Practical Project Management Tips for Evaluators

Project management can be one of the many hats that evaluators wear. Often, it’s assumed to be part of an evaluator’s skill set. However, effective project management requires deliberate strategies tailored to the nuances of evaluation. In an EvaluATE community conversation (formerly webchat) with members of the evaluation community, several practical approaches emerged to improve project management, specifically within the evaluation context.

Understanding the Five Aspects: Evaluators should grasp the five key aspects of project management: scope, quality, schedule, resources, and risks and feel empowered to adapt them as needed. These elements form the foundation for effective project planning and execution, guiding evaluators in delivering actionable insights.

Flexibility and Adaptability: Unlike traditional project management, evaluation projects demand flexibility and agility. Evaluators need to accommodate changes in timelines, scope, and resources while focusing on delivering valuable insights. Flexibility is crucial, especially in response to unforeseen circumstances or evolving project requirements.

Collaboration and Communication: Effective communication and collaboration are essential for successful project management in evaluation. Regular meetings, shared documentation, and clear communication of expectations ensure alignment between evaluators and project interest holders, fostering a collaborative environment for achieving project goals. Using Google Drive or OneNote is a practical way for all parties to edit and see shared meeting notes, documenting decisions and next steps.

Capacity Building and Discovery: Recognizing the importance of embedding capacity building into your evaluation helps projects better understand findings and how to use them, increasing your value add. When planning your timelines and scope of work, prioritize time for evaluation capacity-building measures, such as workshops and training, to help staff interpret and apply evaluation findings to enhance program outcomes.

Utilizing Project Management Software: Leveraging project management software such as Asana, Microsoft Project, Planner, or Excel can streamline project workflows, facilitate task allocation, and provide visibility into project timelines and milestones. Evaluators should select software tools that align with their project management needs and enable efficient collaboration among team members. Many of our community members supplemented Asana or Microsoft Planner with Excel to cover both macro and micro items.

Balancing Management with Execution: Evaluators must balance project management tasks and the actual execution of evaluation activities. Clear communication, advanced planning, and effective time management practices help optimize resources and ensure that project management efforts do not overshadow the core evaluation work. Aligning project management methodologies with evaluation frameworks can be helpful.

Effective project management in evaluation requires a combination of practical strategies, flexibility, and collaboration. By understanding the unique aspects of evaluation work and implementing project management approaches, evaluators can enhance the quality, efficiency, and impact of their evaluation projects.

Note: This blog was developed based on a community conversation with the following participants:

• Vania Arzadon, Manager, Data and Evaluation, Starfish Family Services
• Bob Bailey, Owner and Principal Consultant, Outcomes Consulting Services
• Rachel Barth, Evaluation Manager, Brown School Evaluation Center
• Emily Laurent, Evaluation and Applied Research Lead, University of Missouri St. Louis Community Innovation & Action Center
• Lyssa Wilson Becho, Principal Research Associate, Western Michigan University, Principal Investigator, EvaluATE
• Erika Sturgis, Project Manager, EvaluATE