- Who will you talk to? Make a table containing their…
- Names and addresses (email addresses,
regular mailing addresses or phone
numbers – only the ones you’re going to
- Consent to contact information – their
agreement to be contacted
- Other information for each person that
you will use
a) as filters in the survey and/or
b) to ensure you speak to all groups
of interest or analyse their
responses e.g., demographics,
position/organization (stakeholders), services
received (participants), etc.
2. Decide on Formats and Processes
- How will you…
- Send out your questionnaires – think about how your program usually communicates with who you’re
surveying – is it by email, by phone, online or in person (drop in/ appointments/ meetings/in-class)?
This is also likely the best way to invite these individuals to your survey.
- Have respondents fill out surveys – through online questionnaires, e-forms, printed booklets, over the
- Receive the surveys back from respondents – online, via a (secure) mailbox, to a specific email address, etc.
3. Create an Invitation and a Reminder
- Write text for the format you’re using (letter, email, in-person script) and include:
- A personalized salutation
- Purpose of the evaluation – and the current survey
- Response deadline and process(es) for responding
- Likely length of time it will take them to answer the questions
- Assurance of confidentiality of responses/privacy
- Appreciation for their time and response
- Link to survey (or mention of attachment/enclosure)
- What will be done with the responses – especially if they will be receiving a copy of the totalled responses
4. Send Out Invitations, Reminders and Track Returns
- Check everyone has been sent a survey invitation or reminder. Any bouncebacks? Look for new addresses or back up contacts.
- Track the number who were unreachable – as well as those who you know were reached but:
- didn’t respond,
- partly responded (answered some questions) and
- completely responded (answered most questions)
- Calculate your response rate – this is the number who completely responded divided by the number sent an invitation (and reached) – reported as a percentage