Practical M&E for grower groups: insights from the EO Network
December 15, 2025 | Demi Taylor
Practical M&E for grower groups: insights from the EO Network
The Ag Ex Executive Officer Network exists to support the 21 farming systems groups engaged in the network.
Supported by the SA Drought Hub through funding from the Australian Government’s Future Drought Fund (FDF), the Network helps Executive Officers build capability, share ideas, and strengthen the extension systems that underpin the primary productions sectors and drought resilience across the state.
In November, the group hosted a Monitoring and Evaluation (M&E) session with Denise Bewsell of Scarlatti and Enablers of Change, open to all staff across the groups; not exclusively Executive Officers. It focused on how groups can collect meaningful data without creating unnecessary work, and how M&E can genuinely improve program design and decision-making. It was practical, engaging and grounded in the realities of running regional projects, often with limited time and resources.
Below are the key takeaways I found most useful, that I think will resonate with grower groups.
- Start with the questions that matter
Before collecting anything, Denise encouraged groups to ask:
- What do we really need to know?
- Who needs to know it?
- What will we do once we know?
This sounds simple, but it’s the difference between meaningful evaluation and a spreadsheet full of unused data!
- Keep tools simple- ‘good enough’ beats perfect
Sometimes we feel the pressure to design complex surveys or chase large datasets with no future vision of what the data will actually be used for. Denise reminded us that the goal is gathering meaningful evidence and information you can trust enough to act on, rather than striving for statistical perfection. Short surveys, quick check-ins, and consistent core questions can tell you far more over time than a one-off comprehensive questionnaire.
- Repeat the same key questions over time
One of the strongest messages was the value of consistency. If you ask the same 3-5 questions before, during, and after activities or projects, you create a clean storyline of change. This helps us determine what is best supporting growers, whilst also making reporting easier- especially when funders ask for evidence of shifts in skills, confidence, or practice change/adoption.
- Mix methods (don’t rely only on surveys)
Surveys are useful, but they’re just one option. Denise encouraged groups to incorporate other strategies, including:
- Brief interviews or phone check-ins
- Observational data/facilitator notes from events
- Quotes and case studies
- Secondary data already being collected internally
Often, the most compelling insights come from conversations and field observations- not surveys.
- Close the loop with members
Sharing results back with growers or staff increases trust and improves response rates. It shows that their input leads to real program improvements and demonstrates how the data collected can better support. This is what turns evaluation into something that tangibly benefits growers rather than just meeting reporting requirements. A simple “here’s what we heard, here’s what we’re changing, and here’s how it could help you” goes a long way. Never forget the ‘give’ for audiences (typically growers) in everything you do.
- Build evaluation into normal workflow
The most sustainable M&E happens when it’s not an add-on or afterthought.
Designing your question bank or simple data-capture methods at the beginning of a project makes the whole process easier and more meaningful. Setting up these elements upfront allows you to track change as it occurs, rather than trying to reconstruct it and tell a story at the end.
Using the same question bank across activities, scheduling short reflection points, and embedding data capture into existing processes ensures evaluation runs smoothly in the background, rather than feeling like extra work.
Using the right tools
Denise also stepped us through the types of tools groups can use, which helped simplify what can often feel overwhelming. She explained that we have different types to choose from.
Secondary or indirect data sources
Things we already collect as part of normal operations, like:
- Admin records- money spent, participation numbers
- Observational data- how engaged participants are, the questions asked, discussions taking place
- Digital data sources- analytics from websites, socials.
- Third party evidence (isn’t direct evidence but it’s valuable for identifying trends and providing proxy indicators of adoption/outcomes)- for example, sales of a certain product relevant to your project or trial.
These low-effort tools can build a strong story over time.
The “usual suspects” (as Denise called them)
These direct approaches involve the participants and therefore, require more careful design, but provide the most direct evidence of participant experience and outcomes. There are three main types:
- Feedback forms- one-off or baseline, mid, end of project
- Surveys- annual or topic specific
- Interviews
Methods that think outside the box
Finally, she encouraged us to think outside the box, as survey fatigue is a commonly talked about phenomena in the world of ag events! So, it’s important to get a bit creative (particularly where funders require specific information).
Methods of simple yet engaging data collection include:
- Hands up during a session
- Live online polling in platforms like Slido or Mentimeter
- Post it notes for feedback/answers to questions
- Bullseye/sticker approach
- Photographs and videos
Overall, the key message was that none of these tools need to be complicated, and that choosing the simplest option that gives you useful, reliable information is often the most effective path forward.
How to get involved
The EO Network session reinforced how much value can be unlocked when groups invest in strengthening foundational skills like M&E. As someone who works in this space, I left the session with a clearer understanding of the terminology, fresh ideas, a new sense of motivation, and a reminder that good evaluation is simply good learning, and that M&E ultimately aims to support stronger outcomes for farmers- which is always our goal.
If you’d like to be part of Ag Ex Alliance, or enquire about the EO Network, please contact us here.
For further monitoring and evaluation resources:
- A series of M&E relevant papers, collated by Coutts J&R (M&E specialists)
- Seven good practices for effective extension, Enablers of Change
- Extension resources worth exploring, Enablers of Change
- Bennett’s hierarchy: a simple yet powerful evaluation framework, Enablers of Change
- Peer to peer learning start up kit, Jeanette Long & Denise Bewsell
Disclaimer:
This article was written from the individual perspective of the Ag Ex and SA Drought Hub Monitoring, Evaluation, Reporting, Learning and Adoption Officer, Demi Taylor.
The insights shared in this article are drawn from content presented throughout the online session. You can learn more about Denise via Scarlatti or Enablers of Change.
Any recommendations, suggestions or opinions contained in this publication do not necessarily represent the policy or views of Ag Excellence Alliance or the South Australian Drought Resilience Adoption and Innovation Hub (SA Drought Hub). No person should act on the basis of the contents of this publication without first obtaining specific, independent, professional advice. Ag Excellence Alliance and the SA Drought Hub and contributors to this publication may identify products by proprietary or trade names to help readers identify particular types of products. Ag Ex, the Hub, and contributors do not endorse or recommend the products of any manufacturer referred to. Other products may perform as well as or better than those specifically referred to. Ag Excellence Alliance and the SA Drought Hub will not be liable for any loss, damage, cost or expense incurred or arising by reason of any person using or relying on the information in this publication.