Get to Know Your Target Audience

Good documentation of your meeting or event will make it easier for others to quickly understand the work, support progress reporting, and simplify the final reporting to sponsors and other stakeholders.

By documenting your process, you create a clear structure for your work. This, in turn, helps you and your team identify what needs to be done and prioritized in order to achieve the project’s goals.

Tips for effective documentation:

• Save all files in one place (cloud service, hard drive, etc.) and make sure to back up your material regularly.
• Create a clear folder structure that follows the different phases of the meeting or event.
• Plan and carry out photo documentation during setup, implementation, and dismantling.

As an organizer, you can choose from several methods, but the most common and straightforward one is to collect participants’ email addresses for a digital survey sent out immediately after the meeting or event. You can also choose to conduct phone or on-site surveys, among other methods.

As a general rule, you should aim for at least a 30% response rate to ensure that your survey results are reliable and can support a sound analysis.

There are many good digital tools available on the market. Two popular examples are Surveymonkey and Google Forms.

Once your survey is completed, the real work begins—the evaluation. Consider different interpretations of the results and avoid drawing quick conclusions.

If your event is recurring, make sure to reuse the same survey so that you can compare results over time. Add new questions as needed to gather fresh insights.