Project evaluation: the basics, an example and a template

Article by: Sheryl Lynn Baas

Last update: November 21, 2024

Project evaluation: this article explains what a project evaluation is, why it is important and how to set up and carry out an evaluation process. Using a real-life example, the process is then made more tangible. Finally, it discusses how to optimise evaluations using a project evaluation checklist and template. Enjoy reading!

What is a project evaluation?

A project evaluation is a systematic process in which the performance, results and processes of a completed project are analysed. Its purpose is to learn from past experiences and make necessary improvements for future projects.

Project evaluations are applicable to any type of project, large or small, and involve a thorough reflection on both successes and challenges. It revolves around questions such as:

Were the goals of the project achieved?
What obstacles did we encounter and how were they addressed?
What lessons can we take back to future projects?

Importance and benefits of project evaluation

An effective evaluation not only strengthens the quality of future projects, but also improves team dynamics, processes and project execution in general within an organisation. Thus, a well-done project evaluation offers several benefits.

1. Insight into performance

It helps to identify and retain strengths within a project and within a team.

2. Learning from mistakes

By getting areas for improvement clear, you avoid repeating the same problems and learn from mistakes.

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3. Strengthening cooperation

Involving project stakeholders in the process encourages transparency and trust.

4. Optimisation of processes

Concrete recommendations from a project evaluation make future projects more efficient and successful.

Moreover, systematic evaluation supports a culture of continuous learning within an organisation, which is crucial for long-term success.

How to conduct a project evaluation? A roadmap and checklist

Below we discuss the main steps to carry out a project evaluation effectively. You can use this as a guide to set up your own project evaluation.

1. Preparation of the project evaluation

Preparation is an essential first step. Collect all relevant project documents and set clear goals for the evaluation. In addition, put together a team responsible for the evaluation process. An evaluation meeting can be planned in advance.

Preparation checklist:

Are all project goals clearly formulated?
Are project reports, KPIs and other data available?
Are key stakeholders involved?

2. Data collection

Data collection forms the basis for objective evaluation. This can include both quantitative data (such as budget and timelines) and qualitative feedback from team members. Asking targeted questions is crucial for an effective evaluation. Below are some sample questions.

Evaluation project questions:

Which objectives were achieved and which were not?
What were the biggest obstacles during the project and how did we deal with them?
How was the cooperation within the team?
How effective were the tools and techniques used?
What are the main lessons learned?

3. Analysis

During this phase, the data collected is analysed to draw conclusions about the success of the project. A project evaluation template can help provide structured insight here. You will find a downloadable template later in the article.

Some template components:

Project goals: overview of goals achieved and not achieved.
Success factors: what worked well and what contributed to success?
Areas for improvement: what went less well and how can this be improved?
Lessons Learned: concrete recommendations for future projects.

4. Discussion and reflection

Organise an evaluation session with the team and relevant stakeholders to discuss the findings. This provides additional insights and strengthens support for improvements.

Questions to ask:

Were the available resources and time adequate?
How effective was communication within the project team?
What can be improved in future projects?

5. Reporting and application

Document the results of the evaluation in a report that is clear and useful for future projects. Use the recommendations to draw up concrete action plans for application in the future.

Project evaluation in practice: an example

IT system migration
The following is a worked example of a project evaluation, based on an IT system migration project. This example uses the roadmap described earlier to carry out this project evaluation.

1. Preparation

Project description:
The organisation was conducting a migration from an outdated IT system to a new cloud-based system. The aim was to improve the performance, security and scalability of the IT landscape. The project had a planned lead time of six months and a budget of €250,000.

Purpose of evaluation:

Assess whether the project goals were met.
Identify areas for improvement for future IT projects.
Strengthen cooperation between the IT department and other teams involved.

Preparation activities:

Collect documents: project plan, status reports, KPIs, budget overview, and user feedback forms.
Identify stakeholders: IT team, project manager, executives, and end users.
Planning review meeting: scheduled a reflection session with the project team and a separate feedback session with end users.

2. Data collection

Quantitative data:

Time: the migration was completed in seven months, one month longer than planned.
Budget: the project stayed within budget, with an expenditure of €245,000.
KPIs:

System performance improved by 30%.
Downtime during migration was limited to 8 hours, which was below the allowed 12 hours.

Qualitative data:

Team feedback:

IT team felt communication within the team was well organised, but external teams did not feel sufficiently involved.
Stress levels were high during critical phases due to tight deadlines.

User feedback:

End users found the new system intuitive, but more training was needed to learn how to work with it.

