CONFERENCE EVALUATION

ADMINISTRATION OF

SURVEYS & INTERVIEWS

MOST COMMON ADMINISTRATION

CHANNELS

Self-completed forms

Online Printed

Interviews (face-to-face & by phone)

Individual Focus Groups

MANAGEMENT OF PRINTED SELF-COMPLETED

FORMS (DURING THE CONFERENCE)

Distribution already on seats by volunteers/hostesses at the entrance

Collection use boxes which are highly visible, attractive and with an appropriate shape (standing ballot boxes are the best option) empty boxes regularly move location of boxes if needed

Data Entry use standard coding sheets on Excel complete survey directly online (best option to reduce entry errors)

DATA ENTRY

Need a clear process if several persons enter data:

screening

numbering

entering data

archiving

double-checking data entry

Need appropriate training & supervision of data entry staff:

face-to-face training before starting

printed or online instructions

onsite support

MANAGEMENT OF ONLINE

SELF-COMPLETED FORMS

1 Select a professional survey web application* that meets your needs, and invest enough time to get familiar to it

2 Develop questionnaire on Word & contact list on Excel

3 Enter questionnaire & import contacts

4 Format/design:

tailored logo & headers,

welcome & thank you pages,

progress bar,

previous & back buttons,

page breaks with clear page titles

5 Select strategic period*, week day* & time to launch survey

MANAGEMENT OF ONLINE

SELF-COMPLETED FORMS (cont.)

6 Write the invitation & reminder emails, with a clear title & content:

customized greetings (avoid ‘’Dear participant’’),

survey purpose,

confidentiality of feedback,

completion deadline,

who to contact in case of problems,

possibility to edit responses,

signature

7 Check yourself if all skip logics work properly

8 Ask a few colleagues & people not familiar with the questionnaire to test it, and to check clarity of both invitation and reminder emails

MANAGEMENT OF ONLINE

SELF-COMPLETED FORMS (end)

9 Send invitation emails

10 Monitor number of responses per week and send reminder (1 or 2) at appropriate times

11 Close survey

12 Download results/reports (export to Excel)

Reply to emails in a

timely manner

Be ready to send Word

forms and enter

responses yourself*

Allow for flexibility re.

deadline extension

In the meantime…

KEY ELEMENTS TO TAKE INTO ACCOUNT WHEN PLANNING & CONDUCTING

INTERVIEWS

Type: structured or semi-structured

Timing (when) & duration

Channel: face-to-face or by phone

Location(s)

Selection of participants: random or pre-selection

Special requirements for focus groups:

skilled moderator who will also record interviews, transcript records and analyze them,

sound proof meeting room,

careful selection of participants, and determination of group size & composition

over-recruitment by 20%