Evaluation Without the Burden: Three Shifts That Change How You See It

By Audrey Fallis

Over the last few years, one of my greatest professional joys has been helping community-based organizations discover the power of evaluation. 

But I don’t mean the kind of evaluation that can often come to mind for nonprofits–a process that demands complicated surveys and data processing tools and hundreds of hours of staff time. I mean the kind that can flow seamlessly into your day-to-day activities, reveal and deepen your impact, and connect your programs to your community more deeply to your work than ever before. 

Before joining Emergence, I was really only familiar with the former–the kind of burdensome process that tends to give evaluation a bad name. I worked with a program that had hired evaluators from outside our Indigenous community. Without grounding in our community or cultural norms, there was a significant disconnect that made their recommendations feel cumbersome rather than illuminating. We spent valuable time helping them make sense of a context they had never really engaged with–and it made the process more extractive and less supportive. 

Most importantly, their work didn’t accomplish what I now know is the true benefit of evaluation: understanding how we can serve our communities more effectively. 

So what has changed? My experiences in the CGU Master’s program in Evaluation and Applied Research, together with hands-on work alongside our clients, have deepened my commitment to building evaluation approaches that honor the lived realities of organizations and their communities.

My wish is for more organizations to see the true beauty of evaluation that works for–and not against–you. In that spirit, here are three things that will get you excited about what evaluation can bring:  

Photo by Tanka Fund

In reality, evaluation is simply a structured way to understand how a program is performing and whether it's achieving its intended impact. Many organizations are already engaging in informal evaluation practices without even realizing it—through staff debriefings, team meetings, or reflective supervision sessions. For example, our clients at Shared Waters Tribal Home Visiting have a model that includes reflective supervision twice a month. These discussions generate notes that capture valuable insights. That kind of qualitative information—observations, experiences, interactions—is data. Whether or not it's formally labeled as evaluation, it can still be used to measure progress, assess effectiveness, and guide program improvements.

Bottom line: evaluation doesn't have to be a rigorous or burdensome process, which is a common misconception that often discourages nonprofits from engaging in it.

Photo by Makoce Agriculture Development

Evaluation is most effective when it’s built into a program from the very beginning—not treated as something to add on after the fact. Early on, it’s important to ask foundational questions: What is the true purpose of the program? What change are you hoping to see? And if that change happens, what would it actually look like for the community? These questions help clarify intent and establish a vision for success right from the start. They also help you define what’s most important to evaluate, making it easier to track progress and assess impact over time.

From there, evaluation becomes an ongoing process of learning and refinement. I often compare it to trial and error in our personal lives—for example, planning to become a social worker might involve going to school, earning a degree, and finding a job. But if things don’t go as planned, you step back, reassess, and adjust your approach. That’s evaluation in action. 

Shared Waters offers a strong example of this through their use of the PDSA cycle—Plan, Do, Study, Act. It’s a straightforward framework that encourages programs to plan thoughtfully, act intentionally, study results, and make informed changes. I appreciate how accessible this model is and have been exploring ways to simplify it even further for clients. Stripping away the jargon reveals what evaluation really is: a natural, continuous process of improvement that supports a program’s effectiveness and impact.

Many nonprofit organizations are hesitant to engage in evaluation that involves community input because they worry about being a burden to those they serve—surveys, in particular, can feel tedious or impersonal, and there's a fear that constantly asking for feedback will annoy or inconvenience people. But the truth is, when evaluation methods are aligned with the needs and preferences of the community, they can actually strengthen relationships rather than strain them. Evaluation doesn't have to mean surveys; if those don’t resonate with your community, don’t use them. Choosing methods that feel accessible, relevant, and respectful to participants not only yields more meaningful insights—it also sends a clear message that their voices matter.

Shared Waters held virtual focus groups as part of a community needs and readiness assessment. Because their participants were geographically spread out, the virtual format made participation more feasible. The focus groups offered space for honest conversations about how the program was working, where improvements were needed, and what impact people were experiencing. But what stood out most was what happened afterward: several participants reached out to express gratitude simply for being asked. They said being invited to share their opinions made them feel more connected to the program—as if they were part of shaping it. 

When evaluation is done thoughtfully and with intention, it becomes much more than a data collection tool. It becomes a way to build trust, foster inclusion, and deepen the connection between a program and the community it serves. That’s when the true value of evaluation emerges.

Connect with us for a one-time evaluation coaching session!

Audrey is available for consultations on developing evaluation strategies that work for your community. Reach out to learn more by emailing Audrey at audrey@emergencellc.co.

About Audrey

Inspired by her deep belief in the wisdom and insight of community members, Audrey serves as Emergence’s in-house evaluation expert. She provides organizations with a foundational understanding of the power of community-grounded evaluation practices to gather essential information from those they serve. Audrey focuses on making evaluation accessible to any organization, regardless of size or budget. She partners with organizations to co-design culturally-relevant data collection and analysis strategies that align with the needs of organizational leaders, staff, and community members. Audrey is excited to help more organizations recognize how evaluation can inform their work and deepen their community impact.