Stakeholder questions asked:

What challenges did you experience during the migration?
What did you think of the communication between teams?
How do you rate the end result?

3. Analysis

The data collected were analysed using a project evaluation template.

Project goals:

Achieved: improved system performance, enhanced security and scalability.
Not fully achieved: planned timeline was exceeded.

Success factors:

Clear planning and division of tasks within the IT team.
Limited downtime during migration, thanks to extensive testing beforehand.

Challenges:

Insufficient communication and end-user involvement in the initial phase.
Training was too limited, leading to user frustration.

Lessons learned:

Start involving end-users earlier in the project.
Schedule more time and resources for training and post-migration support.
Provide more realistic timelines in complex IT projects.

4. Discussion and reflection

An evaluation session was organised with the project team and a separate feedback round with end-users. Below are the main findings.

Project team discussion:

Positives: the team praised the technical preparation and cooperation within the IT team.
Areas for improvement: better communication with external teams and a more realistic project plan.

User feedback:

Users appreciated the improved system performance, but indicated that additional training was needed to take full advantage of the new system.

5. Reporting and application

Conclusions:

Success: the project has largely achieved its intended goals (improved performance, security and scalability).
Areas for improvement: the time overrun and limited end-user involvement showed that communication and planning need to be improved.

Recommendations:

Involve end users earlier: organise workshops or feedback sessions during the planning phase.
More focus on training: set up a comprehensive training programme before the migration takes place.
Use timelines more broadly: schedule a time buffer for unexpected challenges in complex IT projects.

Application for future projects:
The recommendations are applied directly to an upcoming CRM software refresh project. More time and budget are also set aside for training and end users are involved from the start.

This practical example shows how a systematic project evaluation can deliver valuable insights. By following the steps – from preparation and data collection to reporting and application – organisations can improve their project management and make future projects more successful.

Project evaluation checklist

A clear checklist helps to carry out an evaluation in a structured way. Below you will find a project evaluation checklist with once again all the questions listed.

1. Preparation

Have all project goals been clearly formulated?
Is all relevant documentation available?
Are key stakeholders involved?
Has an evaluation meeting been scheduled?

2. Implementation

Prepare a questionnaire for feedback
Collect qualitative feedback from the team
Analyse project KPIs, such as budget and time overruns

3. Analysis

What are the goals achieved and not achieved?
What were the biggest success factors?
What went less well and how can processes be improved?
What lessons have been learned and what recommendations can be made?

4. Discussion and reflection

Organise evaluation discussions and team reflections
Collect key findings

5. Reporting and application

What conclusions can be drawn?
What concrete recommendations can be made?
How will improvements be applied in future projects?

Project Evaluation Template

Besides a checklist, a standardised template also ensures structure and consistency in the evaluation process. Download our project evaluation template here to get started organising your project evaluation right away. You will find sample questions and the necessary components to make an analysis.

Download the Project Evaluation template

This template is exclusively for our paying Toolshero members. Click here to see if a membership is something for you!

To conclude about Project evaluation

A project evaluation is not only a review, but also an investment in the future. You now have the tools and information to carry out a successful project evaluation. Through a structured process, as described above, you can increase the value of your projects and continuously improve them.

It’s Your Turn

What do you think? Do you recognise the above explanation on project evaluations? Can you get started with this? Are project evaluations already being carried out within your organisation? Perhaps you have already carried out one or more yourself? Do you have any tips or additions?

Share your experience and knowledge in the comments box below.

More information about Project evaluation

Haass, O., & Guzman, G. (2019). Understanding project evaluation–a review and reconceptualization. International Journal of Managing Projects in Business, 13(3), 573-599.
Linzalone, R., & Schiuma, G. (2015). A review of program and project evaluation models. Measuring Business Excellence, 19(3), 90-99.
Thomas, W. H., Lam, R. W., Nutt, D. J., & Thase, M. E. (2018).The basics of project evaluation and lessons learned. CRC Press.

How to cite this article:
Bass, S.L. (2024). Project evaluation. Retrieved [insert date] from Toolshero: https://www.toolshero.com/project-management/project-evaluation/

Original publication date: 11/21/2024 | Last update: 11/21/2024

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Article by:

Sheryl Lynn Baas

Sheryl Lynn Baas is our Communications Manager at Toolshero and you might recognize her from our learning videos. Sheryl’s academic background is in Cultural Anthropology and Development Sociology and she is the founder of the Sheryl Lynn Foundation, a non-profit for children and education in the Philippines. She’s a jack-of-all-trades and furthermore shares her gifts as a spiritual coach, presenter and DJ. Fun fact: she is former Miss Netherlands 2006.