Evaluation on a budget: 7 things to consider

Budgets for evaluation are being slashed. I’ve seen this first hand in Higher Education Institutions, and I’m betting it’s happening elsewhere too.

But the need for measuring impact and evaluative work remains. So what is the solution?

The truth is, evaluation doesn’t have to be big, expensive, or technical to be useful. If you’re from a smaller HE institution, or even a school, college, or a small community organisation, you can still conduct strong research and rigorous evaluations.

So what are some of the things you can do to achieve this?

1. Be clear about what you THINK is happening

Too often, evaluations balloon in size and complexity because you’re trying to capture everything.

Before thinking about data, tools, or methods, pause and ask:

• What difference are we trying to make?

• Who does it impact?

• How does our work leads to that change?

You don’t need a perfect Theory of Change, but you do need a shared understanding. Even a few bullet points on a piece of paper can make a big difference.

2. Narrow your focus

Don’t think your evaluation needs to be of the whole programme. You don’t need to measure everything.

Pick one or two outcomes that really matter and pay attention to those. Consider a couple of simple questions you need to answer about your work, rather than ‘does the whole thing work?’

This keeps things manageable and meaningful.

Ask yourself:

‘If we could only learn one thing about our work this year, what should it be?’

• 3. Use existing data

You probably already collect useful information:

• Attendance or engagement records

• Informal feedback from participants

• Notes from staff or volunteers

• Observations of what people do differently over time

This is data. It counts.

You don’t always need new surveys or trying to gather new information. Often it’s about noticing patterns in what’s already there.

4. Choose simple methods

Short conversations.

A few reflective questions.

A moment to pause and gather thoughts.

A story from a participant.

These can be just as powerful as long surveys. In fact, sometimes more so, because they are led by the participants rather than specifically defined by you.

In fact, this leads me onto the next one…

5. Involve participants in the process

A large amount of budget can be dedicated to incentivising participation. But the most powerful evaluations often involve participants in the process.

• Could you get participants to interview each other? (then they’re part of a conversation, rather than feel put on the spot)

• Could participants learn to run their own focus groups (then they develop a skill for life rather than get a £10 Amazon voucher)

• Could participants come up with recommendations? (then they have a hand in how the evaluation is used, rather than being told what happens next)

People can be offered more than just money to participate, so consider how else you can get participants involved.

6. Talk about what you’re learning

Evaluation only becomes valuable when people use it.

Build in moments to act on feedback with your own team, and see if you can put small things into action. As you evaluate, ask:

• What are we noticing?

• What’s working?

• What’s not?

• What should we try differently?

This is more of a ‘developmental evaluation’ approach, and is where improvement happens quickly.

7. Ask for help when you need it

You don’t have to be an expert to do useful evaluation. Sometimes a bit of guidance can save a lot of time and confusion. I certainly don’t know everything, and am always asking for advice from others.

Support can help you focus, avoid common mistakes, and build something that fits your reality.

Evaluation isn’t about ticking boxes. It’s about finding stories, gathering evidence, and helping you do your work better. It doesn’t need to be big, it needs to be effective.

Small steps. Clear thinking. Real learning.

That’s more than enough to start.