In order to evaluate a program, I start by speaking to staff in charged of running the program.
This helps me understand why the program exists, the ideal participants, program goals, activities, outreach, etc. This helps to develop an evaluation process that’s appropriate to the program’s goals.
This process also helps in providing programmatic recommendations. Even though participant feedback is key to program improvements, so is understanding staff capacity to make these changes.
Navigating grantee-funder relationships while staying true to your mission is complex.
Similarly, it can be a balancing act when staff have to prioritize program participant feedback.
Here are five recommendations to help programmatic staff balance participant feedback with their capacity to implement changes:
Prioritize feedback based on impact
Encourage staff to focus on the feedback that aligns most closely with the program’s goals and has the potential for the greatest positive impact. Not all feedback can be implemented, so prioritizing based on what will most effectively enhance the program is crucial.
Conduct capacity assessments
Before committing to changes, programmatic staff should assess their current resources, time, and expertise. Understanding their capacity allows them to determine which feedback can be realistically addressed and to set clear expectations with participants.
Engage in transparent communication
Maintain open lines of communication with participants. Explain how their feedback is being considered, what changes can be made, and why some suggestions might not be feasible. This transparency helps build trust and manage expectations.
Incorporate incremental changes
Instead of overhauling the entire program based on feedback, suggest making small, incremental changes. This approach allows staff to test new ideas without overwhelming their capacity, and adjustments can be scaled up based on results.
Create feedback loops
Establish ongoing feedback loops where participants are regularly updated on progress and can see how their input is influencing the program. This also gives staff the opportunity to gather more targeted feedback as they make gradual changes.
Key takeaway
Balancing participant feedback with the capacity to implement changes is a key aspect of effective program management. Program staff can create a responsive and sustainable approach to program improvement. This not only enhances the program’s effectiveness but also strengthens trust and engagement with participants, ensuring that their voices are heard and valued within the scope of what is realistically achievable.
Raise Your Voice: In the comments section below, share one way your staff balances participant feedback with staff capacity.
Was this useful? Subscribe to the Raise Your Voice newsletter, and explore my consulting services.
