Lessons Learned in Evaluation

Working across a wide range of clients and evaluation types offers a unique advantage—the opportunity to apply lessons learned in one context to another. Although each grant program and project presents its own distinct goals and challenges, successful evaluations often share common characteristics. Over time, certain principles and practices consistently emerge as key to meaningful, effective evaluation. Here are some of the most valuable lessons we've learned along the way:

1. Engage Stakeholders Early—Especially Those Involved in Implementation and Data Collection

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.

2. Be Strategic and Selective 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, while also being 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.

3. Prioritize Ongoing Communication Throughout the Project

Consistent communication is essential for a successful evaluation. Project directors should regularly connect with those responsible for implementation to understand how things are progressing, identify emerging needs, and ensure 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. These conversations often lead to insights about additional data needs or necessary pivots in the evaluation approach.

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.

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