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A critical step for turning your evaluation into meaningful information that supports continuous improvement, accountability and decision‑making is summarising and discussing the main findings.
This usually takes the form of an evaluation report, but other products may also be required to meet the needs of different stakeholders (for example, a plain English summary document, different language versions depending on the stakeholder cohort, or a short video or presentation for participants, staff or delivery partners).
The report findings should answer the evaluation questions established during the planning phase, identify any implementation challenges or limitations, and help decision‑makers to understand whether the program or activity is on track and meeting its objectives.
An evaluation report typically makes constructive, actionable findings/recommendations and provides lessons learned to support continuous improvement. It is important that the report meets the needs of different and diverse stakeholder groups to have maximum impact and influence.
Things to consider
What do the results tell you?
- How do the findings of your evaluation apply to the policy and/or program you were evaluating?
- What is the significance of the findings?
- How does it enrich an understanding of what works and what doesn’t?
- What are the implications for the policy/program and your entity?
How will you turn the evaluation results into meaningful information for decision‑makers?
- What is the “story” you want to tell? Who is the audience?
- What form should your report take?
- What is the optimal time to tell people about your evaluation findings?
- What matters, to the people that matter, at the time that it matters?
- What are you suggesting they do with the results? What actions would you suggest they take to improve the program or activity?
How will you share the evaluation findings?
- Who should results be shared with?
- What was the objective of the evaluation (this will help define who it should be shared with)?
- Who is the audience and what is most important to them? (Note the sensitivity, privacy and confidentiality of the evidence you have collected will help determine who and how you share your findings).
Evaluation report
An evaluation report will typically include:
- the issue or need addressed by the program or activity
- the purpose and objectives of the program or activity
- a clear description of how the program is organised and its activities
- the methodology - how the evaluation was conducted and an explanation of why it was done this way. This should include what surveys or interview questions were used and when and how they were delivered (and a copy should be included in the appendix)
- sampling - how many people participated in the evaluation, who they were and how they were recruited
- data analysis - a description of how data were analysed
- ethics - a description of how consent was obtained and how ethical obligations to participants were met
- findings - what was learnt from the evaluation (and what it means for the program or activity) and how do the results compare with your objectives and outcomes
- findings/recommendations - detailed and actionable suggestions for possible changes to the program or service that have come from the analysis
- any limitations to the evaluation and how future evaluations will overcome these limitations.
For more information and templates, see Templates, tools and resources.
Stakeholder engagement
Different groups of stakeholders may want to see the results of the evaluation in different forms.
As you conclude your evaluation, it is worthwhile checking in again with all the stakeholder groups to clarify their reporting requirements are (that is, what needs to be reported and when).
Timelines
Reporting timelines often present a major constraint on the evaluation. In particular, the need to report findings in time to inform funding and resourcing decisions for the next phase of a program often means that reports are needed before impacts can be fully observed.
In these situations, it will be necessary to report on interim outcomes, and to present any research evidence that shows how these are important predictors or pre‑requisites to the final impacts.