How to do a Ministry Evaluation

Like research, the evaluation process is a useful management tool. Evaluation (or assessment) should be an ongoing and multi-faceted process for the team as a whole and as individuals. While avoiding the danger of becoming too inwardly focused, the wise leader periodically leads his team to ask themselves, “How are we doing?” While it may, at times, be scary to ask such a question, in the final analysis, is it not wiser to know? Let’s not be like those who, unwilling to pull off the road and consult a map or ask for assistance, drive for many miles and many hours, only to discover they have been headed in the wrong direction!

At the same time, evaluation should not remain an entirely internal matter. Since we are seeking to influence national leaders, it might also a good idea to involve them sometimes in the evaluation process. Obviously, this requires growing trust and sensitivity in these relationships. Research tools such as surveys, questionaires, Interviews and focus groups can be used to gain the input of national leaders.

Research, or more properly put, management of strategic information, is necessary to make an informed evaluation. The more accurate the information gathered about ministry outcomes, the better equipped your team will be to evaluate it's activity.A system to track ongoing progress toward the objective and results is needed. This need not be complicated, though intentionality is needed to gather this information.

Evaluation, where clearly measurable and time-bound objectives are involved, is a rather simple task, asking:

1. Did we reach our objective?

2. Was the desired outcome as positive as we anticipated it would be when we set the objective? If not, why?

3. If we did not reach the goal, why?

(a) Did the context or personnel or anything else change?

(b) Were the resources inadequate?

(c) Where our assumptions inaccurate?

(d) To what degree were internal (or team) and external factors (others) responsible?

4. If we did not reach it, is it worth giving it another attempt? Why? How might we do it differently?

5. If the result was greater than we anticipated, why did this occur?

Evaluation, where the desired result is not measurable, is rather subjective. It considers activities, people, situations, or things which we could influence, While much more challenging, it is nonetheless very important.

1. What were the observable results, if any, from our activities?

2. Were the activities themselves valuable enough to continue even if we cannot give concrete reasons for this decision? Why?

3. Were we effective in influencing those people or situations? How do we know?

4. Would it be possible to refine these objectives for next year in a more objective manner?

(a) How can progress toward this objective be measured

(b) How can progress be tracked

5. Are we just listing activities in this objective because we are uncertain as to what it is we really want and need to accomplish? If yes, what can we do to rectify this?

Source: Guide to the Objective Process