📊 Impact Measurement Guide

Impact Measurement Guide – The Trend Vault

Demonstrate Your Value, Tell Your Story, and Drive Continuous Improvement

Why Measurement Matters

You’re doing important work, but can you prove it? Impact measurement transforms your activities into evidence, your anecdotes into data, and your passion into persuasive proof of value. Whether you’re applying for grants, recruiting volunteers, or simply wanting to improve, understanding and documenting your impact is essential.

This guide demystifies evaluation, provides practical tools for data collection, and shows you how to use your findings to strengthen your community project and communicate your success.

The Case for Evaluation

💰

Secure Funding

Funders demand evidence. Data on outputs and outcomes makes grant applications compelling and competitive.

📈

Drive Improvement

Measurement reveals what’s working and what needs adjustment. Data-driven decisions lead to better programs.

📣

Tell Your Story

Numbers give credibility to narratives. Combining statistics with stories creates powerful communication.

🎯

Stay Accountable

Tracking progress keeps team focused on goals and demonstrates stewardship to stakeholders and community.

🤝

Build Partnerships

Credible data attracts partners. Organizations want to collaborate with effective, professional operations.

🌱

Scale Success

Evidence of impact makes case for expansion. Data shows what’s replicable and where to grow.

Understanding Key Evaluation Concepts

Inputs, Outputs, Outcomes, and Impact

Evaluation follows a logical progression from what you invest to what you ultimately achieve.

Level	Definition	Examples	How to Measure
Inputs	Resources invested in program	Funding, staff time, volunteers, materials, facilities	Budget tracking, time logs, inventory records
Activities	What you do with inputs	Workshops, garden work days, distributions, events	Activity logs, calendars, attendance sheets
Outputs	Direct products of activities	Number of participants, pounds of produce, workshops held	Counting, tracking systems, reports
Outcomes	Changes in participants	Knowledge gained, skills developed, behaviors changed	Surveys, pre/post tests, observations, interviews
Impact	Long-term community change	Improved health, food security, social cohesion, environment	Longitudinal studies, population data, qualitative research

📝 Example: Community Garden Logic Model

Inputs: $15,000 budget, 20 garden plots, 50 volunteers, water system

Activities: Monthly workshops, weekly work days, seasonal distributions

Outputs: 40 active gardeners, 12 workshops, 2,000 lbs produce grown

Outcomes: 85% of gardeners increased vegetable consumption, 70% learned 3+ new skills

Impact: Reduced food insecurity in neighborhood, strengthened community connections

Developing Your Evaluation Plan

Step-by-Step Planning Process

Clarify Your Goals
What are you trying to achieve? Be specific. Instead of “improve community health,” aim for “increase vegetable consumption among 50 low-income families.”
Identify Key Questions
What do you need to know? Examples: Are we reaching target population? Are participants satisfied? Are we creating intended changes?
Select Indicators
How will you measure progress? Choose 5-10 key indicators that directly relate to goals. Balance quantitative and qualitative measures.
Choose Data Collection Methods
How will you gather information? Consider surveys, observation, document review, interviews. Match method to indicator and available resources.
Create Tools
Develop specific instruments: survey questions, observation checklists, interview guides. Keep simple and focused.
Plan Data Management
How will you record, store, and analyze data? Set up spreadsheets, databases, or simple tracking forms before starting collection.
Set Timeline
When will you collect data? Baseline (before), periodic check-ins, and final assessment create complete picture.
Assign Responsibilities
Who will do what? Designate specific people for data collection, entry, analysis, and reporting.

