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Evaluation Surveys

A blog about creating, conducting and reporting on Evaluation Surveys

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Jumping In - Inviting Evaluation Survey Responses

12/6/2021

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1. Create a Contact List

- 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
          need) 
         - 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
         phone, etc.  

        - 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

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