Monitoring and Evaluation
Monitoring and Evaluation for small and medium sized charities and Social Enterprises is an essential function, sometimes not prioritised until organisations are forced to evidence their impact for a funder.
Monitoring and Evaluation (M&E) is not just for funders; it is a tool for internal learning, improving services, and evidencing your impact that can attract other partners and increased financial support. Many struggle to make this practical and useful and this short piece offers some pointers.
Monitoring
Is the routine collection of data on activities, outputs, and immediate outcomes, being a continuous activity.
Evaluation
Is periodic and delves deeper assessing the relevance of the work of your organisation using a variety of methods to show the longer-term impact, relevance, and effectiveness of the organisation’s activities.
Where to Start
Start with the WHY! Why do you exist as an organisation and what do you want to achieve?
This can be worked out using a simple logic model which links the problem/challenge you are trying to solve, the activities you do, and resources needed to achieve this; detailing the short- and longer-term outcomes.
Once the overall outcomes have been established (suggested 3-6) you can consider the how you will know that they are achieved (indicators) and the data you will gather the evidence the indictors.
Have a look at the video ‘Introduction to Logic Modelling’ from Evaluation Support Scotland (ESS) for a good starting point.
Methods of Data Collection
Use simple tools like spreadsheets, or possibly a software tool. Contact Circular Communities Scotland to connect you with other members who may have some examples that have worked for them bespoke to their specific area of the sector.
- Only gather data that will be useful
- Decide how often you will record, store, and then access the information
- Regularly check that it is relevant and useful
Quantitative data involves numbers – e.g. how many repairs have been made, or items reused; how often people use your services, or gain a work placement (dependent on the outcomes identified). This helps evidence change over a period of time, once a base-line has been established.
Qualitative data is the story of the change that is being made, and can involve case studies, quotes, and other testimonials. These can be recorded on video clips, gathered by formal and informal interviewing, surveys and focus groups.
Reporting
Once systems have been established, you will be able to pull together information to serve your purposes.
- For learning and development within the organisation it is good to know what is working well, and what could be changed – what activities serve your outcomes and those that don’t; giving a basis for reflection and review.
- For external reporting on your impact (this may be for a funder or annual report) having a strong bank of evidence built up over time with robust systems in place prevents the ‘panic’ to find information to show why your organisation should be supported and demonstrating the amazing work that you know you, your staff and volunteers are involved in.
Resources
Useful resources can be accessed from Evaluation Support Scotland, and SCVO, who run helpful training courses and provide ongoing support.
For Share and Repair Network members and sharing and repairing projects in Scotland, refer to our ‘Measuring Impact for your Share or Repair Project‘ resource for more detailed and specific information.