Essential Metrics for Community Gardens

Participation Metrics

👥 Tracking Who’s Involved

Number of active gardeners: Plot holders who actively garden
Demographics: Age, race/ethnicity, income level, neighborhood
Retention rate: Percentage returning year to year
Volunteer hours: Total time contributed
Event attendance: People at workshops, work days, celebrations
Waiting list size: Indicator of demand

Production Metrics

🌱 Measuring What’s Grown

Pounds of produce: Total harvest across all plots
Variety of crops: Number of different vegetables/fruits
Donations: Pounds given to food banks, meal programs
Market value: Estimated retail value of produce
Plot productivity: Average yield per plot
Season length: First to last harvest dates

Learning and Skills Metrics

📚 Measuring Knowledge Gains

Workshop participation: Number attending educational programs
Knowledge increase: Pre/post test scores on gardening topics
Skill development: New techniques learned and applied
Confidence levels: Self-reported gardening confidence
Information sharing: Gardeners teaching others

Health and Nutrition Metrics

🥗 Measuring Health Impacts

Vegetable consumption: Servings per day before/after
Food security: USDA food security assessment scores
Physical activity: Hours per week in garden
Cooking behavior: Frequency of preparing fresh vegetables
Food spending: Changes in grocery expenditures

Community and Social Metrics

🤝 Measuring Social Impact

Social connections: New friendships, sense of community
Community engagement: Participation in neighborhood activities
Cultural celebration: Diversity of crops, events honoring cultures
Intergenerational connection: Youth and elders working together
Neighborhood pride: Improved perceptions of community

Environmental Metrics

🌍 Measuring Environmental Benefits

Green space created: Square feet converted to gardens
Compost diverted: Pounds kept from landfill
Water conservation: Rain barrels, drip irrigation usage
Pollinator habitat: Native plants, flower varieties
Carbon offset: Local food reducing transportation emissions

Data Collection Methods

Surveys

Most common evaluation tool. Can reach many people efficiently and generate quantifiable data.

📋 Survey Best Practices

Keep short: 10-15 questions maximum for higher completion
Mix question types: Multiple choice, rating scales, open-ended
Use clear language: Avoid jargon, write at 8th grade level
Offer multiple formats: Online, paper, phone for accessibility
Provide in multiple languages: Reach diverse participants
Time strategically: End of season, after workshops, annually
Incentivize: Small gift cards, produce, recognition boost response
Pre-test: Try with small group first to identify confusing questions

📝 Sample Survey Questions

Satisfaction: “On a scale of 1-5, how satisfied are you with your garden experience?”

Behavior: “How many days per week do you eat vegetables from your garden?”

Knowledge: “How confident do you feel in your ability to grow tomatoes? (Not at all / Somewhat / Very)”

Open-ended: “What has been your biggest challenge this season?”

Demographics: “What is your age range? (18-29, 30-44, 45-64, 65+)”

Observation

Watching and documenting what happens provides rich qualitative data and can capture things surveys miss.

👀 Observation Techniques

Structured observation: Use checklist to record specific behaviors
Field notes: Write descriptive notes of what you see
Photo documentation: Visual record of garden development, events
Participation observation: Join activities while noting dynamics
Time sampling: Observe at different times/days for full picture
Focus on behaviors: What people do, not assumptions about why

Interviews and Focus Groups

In-depth conversations reveal nuances, personal stories, and insights that numbers alone can’t capture.

💬 Interview Guidelines

Prepare guide: Key questions but allow conversation to flow
Start broad: “Tell me about your garden experience” before specific questions
Ask open-ended: “How has gardening affected your family?” not “Has gardening helped your family?”
Probe deeper: “Can you tell me more?” “What was that like?”
Record (with permission): Audio recording captures exact words
Take notes too: Backup if recording fails, note non-verbal cues
Respect time: 30-60 minutes typical, honor their schedule

Document Review

Existing records provide data without additional collection burden.

📁 Useful Documents

Sign-in sheets: Attendance at events and work days
Plot applications: Demographic information, motivations
Harvest logs: Production data over time
Financial records: Budget, expenses, revenue
Meeting minutes: Decisions, challenges, solutions
Photos and media: Visual documentation of growth
Social media: Engagement metrics, community feedback

Setting Up Data Systems

Simple Tracking Tools

You don’t need expensive software. Start with tools you have and upgrade as needed.

