Asking the Right Questions: A Template for Working with External Evaluators
Districts often bring in an external evaluator when they need support beyond what their team can do alone. Sometimes it’s a grant that requires an independent evaluation. Other times it’s a large initiative that needs a careful look at results. And in many cases, districts simply cannot afford a full-time internal evaluator, so they turn to external evaluators for specific projects. Whatever the reason, the hope is usually the same: “We want someone to help us understand what’s working and what can be better.”
But here’s where things can get tricky. If the district team isn’t fully clear on what they want from the evaluation, the scope can quickly become fuzzy. Evaluators might hear, “Just tell us if the program works.” It sounds simple, but that one sentence can hide a dozen questions underneath. What does “works” mean? For whom? In what ways? Over what period of time? Without clear expectations at the start, evaluators risk producing a polished report that doesn’t fully answer the questions program leaders needed most.
I’ve seen this happen on both sides. Some evaluations give program teams exactly what they need to make informed decisions, while others leave leaders flipping through pages of data searching for meaning. The difference usually comes down to one thing: clarity. When expectations, roles, and priorities are discussed early, both the district and evaluator are more likely to produce an evaluation that is not only useful but actually used.
That’s why I created a guiding template for districts to use before they sit down with an external evaluator. Think of it as a roadmap for that first conversation — a way to turn the initial meeting from a broad discussion into a focused planning session. The template helps program managers and school leaders walk through the building blocks of their program and identify the questions that matter most.
It’s also a helpful resource for evaluators themselves. For those stepping into new projects, this framework provides a structured way to gather essential background information, clarify the intended outcomes, and set realistic expectations for the scope of work. It’s designed to make collaboration smoother on both sides.
This is what you will find in the template:
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Clarifies why the evaluation is being done and what resources, staff, and activities make up the program. This sets the foundation for aligning the evaluation with the program’s goals.
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Identifies what the program directly delivers (outputs) and what changes it aims to create in the short, medium, and long term (outcomes). This ensures the evaluation focuses on meaningful results.
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Frames the key questions the evaluation should answer and how the findings will be used. This helps both districts and evaluators stay focused on producing information that supports real decision-making.
In the end, the goal is simple: to make evaluation collaboration more intentional and effective. Clear communication at the beginning saves time, reduces misunderstandings, and leads to stronger, more meaningful findings. Whether you’re a district leader preparing for your next evaluation or an external evaluator starting a new project, this tool is a step toward building a clearer, stronger partnership.
