Evaluation dissemination planning worksheet

Use this worksheet from the evaluation design stage to plan products for each readership and learning events. Update and finalize content and schedules after findings are confirmed. Focus on priority readers and methods rather than producing everything.

When to use this worksheet and what completion involves Fictional completed example

EvalCompass Worksheet

Evaluation dissemination planning worksheet

Method: Evaluation Dissemination and Communication

Basic information

Enter basic dissemination planning conditions

Completed example for this section (fictional)

This fictional example is for explanation. Adapt it to your own program. Your entries will not change.

Evaluation name: Evaluation of a community exchange program (fictional)
Planned evaluation report publication date: October 10, 2026
Dissemination planning lead: Communication staff member A
Dissemination budget (estimate): Illustrative plan of up to JPY20,000 for printing and related costs (expenditure not approved)
Dissemination period: October–November 2026

Reason for this entry: Distinguish planned communication costs from approved expenditure.

Evaluation name

Planned evaluation report publication date

Dissemination planning lead

Dissemination budget (estimate)

Dissemination period

Writing tips and explanation for this section

About this section

Enter basic dissemination planning conditions

Distinguish planned communication costs from approved expenditure.

View the method explanation

Writing tips

Follow each field’s heading to record the program name, focus, period, and other details. Leave undecided matters clearly marked as unresolved.

Read the full fictional example

Product plan by readership

Design suitable dissemination methods for each reader group

Completed example for this section (fictional)

This fictional example is for explanation. Adapt it to your own program. Your entries will not change.

Scroll horizontally to view the table

Reader group	Information needs and interests	Product type	Length and format	Distribution method and channel	Person responsible	Deadline
Participants and residents who chose not to participate	How their views were used	Summary and dialogue session	Two pages in plain Japanese, with read-aloud support	Distribution on request and at community venues	Community staff member B	October 20
Management meeting	Options for session times and budget	Decision memo	One page and an evidence table	Meeting materials	Evaluation staff member C	October 25

Reason for this entry: Select information needed for readers' decisions.

Scroll horizontally to view the table

Reader group	Information needs and interests	Product type	Length and format	Distribution method and channel	Person responsible	Deadline

Writing tips and explanation for this section

About this section

Design suitable dissemination methods for each reader group

Select information needed for readers' decisions.

View the method explanation

Writing tips

Keep the information in each row aligned. Scroll wide tables horizontally to see every column.

Read the full fictional example

Learning event design

Design briefings, workshops and other events (leave blank if none are planned)

Completed example for this section (fictional)

This fictional example is for explanation. Adapt it to your own program. Your entries will not change.

Scroll horizontally to view the table

Event name	Intended participants	Purpose (presentation/dialogue/decision-making)	Format (in person/online)	Time	Main agenda
Community dialogue on findings	Residents and operations staff	Dialogue	In person; individual explanations later on request	60 minutes (illustrative plan)	Findings: 15 minutes; checking meaning: 20 minutes; improvement options: 20 minutes; next communication: 5 minutes
Next-period planning meeting	Management meeting	Decision-making	Online	45 minutes (illustrative plan)	Review options and evidence, decide, and identify pending matters

Reason for this entry: Distinguish explanation sessions from decision meetings and estimate required time.

Scroll horizontally to view the table

Event name	Intended participants	Purpose (presentation/dialogue/decision-making)	Format (in person/online)	Time	Main agenda

Writing tips and explanation for this section

About this section

Design briefings, workshops and other events (leave blank if none are planned)

Distinguish explanation sessions from decision meetings and estimate required time.

View the method explanation

Writing tips

Keep the information in each row aligned. Scroll wide tables horizontally to see every column.

Read the full fictional example

Digital communication plan

Plan communication through websites, social media and other digital channels

Completed example for this section (fictional)

This fictional example is for explanation. Adapt it to your own program. Your entries will not change.

Publish a summary, reference period, study scope, main limitations and report link on the public page. Confirm how identifiable narratives will be handled before publication. Staff member A compiles inquiries weekly and keeps a record of public corrections.

Reason for this entry: Do not omit example anonymity or qualifications for wider sharing.

Writing tips and explanation for this section

About this section

Plan communication through websites, social media and other digital channels

Do not omit example anonymity or qualifications for wider sharing.

View the method explanation

Writing tips

Use the example as a reference and record what you have established about your own program. Distinguish assumptions and unchecked matters from confirmed facts.

Read the full fictional example

Quality checks

Check dissemination plan completeness

Completed example for this section (fictional)

This fictional example is for explanation. Adapt it to your own program. Your entries will not change.

☑ Checked: All main reader groups are identified
☑ Checked: Suitable products are assigned to each group
☑ Checked: Policy briefs are designed without jargon
☑ Checked: Learning events include dialogue rather than one-way presentations alone
☑ Checked: Each product and event has a responsible person and deadline

Reason for this entry: All items indicate that plans have been prepared. They do not mean events have occurred or understanding and use have been achieved.

All main reader groups are identified
Suitable products are assigned to each group
Policy briefs are designed without jargon
Learning events include dialogue rather than one-way presentations alone
Each product and event has a responsible person and deadline

Writing tips and explanation for this section

About this section

Check dissemination plan completeness

All items indicate that plans have been prepared. They do not mean events have occurred or understanding and use have been achieved.

View the method explanation

Writing tips

Read each item and check those you have confirmed. Do not use the fictional example’s checkbox states as findings about your own program.

