Practical tools to make evaluation easier
Not everything you do in evaluation needs specialist software. Often the best tools are the ones you already know, or that are simple to learn. This section suggests tools that support planning, collecting, analysing, and sharing evaluation data.
These are chosen for ease of use, UK relevance, and good practice. They are tools that I have used in the past.
They are not sponsored ads.
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What it is: A free online form and survey tool.
Why it helps: Quick to set up, easy to share, works well on phones.
Best for: Short feedback surveys, quick check-ins, low-stakes evaluation.
Good practice note: Keep surveys short and focused. Clarity beats quantity.
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What it is: A form and survey tool included in Office 365.
Why it helps: Integrates directly with Excel and Teams.
Best for: Organisations already using Microsoft systems.
Good practice note: Useful for internal evaluation as well as participant feedback. It also can be really useful for scheduling interviews if you send invites, as it links to outlook calendar.
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What it is: A UK-based survey platform widely used in HE and FE.
Why it helps: Designed for education and research contexts with strong data protection.
Best for: Student surveys, widening participation evaluation, research-informed practice.
Good practice note: Offers more structure, but still needs clear questions to be useful. I’m less of a fan of the latest version, and personally have used this less recently in favour of Google/Microsoft Forms.
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What it is: Professional survey software used across the UK public and third sectors.
Why it helps: More advanced survey design and analysis options.
Best for: Larger programmes or repeated surveys over time.
Good practice note: Don’t use advanced features unless they serve your evaluation purpose. I’ve seen this one used a lot more with market researchers, but that may well just be me!
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What it is: An advanced survey and experience management platform.
Why it helps: Highly flexible with complex logic and reporting.
Best for: Universities or organisations with access and support.
Good practice note: Complexity doesn’t equal quality, clear thinking matters more. If you have a big complicated survey to design and deliver, give this a go. Otherwise, it may be more than you need.
Survey and questionnaire tools
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What it is: Video conferencing software.
Why it helps: Easy recording (with consent), widely used.
Best for: Remote interviews and focus groups.
Good practice note: Audio-only recording is often enough for evaluation.
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What it is: Video and collaboration platform in Office 365.
Why it helps: Familiar to many organisations; easy scheduling.
Best for: Internal interviews and partner conversations.
Good practice note: This is the one I’ve used the most. recordings are auto-transcribed too which is really useful.
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What it is: Google’s video meeting platform.
Why it helps: Simple to access with a Google account.
Best for: Short interviews or informal conversations.
Good practice note: This one feels slightly more streamlined in comparison to Zoom and Teams.
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What it is: Automated transcription tool.
Why it helps: Turns conversations into searchable text.
Best for: Interviews, reflective discussions, meeting notes.
Good practice note: If you’re doing an interview in person, this gives you real time transcription, which can be handy.
Interview / Focus Group tools
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What it is: Free spreadsheet tool.
Why it helps: Easy sorting, charts, and summaries.
Best for: Basic analysis and tracking outcomes.
Notes: Simple tables and charts are often enough. This feels like a streamlined Microsoft Excel, but missing some of the functionality.
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What it is: Spreadsheet software used widely in organisations.
Why it helps: Powerful but familiar. You probably would have used this before, and it does more than you think.
Best for: Managing data and producing clear summaries.
Note: Focus on interpretation, not just calculations. If you only have time to learn one tool well, it’s this one.
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What it is: A data visualisation and reporting tool developed by Microsoft.
Why it helps: Turns spreadsheets and datasets into interactive dashboards that update automatically. It can help organisations see patterns, trends, and progress at a glance.
Best for: Organisations already using Microsoft systems, or teams working with regular monitoring data who want clear, visual summaries for managers or funders.
Note: Power BI is most useful after you’ve done the thinking. If your outcomes, indicators, or data are unclear, a dashboard will only visualise confusion. Start simple, and only use Power BI when it genuinely helps people understand and act on what the data is saying.
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What it is: Free data visualisation platform.
Why it helps: Creates interactive charts and dashboards.
Best for: Sharing findings visually.
Note: If you are not a Microsoft organisation and you want interactive spreadsheets and data visualisation, this could be for you.
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What it is: Qualitative analysis software.
Why it helps: Support deeper analysis of text and interviews.
Best for: Larger qualitative evaluations.
Note: This is the best tool for me, in helping you analyse interviews and focus group data. But remember: it doesn’t just analyse things for you!
Analysis and visualisation tools
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What it is: Link here. An online tool developed by the Centre for Transforming Access and Student Outcomes (TASO) to support organisations in creating a structured Theory of Change.
Why it helps: The tool provides a clear framework and prompts that guide users through the key components of a Theory of Change. This can significantly reduce writing time and help people get started, especially if they are new to the process.
Best for: HE widening participation teams, FE providers, and organisations working on access, participation, and outcomes who want a structured starting point for developing a Theory of Change.
Good practice note: The real value of the TASO ToC Builder comes from the thinking that happens around it, not just what is written into the tool. Used well, it frees up time to focus on discussion, challenge assumptions, and agree shared understanding. Used without protected thinking time or guidance, it can feel like a compliance exercise. Extra note: I’m biased in recommending this one as I helped TASO design it!
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What it is: Online collaborative whiteboard.
Why it helps: Supports group thinking and mapping.
Best for: Theory of Change workshops.
Good practice note: Don’t aim for perfection, aim for shared understanding. I spend too long making things look nice and really, that stuff is less important!
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What it is: Diagramming software.
Why it helps: Creates clean, shareable diagrams.
Best for: Final Theory of Change visuals.
Good practice note: Keep diagrams readable at a glance. For me, this is better used once you have an idea of structure, whereas Miro is more useful if you are getting thoughts on a blank page.
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What it is: Online design tool.
Why it helps: Easy visuals without design skills.
Best for: Summaries, infographics, reports.
Good practice note: Simple layouts work best. This is most useful when you’ve got the thinking done, and you’re trying to present your maps. This is what I used in creating my own templates.
