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FEEDBACK WORKSHOP CHECKLIST
pdf

Arlen Gullickson & Daniel Stufflebeam

December 2001
A feedback workshop is a meeting between evaluator(s) and stakeholder(s) to review and discuss a draft evaluation report. Feedback workshops help stakeholders and evaluators to (1) ensure consistency between the evaluation, stakeholder values, and program plans; (2) increase understanding of the evaluation and utility of the findings; (3) improve the accuracy and utility of the evaluation report; and (4) review and refine evaluation plans. This checklist is a guide for planning, conducting, and following up feedback workshops.
Before the Workshop

  • Schedule a feedback workshop as an integral part of the evaluation task.

  • Invite stakeholders to whom the final evaluation report will be submitted to participate in the workshop.

  • Plan for evaluators directly involved in preparation of the report to participate in the workshop.

  • Draft the report that will serve as the basis for the workshop.

  • Provide the draft report to the stakeholders for their review well in advance of the meeting (e.g., 2 to 4 weeks prior).

  • Take steps to assure that the stakeholders will review the draft before the workshop (e.g., call to ask if they have received and read the materials.)

  • Clarify workshop roles, including who will chair the workshop and who will record decisions about needed corrections and changes to the report.

  • Draft and submit a workshop agenda to the stakeholders at least one week before the workshop.

  • Prepare briefing materials, such as PowerPoint handouts, transparencies, and handouts, to guide the workshop.

  • Make logistical arrangements (e.g., meeting space, audiovisual equipment, refreshments, etc.).
During the Workshop

  • Review and affirm the workshop agenda.

  • Distribute appropriate briefing materials.

  • Brief stakeholders on the evaluation work, findings, and recommendations.

  • Discuss the relevance and applicability of findings.

  • Invite stakeholders to identify problems of ambiguity and fact.

  • Invite stakeholders to discuss follow-up actions based on report findings.

  • Project the changes/improvements to be made in the report.

  • Resolve misunderstandings as much as possible.

  • Review, discuss, and adjust evaluation plans as appropriate, including content needed in future reports and the schedule for future evaluation events.

  • Discuss, as appropriate, how the stakeholders can facilitate future data collection and other evaluation activities.

  • Complete the workshop session by asking each stakeholder to identify/summarize one or more salient points regarding the presented findings.
After the Workshop

  • Revise the report based on the workshop meeting, correcting all identified factual errors and ambiguities.

  • Submit the revised report to stakeholders.

  • Follow up with stakeholders to ensure that issues, if any, were resolved in the revised report.

  • Adjust plans for future evaluation activities as appropriate.

  • As appropriate, send the updated evaluation plan to the client and other interested or affected stakeholders.

  • Carry through the updated evaluation plan, according to any changes that were made.
 
This checklist is being provided as a free service to the user. The provider of the checklist has not modified or adapted the checklist to fit the specific needs of the user and the user is executing his or her own discretion and judgment in using the checklist. The provider of the checklist makes no representations or warranties that this checklist is fit for the particular purpose contemplated by user and specifically disclaims any such warranties or representations.