Read the full fictional example

Before writing, check when to use the worksheet and what completion involves

Evaluation dissemination planning worksheet is a worksheet for applying Evaluation Dissemination and Communication in meetings or individual work. For the overall duration of the method, use “Illustrative estimate (adjust for scale and team): 1–4 weeks (including product design, production and event preparation)” as a reference, adjusting for scale and resources. Fill in what you know provisionally and leave unresolved matters as questions to check next.

When this worksheet is useful

When delivering an evaluation report to diverse stakeholders and connecting findings to actual decisions and improvements
When communicating findings to policymakers through policy briefs or learning events
When providing implementers and communities involved in evaluation with opportunities to reflect on findings relevant to them

Participants and preparation

Evaluation team and communication staff for design and writing. Appoint a facilitator for learning events.

Bring the materials used for decisions, existing data, and differing stakeholder views to help complete the worksheet.

Suggested order

1. Basic informationEnter basic dissemination planning conditions
2. Product plan by readershipDesign suitable dissemination methods for each reader group
3. Learning event designDesign briefings, workshops and other events (leave blank if none are planned)
4. Digital communication planPlan communication through websites, social media and other digital channels
5. Quality checksCheck dissemination plan completeness

Signs the worksheet is ready for review

Policy brief
Infographic or visual summary
Learning event records

Cautions for review

Assuming publication alone means findings have been disseminated. Active outreach to readers is essential.
Sending the same document to every reader. Tailoring products to readership is key to effectiveness.
Turning learning events into ceremonial briefings to avoid criticism. Designing dialogue and questions matters.

Read a completed fictional example (your entries will not change)

Fictional example; not actual results

The following is a fictional example for illustration. An evaluation of a community exchange program reports participants' experiences and barriers faced by nonparticipants.

Basic information

Evaluation name: Evaluation of a community exchange program (fictional)
Planned evaluation report publication date: October 10, 2026
Dissemination planning lead: Communication staff member A
Dissemination budget (estimate): Illustrative plan of up to JPY20,000 for printing and related costs (expenditure not approved)
Dissemination period: October–November 2026

Reason for this entry: Distinguish planned communication costs from approved expenditure.

Product plan by readership

Scroll horizontally to view the table

Reader group	Information needs and interests	Product type	Length and format	Distribution method and channel	Person responsible	Deadline
Participants and residents who chose not to participate	How their views were used	Summary and dialogue session	Two pages in plain Japanese, with read-aloud support	Distribution on request and at community venues	Community staff member B	October 20
Management meeting	Options for session times and budget	Decision memo	One page and an evidence table	Meeting materials	Evaluation staff member C	October 25

Reason for this entry: Select information needed for readers' decisions.

Learning event design

Scroll horizontally to view the table

Event name	Intended participants	Purpose (presentation/dialogue/decision-making)	Format (in person/online)	Time	Main agenda
Community dialogue on findings	Residents and operations staff	Dialogue	In person; individual explanations later on request	60 minutes (illustrative plan)	Findings: 15 minutes; checking meaning: 20 minutes; improvement options: 20 minutes; next communication: 5 minutes
Next-period planning meeting	Management meeting	Decision-making	Online	45 minutes (illustrative plan)	Review options and evidence, decide, and identify pending matters

Reason for this entry: Distinguish explanation sessions from decision meetings and estimate required time.

Digital communication plan

Reason for this entry: Do not omit example anonymity or qualifications for wider sharing.

Quality checks

☑ Checked: All main reader groups are identified
☑ Checked: Suitable products are assigned to each group
☑ Checked: Policy briefs are designed without jargon
☑ Checked: Learning events include dialogue rather than one-way presentations alone
☑ Checked: Each product and event has a responsible person and deadline

Reason for this entry: All items indicate that plans have been prepared. They do not mean events have occurred or understanding and use have been achieved.

Common errors in judgment

Treat report publication alone as completed dissemination

How to revise: Check whether priority readers were reached, understood findings and had opportunities to make decisions

Reason: Availability and usability differ.

Remove all study scope and limitations from short social media posts

How to revise: Include scope with key points and link to detailed evidence

Reason: This prevents overstated claims even when the short text alone is reused.

Editorial and checking information

Content updated: 2026-10-07Source checked: 2026-09-13 (includes AI cross-checking)No documented human reviewIncludes fictional examplesEditorial policy and scope of checking Cite this page Report a correction

References and checked sections

Communication plan
BetterEvaluation
Section consulted
Six planning elements in the main text
How it relates to the text
Plan the purpose, audience, timing, channels and resources as well as the content to communicate.
Source checked: 2026-09-13 (includes AI cross-checking)
Develop reporting media
BetterEvaluation
Section consulted
Introduction; Points to consider in choosing the format; Methods
How it relates to the text
Choose formats according to readers' information needs, preferred length, access and intended report use.
Source checked: 2026-09-13 (includes AI cross-checking)

How to cite this page

EvalCompass Editorial Team. “Evaluation dissemination planning worksheet”. EvalCompass, updated 2026-10-07. https://evalcompass.jun-nakatani.com/en/worksheets/dissemination/

Add the date you accessed the page. Text created by this site is available under CC BY 4.0. Quotations, external materials, and bundled fonts have their own terms of use. When reusing content, credit the source, link to the license, and indicate any changes.

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Change history

2026-10-07 — Corrected descriptions and procedures identified through content checks (U12). Preserved input field order, counts, labels and section structure.
2026-09-13 — Updated explanations to correspond with sources, and added method-specific fictional worksheet examples, judgment examples and revision history.