When we work on development cooperation projects, one big question is: How do we know if we’re making progress, are we moving in the right direction to achieve our planned results? Tracking progress helps project teams stay on track, demonstrate accountability, and—most importantly—learn what works and what doesn’t.
Let’s start from the very beginning and have a look at the basics.
Define What “Progress” Means for Your Project
Before you can measure, you need clarity: what are the results the project is trying to achieve - and until when? Distinguish between activities (what you do), outputs (what you deliver), outcomes (the changes you hope to see in behavior, skills, or conditions), and impacts (long-term, broader changes in society, the economy, or the environment).
The matrix you develop with this kind of information is called logframe. A logframe provides a clear, logical overview of how project inputs and activities lead to specific outputs, then to expected outcomes, and finally contribute to a broader, long-term impact.
For example:
Use Simple, Clear Indicators
Indicators are the tools we use to track progress at each level along the way. They are specific signs that help us see whether something has changed. Good indicators are SMART: Specific, Measurable, Achievable, Relevant, and Time-bound.
Example are:
- Number of training sessions conducted (output indicator)
- Percentage of farmers who report higher yields after training (outcome indicator)
- Reduction in child mortality rates in the region (impact indicator)
Track Milestones, Not Just Activities
It is tempting to simply count how many tasks are completed, but what really matters are the milestones achieved along the way. Milestones are specific events or stages in a project's progression. Reaching a milestone, such as establishing a functioning local committee, shows that the project is making real progress.
Combine Numbers with Stories
Quantitative and qualitative information complement each other. Numbers show scale, but stories from community members explain meaning. A farmer’s testimony about how a new practice improved her harvest can bring life to statistics and provide valuable learning.
Review Progress Regularly
Measurement is most useful when it guides action. Even simple monthly or quarterly check-ins allow teams to adjust plans, allocate resources better, and respond to challenges before it’s too late.
Conclusion
For beginners in monitoring and evaluation, the key is not to overcomplicate things. Start with a few clear indicators, collect information regularly, and use both data and feedback from people involved. Measuring progress is not just about reporting - it is a tool for learning, improving, and ensuring that your project truly makes a difference.
If you want to learn more about results-based monitoring, join our webinar “Introduction to results-based monitoring”, which introduces the most important terms and concepts. Based on the first-hand experience of the trainers, it also gives advice on how to build up a results-based monitoring system.