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The following article was published in our article directory on June 18, 2015.
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Creating Evaluation Forms for Meetings

Article Category: Travel

Author Name: Brenda Robert

Holding an event such as a meeting requires a significant amount of preparation and assessment. The meeting evaluation, which is given to the participants after the event has concluded, aims to take note of aspects that may need some improvement and consideration. If your company or organization has decided to hold a meeting in the Bahamas, the best way to maximize the experience is to create a good evaluation document for the participants to answer. Who knows, maybe next year, your company will be holding an even bigger event in the islands?

No event is ever perfect; there will always be tiny drawbacks that need to be dealt with. An effective way to take note of such areas for improvement is to ask the participants themselves regarding their experiences prior to, during, and after the meeting in the Bahamas. It would be time-consuming to sit down and ask each one of them, especially if this is a big group. Meanwhile, asking them as a group in a meeting room discussion would create the possibility of leaving out some ideas and focusing on few points given by the majority.

The solution? Written evaluations forms, with the option to include their name and contact details if they want, or to leave it anonymous. Written forms are time efficient yet personal; the participants have the chance to voice out their opinions without feeling judged or misheard. Below are some considerations in creating an evaluation form for your meeting in the Bahamas.

Medium

The traditional medium used to give out evaluation forms is the pen and paper type, distributed to the participants at the end of the meeting. Though a trusted method, this can still be inconvenient for both the meeting attendees and the organizers. Some forms could go missing in the paper trail, or the handwriting of some participants might be a little incomprehensible.

Thanks to technology, there are many platforms available in creating written evaluation forms. For instance, you can create a form for free in websites such as Google Forms or Survey Monkey. Going digital for your evaluation form will be a whole lot easier and faster. As for equipment, Bahama meeting facilities are high caliber and include everything you need for your event.

Types of Questions

The questions that you will ask in your evaluation form will contribute a lot in generating helpful answers and insights from the participants. Evaluation forms, as in all types of questionnaires, must include both close- and open-ended questions. Close-ended questions are ones with choices already provided, such as "yes" or "no" and the Lickert type scale ("Disagree", "Slightly Disagree", "Neutral", "Slightly Agree", "Agree"). Open-ended items are those that can be answered in sentences or paragraphs. Both types of questions aim to serve different purposes, so be sure to use the suitable ones when designing your evaluation form. For instance, if you will be asking how they would rate the meeting room that was used, include some close-ended questions but also allow the participants to add any comments or suggestions. This will be helpful for the next meeting that you'll organize in the future.

Results Dissemination

Lastly, be sure to share the summary of the evaluation results with the participants. In professional settings, this is often expected to be sent about a week after the meeting was concluded. There's no need to send every single answer or even every bit of result. Include only those that are relevant to the participants, such as insights about the concluded meeting or what everyone thought of their fellow participants. This gesture will be very much appreciated, as meeting participants can also benefit from this and help them improve in a professional way.

Attending a meeting in the Bahamas is something to look forward to, and with the right preparation, dynamic implementation, and sound evaluation on your part, it will be an experience the attendees will cherish.

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