Communicating evaluation results to stakeholders

Marie Gervais, PhD., CEO Shift Management Inc.

Can you explain a bit about your evaluation backgroud?

Use the chat box

Consider these themes:

1. Who are the stakeholders?

2. What would be the best

communication strategy?

3. Decide what to include in the

report, and in the presentation

4. Invite discussion,

engagement and follow up

BACKGROUND: What positions do they hold, what do you know about them, what is their decision making power?

INTEREST: What is their interest and time commitment for this?

POLITICS: Are they funding the evaluation, or who is the funder?

Who are the stakeholders?

RESULTS: How will stakeholders use results of the evaluation?

WANT TO KNOW: What do they want to know and why?

REACTION: Are you expecting a negative response to the findings?

Who are the stakeholders?

Ideally you should know the stakeholders from the beginning of the process

Stay in touch with stakeholders and inform them of progress

Unanticipated negative results should be brought to the attention of the most receptive stakeholder with requests for advice on how to approach the issue.

Talk with the stakeholders

If stakeholders are …

1. unknown/unavailable to you

2. difficult

3. resistant to findings

4. always positive and encouraging

1. find some way to connect to the next in command. ★

2. Stay in touch more frequently. ★

3. Keep multiple proofs and clear “paper trail”. ★

4. Check that this is not a façade, don’t be blindsided. ★

What do you think about these stakeholder engagement suggestions and pitfalls?

Pick one theme you agree or disagree with and we will pass you the mic to say why

Choosing communication strategies

Throughout

pecifc

easurable

chievable

esults-oriented

ime-bound

Final report: Results first

Present in opposite order of the process: results then chronology

Engage stakeholders

Stress the “snapshot” in time

Reinforce recommendation implications, but keep actual recommendations to the end

Choosing communication strategies

During the evaluation process

Email – scheduled “check-ins”

Phone call

Short interim presentation: (what we know, what we don’t know)

Article, web communiqué, newsletter

Workshop

After the evaluation process

What are stakeholder communication needs?

Present final report in person, to all the stakeholders

Encourage interaction and questions

Remind and engage for follow up throughout

Report: what to include?

Executive Summary

1-3 pages

Reduce to essential themes

Key take-aways

Implications of recommendations

Report considerations

Reason for evaluation

Program overview

Evaluation questions

Participant description

Data collection tools and why

Strengths/limitations

Findings & implications

Recommendations

Visuals:Comparison charts

Visuals: highlight key points

Visuals: combine text with image

Beyond reports…Dissemination!

News cast presentation with stakeholders as participants on the news team

Info-mmercial, pre-recorded speculations, debate

Game to guess the findings before the report

Metaphors/comparisons: If this report were a…it would look like…

YouTube clip to set the tone

Cartoon or representative object

Report in: web friendly, print friendly, key images only

I am comfortable with using at least one of these creative

dissemination ideas.

Agree or Disagree

Get the stakeholders talking…

How much are they personally interested in the results? How much do they think the org should be interested?

What recommendations would they support, why?

How many ways can you show the evidence?

What are the costs, risks and benefits of the recommendations?

Who stands to gain or lose?

Engage and discuss

Follow up on recommendations

Climate for action:

Realistic

Unbiased

Fact-based

Hot data cool approach

Actionable action:

Priority

Alignment

Timing

Purpose and scope

Efficacy

Type of action required

PROCESS OF RECOMMENDATIONS ACCEPTENCE GROWTH:

Story 1: Rejection of negative findings

Story 2: Surge forward after admitting the problem

Story 3: Results beyond recommendations:- Line analysis

- Sexual harassment claim resolved

- Cafeteria changed

Story 4: Climate change as a result of training

Some case studies: 1. Olymel training evaluation results

EVALUATION ISSUES:

VALIDITY & RELIABILITY:

- Employer partners did not fulfill obligations

- ITW partners were inconsistent in application of pilot

SCOPE:

- Most popular modules data good

- Least popular modules insufficient data

UNEXPECTED VARIABLES;

- International “viral” growth, low local adoption

Some case studies: 2. Work and Culture Online project

INCIDENT APPROACH TO COMMUNICATION OF FINDINGS:

Incident 1: food safety

Incident 2: worker safety

Incident 3: climate of bullying and fear

Incident 4: insufficient training on critical processes

Problems explained through 4 key incidents to engage stakeholders WITH company strengths to address problems. Legal and ethical implications ignored by stakeholders.

Some case studies: 3. Meat processing plant

SYSTEMATIC RESPONSE TO RECOMMENDATIONS:

Business results - Sales promoted over profit, ruining company- Owner interference needed to be mitigated- Too many low return products Company climate results- Attitude of caving to employee demands without addressing root

of problem- Homogeneous group think mentality marginalized women and

visible minorities Strong technical and business thinking upper management but

weak understanding of people processes

Some case studies: 4. Manufacturing company business

evaluation

Questions and comments?Use the chat box or

ask to speak and we will give you the mic

THANK YOU FOR

YOUR ATTENTION!

Marie Gervais, PhD., CEO Shift Management Inc.

marie@shiftworkplace.com

http://shiftworkplace.com

780 993 1062 c| 780 454 5661 o|

@shiftworkplace @workandculture

Shift thinking. Drive

learning. Get results.