Guidelines for Transition Teams - The United Church of Canada

Suggested Timing for the Final Evaluations
Three Months before the Reports Are Due
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Review all the materials that have been produced. Gather up minutes, reports, and the Interim
Minister’s reports. Remember the stories together and celebrate all that has been done. Alert the
congregation that the evaluation process is starting and ask for input.
Determine who will participate in each stage of the evaluation. Besides the Transition Team,
consider approaching staff, the official board (or equivalent), or congregational members to
help with the tasks, based on their knowledge of the church and their experience with previous
evaluations. Involving these other participants increases their understanding of the evaluation’s
importance. Decide how the Interim Minister will be involved.
Determine what resources will be required and when, e.g., meeting space, food, and so on. Make
sure that sufficient finances have been allocated, and communicate widely to ensure the widest
possible participation.
Review the goals that were set at the beginning of the Interim Ministry. Now is the time to refer
to the list of possible achievements for each goal, and plan to collect both quantitative and
qualitative data to show what has happened.
Engage all stakeholders in developing the questions for discussion. Keep the focus on the goals of
the Interim Ministry: how people experienced the period, what changes happened for them, and
how they see their role in the future.
Determine what questions the congregation and staff would like included in the evaluation
process.
The Interim Minister will prepare a final report during this time as well, and will perhaps make
observations that will add to the evaluation questions.
Determine how the information will be collected, e.g., congregational meeting(s), several
focus groups, individual interviews, a questionnaire. Plan how the results will be gathered and
interpreted.
Plan the process carefully and make sure everyone knows their responsibilities.
Determine whether there are issues of privacy and confidentially involved and if so, what policies
are in place to ensure compliance. Privacy and confidentiality issues are especially important
when reviewing the work of the Interim Minister.
Two Months before the Reports Are Due
❑ Finalize the evaluation questions and decide on the process. Train leaders of focus group and
table discussions.
❑ Advertise widely and frequently to ensure maximum participation.
❑ Conduct the evaluation events, compile the information, assess the results, and draw conclusions.
❑ Report back to the congregation and allow for follow-up in case there is widespread disagreement
with your report.
❑ Share the results and the conclusions of the Interim Ministry’s evaluation with the official board
(or equivalent), congregation, and staff. Ask for their feedback.
❑ Share the results and the conclusions of the Interim Minister’s evaluation with the minister.
Ask for his or her feedback.
Guidelines for Transition Teams 37