has many purposes and provides many benefits both to the project
and you as an individual
far beyond helping the project continue
future. Good evaluations give you and your funders -
A strong idea of where your
personal strengths lie. This is an
invaluable reference for you!
Vital feedback to funders and
supporters of your project. An
evaluation can prove to sponsors
that they were right to invest in
you and will encourage them to
invest in you again in future. If
you fail to report your funders will
feel uninvolved and unvalued.
Provide a source of information.
At the start of your project you
researched experts in your field.
Now you are the expert so share
your knowledge! And whilst we
want all projects to be a success, problems do happen and
it is vital we learn from them. So
don’t be afraid to admit mistakes.
We all make them! It is a sign of
strength to admit them and pass
on their lessons so that others do not have to repeat them.
Evaluations of successful projects
give us the evidence we need
to prove to government and aid
agencies that YLD WORKS! If we
expect people to take notice we
have to provide them with hard
evidence of what we can do. If
we do not produce reports, our
message will never be heard by
the those capable of making
policy changes. Young people are generally not
fans of evaluating - we enjoy the
action too much to sit behind
a desk and write it all down in
a dreary report. But this has to
change. Reports don’t have to
be dull - they can be colourful,
will illustrated with photographs,
entertainingly written. And with
these in hand, we know we can
change attitudes towards YLD.
Project Manager Report
Your personal diary of the project:
This is what you felt about the project’s progress on each
have really liked a highly personal
story of the project.
reports: This is written in a similar format to an evaluator’s
report. The performance reports
should be your professional take on
the success of your team and your
Project photographs: It is really
astonishing the difference a good
or bad photograph can make to a
report. So many of the photographs
we get from YLD projects are useless!
Stupid, cheesy close-ups, meaningless group photos, far away, indistinct
views. What we need are good
action shots, images showing results,
and shots of the team engaged in
doing something good. These are
invaluable and tell the story better
than words. Think carefully about
what pictures you need to tell the
most positive story about your project. We need them for the website!
Financial report: Have you kept your
accounts in order at all times? It
is incredibly important that sponsors can see their money was spent
responsibly and has been accounted
for. That is not to say your actual
spending should be exactly as you
proposed in your budget - changes
are a fact of life. But a good financial
report means that you have properly
documented all expenditures and
noted any changes and explain discrepancies between your proposed
budget and the actual spending.
It is very important that your performance reports follow a similar
pattern. That way, we can compare each project with another and build
up a coherent
picture of what is happening in the field. Below is a generic template for
manager’s performance report. Use it to help us achieve consistency.
Project Name -
Organisation in Charge -
Name, Address, Contact Name, Email,
Project Summary -
Context, Methodology Used, Project Analysis according to the goals,
Human Resource Analysis, Team effectiveness, Effect on the Beneficiaries
Media Reaction and Local Awareness
Taking Photographs -
It is very important to have a visual reference of your
project so that you can
document your progress with it. Make sure that
you take several shots, you
will because you will only a few ones that are
A good photo will show what actions
the people in your team did every
day! We like this photo because it
shows young people actually doing
something - planting a tree. A common mistake is
that the photos
are taken with a poor camera and
comes out over or under-exposed.
If you take photographs in a hurry,
you will sometimes shake the camera
and get photographs that are blurry.
Another very common mistake we
see is a close up of interesting people
that fails to show what they are actually doing. Remember:
what you are
reporting on is what they are doing
not their faces, however beautiful
those faces may be!
Sponsors are always very impressed when they receive
a professionally written
financial report. These do not have to be long,
wordy documents. If you have
kept proper receipts and got your documentation
right, the facts and figures
should speak for themselves. Just makes sure you
include all expenditure and
explain any variations from the proposed budget
in an attached sheet.
Present the budget in the
currency you received the
Break down unit costs.
Cleary state and explain differences between proposed
budget to actual spending.
If you rectified budget
issues this is the place
to do it.
Present your financial report in the currency in which your sponsor
sent you the
funding,translating all costs and figures
into that currency.
It is useful, but not essential, to have a short
report from your mentor. This
does not have to be long or excessively formal.
It should just be an account
of the project from the Mentor’s general
perspective. Ask for a 2-page report
on how s/he felt the project went, focusing specifically
on their role and their
effect on the project. S/he should consider these
points:Your relationship with the project
manager and team members:
How far were you able to guide
them? How willing were they to
consider your advice?
The role and importance of a
mentor: How did your presence
add or detract from the success of
the project. Do you think a mentor was essential to the project’s
success? Explain your answers.
Team development: In your opinion, what did the team learn
from you and from taking part
in the project. Do you think the
experience was valuable to the
youth involved. In what way?
Future of YLD: After taking part
in this project, how do you feel
about YLD and its future? What,
do you feel, should be the rela-
tionship between adults and YLD?
Like the project manager’s report, it is infinitely more useful
if both evaluators’ reports, the young and the old, follow a
similar pattern. We propose each explain the following:
Contact details -
How did you get involved?-
General Reflections about YLD Back