Collect your data
Data collection tools are the methods you use to gather information about your evaluation measures, such as attendance registers, surveys and interviews.
Data collection tools for evaluation
The information they collect tells you whether your activity met its goals. Most activities use several tools, and choosing the right tool for each measure shapes how you report your findings and share your impact. Start by establishing your success measures, then choose the tools that will measure them.
Process data collection tools
Process data shows how your activity was delivered: what you did, how often and who took part. Common tools include:
- training calendars
- attendance registers
- listener or viewer numbers
- partnership registers
- meeting minutes
- progress reports
- activity tracking spreadsheets.
Impact data collection tools
Impact data shows what changed because of your activity, such as people’s knowledge, attitudes or behaviour. Common tools include:
- surveys and questionnaires: collect responses from many people quickly
- feedback sheets: quick reactions at the end of a session or event
- focus groups: small-group discussions that explore people’s views in depth (see consult your community)
- interviews: one-on-one conversations for detailed insight
- participant observation: watching and recording what happens during an activity
- yarning circles: a culturally safe, conversational way of sharing stories and information, used with Aboriginal and Torres Strait Islander communities.
Collect data safely and ethically
When you collect information from people, you’re responsible for minimising the risk of harm. That includes getting informed consent, keeping responses confidential and storing data securely. Find out more about ethical and legal considerations.
Report and use your data
Review your findings
Once you’ve collected your data, use it to reflect on what you achieved against your original goals. Ask:
- Does the data show you met your targets? If not, why?
- Were there any unexpected findings?
- What can you learn from the findings?
- Who did the activity have the most impact on?
- What would you do differently next time?
Get help from an evaluation partner
A researcher or external evaluator can give expert advice on how to measure your success. Bring them in before your activity starts, so they can guide what data to collect and when.
Local Drug Action Teams can find templates and guidance in the LDAT evaluation tools.
Last reviewed: 30 October 2026