The short answer: we measure the success of every capacity building investment twice. Right after the project, the grantee and the consultant each report on results, satisfaction and what changed. Six months later, we ask the grantee what has taken root. Funders see every report.
In short
- After every project, the consultant and the grantee each answer a short set of questions. For the consultant it's part of the contract. For the grantee it's optional, and we strongly encourage it.
- Six months later, we email the grantee two questions about what has changed and what's next.
- Every report goes into the Impact Browser in our CRM. Our team reads them, and so does the foundation that paid for the work.
- The reports drive our quality assurance and the ratings on consultant profiles.
Step 1: Right after the project
When a project ends, we send questions to both the consultant and the grantee. The consultant must answer: it's part of their contract. The grantee doesn't have to, but we'd love them to.
We ask about impact already at this stage, because a lot has happened by then. Projects usually run 3 to 6 months. A leader who has had coaching is often already leading differently by the end of it. A team that has built a strategy can already tell whether it will carry them through the months ahead. These are the first traces of impact, and we want to capture them while they're fresh.
The grantee's questions
- To what extent did the project meet your expectations? Give a rating from 1 to 7 and explain it.
- What worked particularly well?
- What could have been better?
- What did your organization learn?
- What has changed in your organization as a result of the project?
- How likely are you to recommend this consultant, on a scale of 0 to 10?
- What are your organization's next priorities for its development?
The consultant's questions
- To what extent did the project achieve its expected results? Give a rating from 1 to 7 and explain it.
- What work did you do, and did anything change from the statement of work?
- How did the collaboration with the grantee work?
- What was achieved, what got in the way, and what did you learn?
- What should the organization work on next?
We developed these questions with Tristan Minihane, then at Choose Love, and Jan Kroupa, philanthropy consultant. Thank you to both.
Step 2: Six months later
We recently added a second step. About six months after the project ends, we email the grantee two questions. Again, replying is optional, and we're always glad when they do.
It's been about six months since your consulting project with [consultant] was completed, and we'd love to hear how things are going.
- Looking back: What changes or improvements have you seen in your organization as a result of the project? Even small examples are valuable to us.
- Looking ahead: What are your current organizational development priorities, and is there anything we could help you with?
Just reply to this email in your own words. A few sentences are absolutely fine.
This is where the lasting changes start to show: the plan in use, the new system working, the board meeting differently.
Who sees the reports
All reports go into the Impact Browser, a section of our CRM.
- Our team. The Nonprofit Builder team member who looks after that grantee reads every report, and the wider team monitors them across all projects.
- The foundation that paid for the work sees the reports for its grantees, with scores and full comments.
- The consultant sees the grantee's report if the grantee allows it, and the grantee sees the consultant's report if the consultant allows it.
So either side can tell us something sensitive without the other reading it. It still reaches our team and the funder.
How we use the reports
- Quality assurance. If something in a report isn't satisfactory, we follow up with both the consultant and the grantee to see what we can do.
- Consultant ratings. Grantee scores build each consultant's rating. We show it on the consultant's public profile when their average is 8 out of 10 or higher.
- Learning. The "what next?" answers show where each grantee wants to go, and across hundreds of reports they show what organizations need. We publish what we learn each year in the State of Nonprofit Capacity Building.
In one method, we check the quality of the work, how satisfied the grantee is, how the relationship went, and, six months on, the first evidence of lasting impact.
For the wider question of how funders can measure capacity building impact, see our field guide: how do you measure the impact of nonprofit capacity building?
Related: organizational assessment for your grantees, and the funder guide.
Frequently asked questions
How do you measure the success of capacity building in nonprofits?
With two short reports after every project, one from the grantee and one from the consultant, and a follow-up email to the grantee six months later. Together they cover satisfaction, the working relationship and the first signs of impact.
How do funders measure the success of capacity building investments?
Look at three things: satisfaction with the work, what changed in the organization, and whether those changes last. Our method covers all three with two reports at the end of each project and a follow-up six months later. To put a value on it, see how to calculate the ROI of capacity building.
How soon can you see the impact of capacity building?
Often during the project itself. A leader being coached usually starts leading differently within weeks. Lasting changes, like a strategy in use or new donor relationships, show more clearly after about six months.
Do grantees have to fill in a report?
No. It's optional for grantees, and we encourage it. Consultants must submit theirs as part of their contract.
Who can see the reports?
Our team and the foundation that funds the project. The grantee and the consultant can each choose whether the other sees their report.
How are consultant ratings calculated?
From grantees' 0 to 10 recommendation scores. A consultant's average appears on their profile when it is 8 or above.
Can we use your questions?
Yes. The questions are published under CC BY 4.0, so you can copy and adapt them, with credit to Nonprofit Builder. The end-of-project questions were developed with Tristan Minihane and Jan Kroupa.
Want to see the Impact Browser for your grantees?
Book 45 minutes with Anna Kondratyuk, our CEO, or send us a message.