Valuable Lessons in Evaluation for Educational Institutions

Engaging Stakeholders Early

One of the most valuable steps in any evaluation is collaborating with stakeholders who are directly involved in program implementation or data collection. While project directors often oversee planning, they may not be the ones executing the work or gathering data. By involving them early, project directors and evaluators gain insight into what’s feasible and what may need adjustment.

These leaders, embedded in the daily operations of their schools or departments, can identify who has the capacity to support implementation and data efforts—insights that are often missed without their input. Early engagement fosters a sense of ownership and accountability among stakeholders, which can enhance the evaluation process.

Being Strategic with Data Collection

More data isn’t always better. One of the most important lessons in evaluation is the value of being intentional about what data to collect—and why. Project directors should focus on gathering data that directly supports understanding of implementation progress. It’s essential to be mindful of the burden placed on both data collectors and respondents, such as survey participants.

A helpful starting point is to review what data are already being collected. Leveraging existing sources can reduce duplication, streamline efforts, and ensure that new data collection is purposeful and manageable. This strategic approach not only saves time but also enhances the quality of the evaluation.

Prioritizing Ongoing Communication

Consistent communication is essential for a successful evaluation. Project directors should regularly connect with those responsible for implementation to understand how things are progressing. This helps identify emerging needs and ensures staff have the time and resources to carry out their roles effectively.

These check-ins—whether through recurring meetings or informal in-person visits—build trust and foster a collaborative environment. Equally important is maintaining open lines of communication between the evaluator and the project director. Regular meetings not only provide valuable context about implementation but also create space for reflection, adaptation, and strategic decision-making.

Building Relationships for Effective Evaluation

Evaluation is as much about relationships and strategy as it is about data. Across diverse projects and grant programs, three lessons consistently stand out: the importance of stakeholder collaboration, the need for intentional and manageable data collection, and the value of ongoing communication.

When these elements are prioritized, evaluations become more responsive, grounded, and impactful—ultimately supporting programs in achieving their goals more effectively. A strong relationship between evaluators and stakeholders can lead to richer insights and a more nuanced understanding of program dynamics.

Conclusion: The Path Forward

As we continue to navigate the complexities of evaluation, these lessons remain at the forefront of our practice. By engaging stakeholders early, being strategic with data collection, and prioritizing ongoing communication, we can enhance the effectiveness of our evaluations.

This approach not only benefits the evaluation process but also strengthens the programs we aim to support. Together, we can make a bigger difference for underserved communities both in the US and globally.

Interested in working with Shaffer Evaluation Group? Contact us today for a free 30-minute consultation: seg@shafferevaluation.com.