📊 Spreadsheets

Excel or Google Sheets for numerical data, calculations, charts

Good for: Tracking metrics over time, creating simple reports

📝 Google Forms

Free survey tool with automatic response collection

Good for: Surveys, registration, feedback collection

📸 Photo Library

Organized folders with dated photos

Good for: Visual documentation, before/after comparisons

📁 Cloud Storage

Google Drive, Dropbox for document organization

Good for: Shared access, backup, collaboration

Creating Data Collection Forms

🌱 Sample Harvest Tracking Form

Date: _______________

Plot Number: _______________

Gardener Name: _______________

Vegetables Harvested:

Crop 1: __________ Quantity: _____ lbs
Crop 2: __________ Quantity: _____ lbs
Crop 3: __________ Quantity: _____ lbs

Donated to food bank? Yes / No Amount: _____ lbs

👥 Sample Event Attendance Form

Event Name: _______________

Date: _______________ Time: _______________

Facilitator: _______________

Name	Email (optional)	First Time?	Zip Code
[Multiple rows for sign-in]

Total Attendance: _______________

Analyzing and Interpreting Data

Making Sense of Numbers

🔢 Basic Data Analysis

Calculate totals: Sum up outputs (total harvest, total volunteers)
Find averages: Mean values (average per plot, per person)
Calculate percentages: Portion of whole (% who increased vegetable eating)
Compare across time: Year 1 vs Year 2 growth
Break down by groups: Compare outcomes by demographics
Identify trends: Increasing, decreasing, or stable patterns
Look for correlations: Relationships between variables

Qualitative Data Analysis

Making meaning from words, stories, and observations requires different approach than numbers.

Transcribe Interviews
Type up audio recordings or organize detailed notes from conversations and focus groups.
Read Through Data
Review all qualitative data multiple times to get overall sense before analyzing.
Identify Themes
Look for patterns, repeated ideas, common experiences across multiple sources.
Code Data
Label segments with theme names. Example: mark passages about “community connection,” “skill building,” “health benefits.”
Look for Quotes
Identify powerful statements that illustrate key themes. These bring data to life in reports.
Count Frequency
How often does each theme appear? Most common themes likely most important.
Interpret Meaning
What do themes tell you about your program? What insights emerge?

Telling Your Impact Story

Combining Data and Narrative

The most compelling impact stories blend statistics with human experiences. Numbers provide credibility; stories provide connection.

📖 Impact Story Template

Hook with the why: “In our neighborhood, 1 in 4 families struggles with food insecurity and lack access to fresh produce.”

Show what you did: “This year, our community garden engaged 45 families through free plots, monthly workshops, and a tool-lending library.”

Present the numbers: “Together, we grew 2,400 pounds of fresh vegetables, conducted 12 educational workshops attended by 180 people, and contributed 300 volunteer hours.”

Share the change: “85% of participating families increased their vegetable consumption, and 70% reported feeling more connected to neighbors.”

Bring it to life: “Maria, a single mother of three, says: ‘Before joining the garden, we rarely ate fresh vegetables. Now my kids ask for tomatoes as snacks!'”

Look forward: “Building on this success, we’re expanding to serve 60 families next year and adding culturally specific workshops.”

Visual Data Presentation

Graphics make data accessible and memorable. Choose the right visualization for your message.

