, but there may also be other constructive uses of the information.