Program Evaluation Doesn’t Have to Be a Headache

Program Evaluation.

What comes to mind when you hear those words? Does it spark excitement? Or does it feel like just another task that eats away at your already limited time? Honestly, the phrase can sound a little draining—even for those of us who actually enjoy program evaluation.

The truth is, many nonprofit professionals see evaluation as extra work or compliance activities that requires more time than we have, with results that may or may not feel useful. And let’s be real: getting the entire team on board can be a challenge in itself.

 Yet despite these hurdles, program evaluation is essential. It tells us how well our programs are working, helps us identify areas for improvement, and gives us the data we need to demonstrate impact to donors and funders. In many cases, it’s the piece that proves your program is not just important but worth investing in. Furthermore, we believe that nonprofits have a moral obligation to ensure that programs are delivering on their promise – whether that is assisting someone to gain job skills, teaching a child to read, or supporting someone who has experience domestic violence.

The next question becomes: should you tackle evaluation in-house or bring in a consultant? Both options have advantages. Doing it internally saves money, while hiring outside support may be worth the investment for stronger results and an objective perspective. Either way, the key is to actually do it. Below are a few ways to make the process more manageable—and even energizing—for your team.

5 Keys to Kickstarting Evaluation 

1. Establish your game plan. Unorganized meetings will drain enthusiasm fast. Share an agenda and prep materials at least a week in advance so people can come ready to contribute.
2. Stick to the plan. Respect everyone’s time. Timelines that drag or meetings that run long quickly zap motivation and commitment.
3. Focus on what matters. Zero in on the outcomes that will truly benefit your organization and scrap the rest. If this is your first evaluation, focus on 2-3 outcomes you really want to know and continue to add more as you grow.
4. Be inclusive. The people closest to your programs have insights you can’t afford to miss. Their perspective ensures a more accurate and complete picture. Asking people what they are experiencing in your programs can provide great insights into impacts and opportunities for improvement.
5. Connect results to your mission. Framing evaluation in the context of your organization’s vision keeps your team energized and reminds everyone why the work matters. If an organization wants to achieve its mission, then it needs to monitor what is working, what is not, and what could be better.

A Simple DIY Evaluation Approach

If you’re ready to get started, try a lightweight framework that keeps things practical without overwhelming your team. Here are five steps you can walk through together (we even have a downloadable 30-Minute DIY Program Evaluation to guide you): 

1. Review your goals. Did you meet the objectives you set out at the start of the year or project? Are your goals SMART (specific, measurable, achievable, realistic, and time-bound)? If yes, celebrate and discuss how to build on success. If not, identify what to improve next time.
2. Identify key factors. What helped or hindered your progress? Which elements were within your control, and which weren’t?
3. Analyze major challenges. How did your team respond to unexpected issues? This builds agility and prepares you for future obstacles.
4. Assess partnerships. Who supported your work, internally and externally? Who would you involve differently next time? Strong partnerships often make or break success.
5. Highlight learning opportunities. What professional development, training, or new practices contributed to progress? Building a culture of continuous improvement strengthens your team and your results.

Should You Hire a Consultant?

If doing this in-house feels overwhelming, bringing in a consultant might be the right move. Many offer flexible pricing and can scale their services to fit your budget.

An outside perspective offers several benefits:

• They can deliver honest feedback without being weighed down by the emotional investment you and your team have in the program.
• They bring experience from other organizations, steering you away from pitfalls and validating what’s already working.
• They can fill specific expertise gaps—whether it’s compliance, evaluation methods, or specialized knowledge that your team doesn’t need full-time.

In short, a consultant can help you see what you can’t, strengthen your case for funding or continuing the program, and reenergize your team with fresh perspective.

Bottom line: Program evaluation doesn’t have to be intimidating or exhausting. With the right approach—and the right people—you can turn it into a valuable tool that not only strengthens your programs but also fuels your mission.

If you decide that hiring a consultant is the right move for your organization, we’d love to connect with you. Recently, we partnered with Project Transformation of North Texas to evaluate their reading programs, and the results were both insightful and impactful. You can explore the full story in our case study, The Power of Quality Program Evaluations, which highlights the process and outcomes of our work together. To give you an inside perspective, here’s what Kirsten James, Executive Director, had to say about the experience: 

“Working with Colton Strawser Consulting provided us with a different perspective on our reading programs. Their guidance played a key role in our AmeriCorps grant renewal, which is crucial for us to continue our impactful work.” 

If you would like to connect, please contact [email protected] or book a complimentary strategy session!