📊 Bar Charts

Compare quantities across categories

Use for: Harvest by crop type, attendance by event, demographics

📈 Line Graphs

Show trends over time

Use for: Growth in participation, production by month, multi-year comparison

🥧 Pie Charts

Show parts of a whole

Use for: Budget allocation, crop diversity, demographic breakdown

📸 Infographics

Combine images, icons, and numbers

Use for: Annual reports, social media, presentations

🎨 Design Principles for Data Visualization

Keep it simple: One clear message per graphic
Label everything: Axes, values, units clearly marked
Use color purposefully: Consistent colors, adequate contrast
Choose appropriate scale: Start at zero for bar charts
Include source: Note where data came from
Make accessible: Color-blind friendly, alternative text for screen readers

Creating Impact Reports

Types of Reports

Report Type	Audience	Length	Focus
One-Pager	General public, potential partners	1 page	Key highlights, visual appeal, easy to share
Annual Report	Donors, board, community	4-12 pages	Year in review, financials, stories, plans
Grant Report	Specific funder	Varies by requirements	Goals, activities, outcomes per grant agreement
Program Evaluation	Internal, stakeholders	10-30 pages	In-depth analysis, recommendations, methodology
Social Media Updates	Followers, community	Short posts	Quick wins, real-time impact, engagement

Annual Report Outline

📑 Essential Components

Executive Summary: Year at a glance, top achievements (1 page)
Letter from Leadership: Director or board chair perspective (1 page)
Mission and Vision: Why you exist, what you’re working toward (½ page)
Year in Numbers: Key metrics in visual format (1 page)
Program Highlights: Major activities and outcomes (2-3 pages)
Impact Stories: 2-3 participant testimonials with photos (2-3 pages)
Community Partnerships: Key collaborations and supporters (1 page)
Financials: Revenue, expenses, pie charts (1 page)
Looking Ahead: Plans and goals for coming year (1 page)
Thank You: Acknowledge donors, volunteers, partners (1 page)

One-Page Impact Summary

📄 One-Pager Structure

Header: Organization name, logo, tagline, year

Mission Statement: 1-2 sentences

Impact by the Numbers: 4-6 key statistics with icons

45 families served
2,400 lbs produce grown
180 workshop participants
300 volunteer hours

Featured Success Story: Brief testimonial with photo

Programs Offered: Bullet list of key activities

Looking Forward: 1-2 sentence vision for future

Contact/Support: Website, donation info, social media

Using Findings for Improvement

From Evaluation to Action

Data collection only matters if you use findings to make decisions and improve programs.

🔄 Continuous Improvement Cycle

Review findings regularly: Quarterly data reviews keep you informed
Identify what’s working: Celebrate and amplify successes
Spot challenges early: Address problems before they grow
Engage stakeholders: Discuss findings with team, board, participants
Brainstorm solutions: Generate ideas to address gaps
Implement changes: Test improvements, document adjustments
Monitor results: Track whether changes produce desired effects
Refine further: Keep iterating based on new data

Common Findings and Responses

Finding	Possible Causes	Potential Solutions
Low participation	Poor marketing, inconvenient times, lack of awareness	Increase outreach, adjust schedule, partner for promotion
High dropout rate	Overwhelmed beginners, lack of support, time constraints	Mentorship program, flexible requirements, ongoing education
Unequal outcomes	Barriers for some groups, cultural mismatch, access issues	Targeted outreach, culturally responsive programming, remove barriers
Low satisfaction	Unmet expectations, poor communication, inadequate resources	Clarify expectations, improve communication, increase support
Limited knowledge gain	Teaching methods ineffective, topics not relevant, one-time exposure	Hands-on learning, survey interests, repeated instruction

Evaluation on a Budget

Low-Cost, High-Impact Strategies

Effective evaluation doesn’t require expensive consultants or software. Start simple and build capacity over time.

