This toolkit is written for teams of a handful of people who need evaluation to be useful rather than ceremonial. Everything here can be run on a spreadsheet.
Key points
- Six good indicators beat thirty weak ones.
- Decide who collects each figure, and when, before the work starts.
- Collect the minimum personal data you need, and protect it properly.
- Write down what would make you change the plan.
Build a simple results chain
Write four columns: what you put in, what you do, what changes in the short term, and what changes in the longer term. Keep it to a single page. If a step only works when an unstated assumption holds, write the assumption in the margin — those assumptions are usually where projects fail.
Choose indicators you will actually use
For each intended change, choose one measure of quantity and one of quality. Define each indicator so precisely that two colleagues counting separately would reach the same number.
- Definition, including who counts and who does not.
- Source and collection method.
- Frequency and the person responsible.
- Baseline, target, and how the target was set.
A data collection plan on one page
List every indicator with its collection dates for the coming year, the tool used, and where the data will be stored. Assign a named owner. Plans without a named owner do not survive a busy quarter.
Ethics and data protection
Collect only what you need. Obtain informed consent in plain language, explain how someone can withdraw, and store identifiable data separately from analysis files. Anonymise before sharing, including internally.
Where participants are children or at-risk adults, route the plan through your safeguarding lead before any collection begins.
Reporting rhythm
Review data quarterly with the delivery team, not only at reporting deadlines. Note what surprised you, what you changed, and what remains uncertain. That short note is the most valuable part of most reports we receive.