This document discusses feedback workshops, which are meetings between evaluators and stakeholders to review and discuss evaluation findings. It defines stakeholders as those involved in or affected by a program/project. Feedback workshops can be used at various stages of an evaluation to ensure findings are accurately interpreted and stakeholder perspectives are represented. The benefits include increased ownership and likelihood that recommendations will be actioned. Challenges can include time required and potential for conflicting views. Preparation, conducting, and following up on workshops is discussed.

1. Using Feedback
Workshops in Qualitative
Evaluation
By: Brianne Labute
For: Qualitative Research Methods
EDRD 6000
University of Guelph
March 3rd, 2015
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2. What is a feedback workshop?
A feedback workshop is a meeting between
evaluator(s) and stakeholders to review and
discuss the evaluation findings
Source: Brianne Labute

3. Who is considered a stakeholder?
• Key program/project staff
or volunteers,
administrators, or
beneficiaries
• Could also be external
stakeholders – not directly
involved but have a
valuable contribution –
such as community
leaders or elected officials
Source: Ridder, D . , Mostert, E . , and Wolters, H . A. (eds.) (2005), Learning Together
To Manage Together; Improving Participation in Water Management (Osnabrueck:
University of Osnabrueck, USF) , p. 11.

4. When are feedback workshops used
in evaluation?
• Can be used with any type of evaluation design – especially
useful in evaluations that use qualitative methods
• Feedback workshops can be conducted throughout the
evaluation progress (often the case in a more participatory
evaluation design); or they can be done only in the final
stages
• A report by the Kellogg’s Foundation suggests that “early
feedback and a consultative relationship with stakeholders
and project staff leads to a greater willingness by staff to
disclose important and sensitive information to
evaluators” (W.K. Kellogg Foundation, 2004)

5. Why use a feedback workshop?
• To ensure the evaluator(s) properly interpreted the data and the
values of the stakeholders are properly represented in the findings
• This is especially important when working with qualitative
data due to its rich, thick description
• To increase the understanding of the evaluation process among
stakeholders and the value of the findings
• To empower stakeholders through engagement
• To improve the accuracy of the findings
• To create discussion about how the findings can be disseminated to
influence change

6. A personal experience
Source: Brianne Labute
I was working in northern Ghana on a tourism development project. When
interviewing a group of women selling yams about their experience with tourists a
women approached us and started yelling. She said “ you people come here with
your notebooks and ask all these questions. Why! We never see changes, we need
water and better houses! We are suffering!” We were able to briefly explain that we
were not coming with any funding, rather, we were there to assist the existing
tourism association. The woman seemed only slightly less agitated. Luckily, we had
already planned a community workshop later in the week to share more about our
work. We invited her and were glad when she accepted. At the workshop there were
many questions and suggestions for us from the community members. Afterwards,
the community had a much better understanding of what we were trying to achieve
and our research was enriched by their feedback. A win-win situation!

7. • Invite stakeholders. If there are many, it is suggested you involve a
manageable subset of stakeholder representatives
• Although suggestions vary depending on the context , it is
generally suggested there be no more than 15 participants at a
workshop to allow for meaningful dialogue
• Send a workshop agenda and the draft report to participants in
advance
• Prepare materials to present the findings and guide discussion such as
a PowerPoint presentation or handouts
Tips on how to conduct a successful
feedback workshop: Preparation
Special Note: In some international contexts these steps may not be very logical.
Rather, you should consult your community contact and find out the best way to
spread the word about the workshop and planned activities. This could be an
announcement through the local mosque, sign board, etc.

8. Preparation Continued
• Determine workshop roles. Who will chair, take notes,
greet participants, etc.
• Ensure you have a meeting space conducive for good
dialogue
• If logistically possible, gathering over food and drinks is a
great way to create a comfortable space for those attending
• Meeting face-to-face is highly
recommended. If this is not
possible, other methods could be
used to collect feedback such as
online surveys or video conference
calls
Source: Brianne Labute

9. During the workshop
• Brief stakeholders on the evaluation
work and the findings
• Invite stakeholders to identify
problems of ambiguity and fact in the
findings
• Clarify any misunderstandings
• Invite participants to discuss the next steps (ie. how should
the results of the evaluation be used to make
improvements)
• Discuss how future evaluations can be improved

10. After the workshop
• Revise the evaluation report as needed
• Send the revisions to stakeholders
• Adjust plans for future evaluations (if applicable)
Source: Brianne Labute
TIP!
It is always beneficial
to reflect on how the
workshop could be
better conducted next
time. The workshop
team should keep a
notebook handy to
record any ideas.

11. What are some benefits to using
feedback workshops?
• Involving stakeholders helps ensure a
transparent process
• It produces more reliable and accurate findings
Increased ownership of the recommendations
among stakeholders
• Action on recommendations is more likely to be
taken
• Provides opportunity to build capacity among
participants

12. What are some challenges when
using feedback workshops?
• Feedback processes can be time consuming
• Feedback can be “based on facts, observation, and
past knowledge; or almost entirely subjective, based
on emotional reactions, defensiveness, loyalty (to
family, friends, or class), cultural gaps, or distrust of
outsiders” (University of Kansas, 2014b).
• There is potential for conflict
– Stakeholders may want interpret findings to their
benefit

13. References
Gullickson, R., Stufflebeam, D. (2001). Feedback Workshop Checklist. Retrieved from
http://www.wmich.edu/evalctr/archive_checklists/feedbackworkshop.pdf
Organization for Economic Co-operation and Development. (2001). Evaluation Feedback and Effective
Learning and Accountability. Retrieved from
file:///Users/briannelabute/Desktop/Feedback%20workshops/Evaluation%20Feedback%20for
%20Effective%20Learning%20and%20Accountability.pdf
The World Bank Institute. (2013). The Art of Knowledge Exchange: A Results Focused Planning Guide for
Development Practitioners. Retrieved from
http://wbi.worldbank.org/wbi/Data/wbi/wbicms/files/drupal-acquia/wbi/KEfull.pdf
University of Kansas, Work Group for Community Health and Development. (2014a). Community Toolbox:
Participatory Evaluation. Retrieved from
http://ctb.ku.edu/en/table-of-contents/evaluate/evaluation/participatory-evaluation/main
University of Kansas, Work Group for Community Health and Development. (2014b). Community Toolbox:
Obtaining and Using Feedback from Participants. Retrieved from
http://ctb.ku.edu/en/table-of-contents/maintain/maintain-quality-performance/feedback-from-
clients/main
W.K. Kellogg Foundation. (2004). Evaluation Handbook. Retrieved from
https://www.wkkf.org/resource-directory/resource/2010/w-k-kellogg-foundation-evaluation-
handbook