💰 Budget-Friendly Evaluation Tactics

Use free tools: Google Forms, Sheets, free survey platforms
Keep forms simple: 10 questions gather useful data without overwhelming
Mine existing data: Sign-in sheets, meeting notes, photos already collected
Engage volunteers: Data entry, surveys, documentation tasks
Partner with students: University evaluation courses need real-world projects
Share resources: Collaborate with similar organizations on tools and approaches
Start small: Track 3-5 key metrics well rather than poorly tracking everything
Build incrementally: Add complexity as capacity grows

University Partnerships for Evaluation

🎓 Working with Academic Partners

Potential Partners: Public health, social work, evaluation, community development, agriculture programs

Opportunities:

Student capstone projects (free evaluation support)
Faculty research partnerships (rigorous methodology)
Service learning projects (data collection, analysis)
Graduate thesis/dissertation research (in-depth studies)

Benefits for Students: Real-world experience, community connection, portfolio building

Your Role: Provide access, context, guidance on questions and community needs

Common Evaluation Challenges

Overcoming Obstacles

⚠️ Challenge: Limited Time

Solution: Integrate data collection into regular activities. Sign-in at events, quick check-in questions, harvest logs as part of routine.

⚠️ Challenge: Low Response Rates

Solution: Survey at events when people are present, offer incentives, keep surveys very short, provide multiple language options.

⚠️ Challenge: Inconsistent Data

Solution: Create clear protocols, use standardized forms, train all data collectors, spot-check for quality.

⚠️ Challenge: Demonstrating Long-Term Impact

Solution: Start with outputs and short-term outcomes. Track participants over time. Partner with researchers for longitudinal studies.

⚠️ Challenge: Attribution (Proving Causation)

Solution: Be honest about what you can claim. Use language like “associated with” rather than “caused by.” Compare to baseline or control groups when possible.

Ethical Considerations

Protecting Participants

🔒 Data Ethics Principles

Informed consent: Explain how data will be used, get permission
Voluntary participation: No one forced to provide information
Confidentiality: Protect individual identities in reporting
Secure storage: Password-protected files, locked cabinets
Minimal data: Collect only what you’ll actually use
Honest reporting: Present data accurately, acknowledge limitations
Cultural sensitivity: Respect diverse perspectives on privacy and sharing
Benefit sharing: Participants should gain something from evaluation

Photo and Video Consent

📸 Media Release Best Practices

Written consent before taking photos of identifiable people
Separate adult and child consent forms
Specify how images will be used (website, social media, print)
Offer opt-out options (participate but no photos)
Respect cultural considerations about being photographed
Never share personal information alongside photos
Keep consent forms on file indefinitely

Evaluation Resources and Tools

Helpful Organizations

American Evaluation Association: Professional association, resources, webinars
Better Evaluation: Free online resources, frameworks, methods
National Network of Libraries of Medicine: Community health evaluation guides
W.K. Kellogg Foundation: Evaluation handbook and logic model guide
CDC: Program evaluation framework and tools

Software and Platforms

Free survey tools: Google Forms, SurveyMonkey (basic), Typeform (limited)
Data analysis: Excel, Google Sheets, free R statistical software
Visualization: Canva (free version), Google Charts, Piktochart
Project management: Trello, Asana (free for small teams)
Photo storage: Google Photos, Flickr

Templates and Examples

Logic model templates: W.K. Kellogg Foundation
Survey question banks: Community Tool Box
Evaluation plans: CDC Framework resources
Report examples: Nonprofit annual report galleries

Your Evaluation Action Plan

Getting Started in 30 Days

Week 1: Clarify Purpose

Define evaluation goals and key questions
Review existing data collection practices
Identify 5-7 priority metrics to track

Week 2: Design System

Create or refine data collection forms
Set up spreadsheet or database
Develop brief participant survey

Week 3: Prepare Team

Train volunteers on data collection
Assign evaluation responsibilities
Test tools with small pilot group

Week 4: Launch and Refine

Begin systematic data collection
Troubleshoot challenges as they arise
Schedule first quarterly data review

🎯 Keys to Evaluation Success

Start simple: Don’t overcomplicate in beginning
Be consistent: Regular data collection builds useful dataset
Use what you collect: Review and act on findings quarterly
Tell your story: Share impact widely and often
Improve continuously: Let data guide program enhancement
Celebrate wins: Acknowledge what’s working
Stay ethical: Always protect participant privacy
Build capacity: Invest in evaluation skills and systems