How and why you need an evaluation report?
Evaluation reports are documents in which all the elements related to a project or activity are valued in detail.
Its primary function is to communicate certain results to an interested public (have the objectives been met, have the deadlines been met, have the proposed activities been fulfilled, how much it cost, what procedures or methodology have been used? What are its strengths or weaknesses?) trying to achieve maximum objectivity in its development and approaches.
Although, in some cases and for certain addressees, the evaluation reports can be oral, the usual thing is that they are written reports and, in any case, the RPL Help professionals who carry out the evaluation and prepare the report must make an important effort so that it is understood and understood by all those subjects to whom it is addressed. For this reason, it is very important to identify and know who our report is aimed at.
In every project or activity there are many "involved" who, to a greater or lesser extent, can make use of the reports as long as they offer them timely and affordable information. All reports must answer the questions that are relevant to the intended audience.
This option, besides being simpler, is stronger and more powerful since, through a single message, a general agreement is transmitted. In any case, a report of internal or private use is essential for those responsible for the project or activity and a public report to make it reach an open and wide audience.
In general, in the preparation of reports, attention must be paid to:
Use a clear, precise language, without unnecessary and unambiguous frills.
Likewise, it is advisable to avoid the use of vulgar words and use correct spelling, grammar and punctuation to avoid deterioration of the professional's image and the content of the report.
Adjust the language and terminology to the recipients. The objective is that they understand perfectly the content of the report. As a general rule, abbreviations should not be used.
Redial with expressions such as “maybe", "probably", "seems " to our affirmations when we are not completely sure of them.
A possible proposal in relation to the sections that should be considered in the preparation and presentation of the evaluation report by KA02 Help can be the following:
Introduction where the intention and meaning of the document appears, that is, what the report consists of and what is its purpose and the indication of the professional, that is, the institution or group that has made the evaluation and issues the report.
Summary, briefly summarizing the content of the report and specifying the sections and subsections in which the report is organized
Description of the program, activity or case that has been subject to evaluation, indicating all the relevant information about it. For example, if it is a short history, objectives, characteristics, activities, resources, institution that sets it up, economic support, etc.
Description of the evaluation study, which implies talking about the evaluation process developed, making reference to the contents of the evaluation, its phases, the indicators used, the method and procedures for collecting information and analyzing it, etc.
Presentation of the main results, ensuring that such presentation is clear and using tools such as tables, graphics, concept maps, etc. In short, to everything that facilitates that the information is easily readable.
Discussion of results and assessment. In the evaluation report can not only describe the results, but should appear compared with the referents that are used in the evaluation (needs, program goals etc.) and issue the appropriate assessment.
Conclusions and recommendations, which is the decision making after the assessment. That is, the assessment made in the previous step should lead to making decisions that are aimed at proposing improvements and future actions.