Prerequisites

To run monitoring meetings as we propose here you will need the following:

• Agreed performance indicators/ progression criteria
• Active data capture processes

Data output specification if appropriate

Why have monitoring meetings?

Monitoring meetings are an opportunity to regularly check-in on how a service is performing against expectations, identify (and address) issues early, and ensure data quality is sufficient to deliver the planned evaluation. Monitoring meetings do not need to include the whole service design group, but would ideally bring together the commissioner, service lead, and whoever is leading on evaluation.

Frequency

Frequency of meetings will depend on contract length/ delivery period but we recommend quarterly meetings where possible, with a more in-depth review on an annual basis. 

A quarterly meeting would focus only on the three performance indicators or progression criteria selected as part of the service design process, data quality and risks to the service while an annual review would also provide opportunity to explore key successes and challenges and lessons learnt.

It is important to consider when a final monitoring meeting should take place and when your evaluation is delivered. Any evaluation to be delivered within a single contract/ delivery period should aim to provide as much learning as possible and align with commissioners timelines around decision making to avoid creating cliff edges for service deliverers and their teams.

What to include

1. A short report on performance against anticipated figures agreed for performance indicators. These should be RAG rated as per the progression criteria guidance
2. A discussion on data quality , highlighting any issues in collecting data from participants, implementing measures, and problems with data systems. 
3. Consider both of the above in relation to any previous monitoring
4. A discussion around risks to the service and or evaluation – such as staffing, systemic shocks, funding, etc. This should involve a review of a service risk log.
5. Development of an action plan to address any issues identified. If necessary improvements are not seen within the agreed timeframe it may be time for further discussions around the future of the service (see When to change direction or stop)