#DevPolHack

The time for closing this experience has come.
Here are few things to keep in mind:

Congratulations on organizing your DevPolHack. Impressions and memories are still fresh, and with these last few follow-up steps, we will make sure you offer a lasting positive impression to everyone involved. Thank you for making this happen!

Now that you have your winning solution, please be reminded that the solution will need much more work to be ready for implementation. The team will commit to moving forward but your role as challenger will also be to make sure this solution is ready and implemented on the long run. Thank you for being part of this!

Winning or not, we hope the DevPolHack gave you new insights, new techniques and new connections! Make sure to share your experience by writing a testimonial to our team, or share your feedback in one of the emails you will receive from the organizers. Thank you for being part of this!

a. Follow up

The most far-reaching tangible impacts of DevPolHacks occur through follow-ups, activities carried on by you or your team after the event. Follow-ups may include developing a communication (blog, poster, meeting presentation), convening the team for a debrief, or sending a thank-you email to everyone who participates. There is no fixed recipe for follow-up activities.  But some things worked in the past and we can gladly recommend them to you. 

Organizers, this is for you!

For DevPolHack organizers, we suggest the following:

  • make a discussion of possible follow-ups part of the wrap-up activities on the last day – ensuring that the winning team’s idea (but potentially also other ideas) will be taken forward into implementation by the challenge host
  • ask each team what would be the most promising or feasible follow-up activity after the DevPolHack
  • ask each team what it would take to make that follow-up happen.

Send a thank you note to everyone

Now that your DevPolHack has ended, it is appropriate to send a thank you note to everyone who collaborated and participated. This includes:

  • Participants, of course;
  • Mentors;
  • Judges;
  • Co-organizers;
  • Sponsors;
  • And volunteers.

Ideally, you should have different messages for each of these stakeholders. After all, everyone had different responsibilities at your event. However, you can narrow your message by including:

  • Sincere appreciation for the effort, emphasizing the importance of the work of the participant, mentor, judge, co-organizer, sponsor, or volunteer;
  • One or two motivational phrases encouraging the person to keep track of other company events or DevPolHacks happening in the future;
  • A brief mention and congratulations to the winners;
  • An invitation to take part in the post-event survey (link to step 2 of this same chapter).

Here’s an example of what you could write to participants:

Dear [name of the person],

We are grateful for the dedication and effort you put into your project. You and your team at the DevPolHack have designed some powerful solutions and we are proud of your accomplishments.

We hope you enjoyed the DevPolHack as much as we did! It was fun, exciting, and challenging at the same time.

Before you go, please let us know your thoughts on the event by completing a brief survey. It will only take you 5 minutes.We would also appreciate it if you could let us know your thoughts about the event by completing a brief survey. It will only take you 5 minutes.

Keep on rocking,

name of team members

Download the template 

Post-event NPS survey 👍

Setting up an NPS survey is also extremely helpful to measure your DevPolHack performance. You might be thinking that conducting a survey is pointless, but people actually love giving their feedback.

For optimal response rates, your survey should take no longer than 5 minutes to complete.

A Net Promoter Score (NPS) is usually a method of measuring customer satisfaction. It is built around simple questions that are supposed to be answered on a scale of 1 to 10. It’s as simple as that.

But don’t forget to leave room at the end for an open-ended question.

Finally, based on their average responses, you can divide your respondent into three groups:

Promoters are pleased, and they are likely to become DevPolHack ambassadors 😉 Consider including them in promotion of next DevPolHack events and asking for testimonials that you can add to the website. A survey in the 2nd step of this chapter will help you learn from the detractors and passive or neutral participants, so you can improve the DevPolHack experience next time!

a. Monitoring and Learning

To best monitor and learn from you DevPolHack experience, we suggest organizing a survey at the end of your event. Create a survey in whatever survey format you prefer (Google Forms, SurveyMonkey or other), and on the last day of the event, share the survey with participants. We recommend that each participant fills out the survey. We have suggested two questions that we consider “a must”. Please feel free to add some more questions, if you wish to assess the venue, other details of the content or some logistics.

Note: In step 1 of this chapter, you can also find another survey suggestion that can be useful to consider as a follow-up in your thank you emails. If your DevPolHack is only online, please choose only one survey to send.

DevPolHack experience survey

Please rate the degree to which you agree with each of the following statements

(Strongly Disagree, Disagree, Neutral, Agree, Strongly Agree)

The DevPolHack:

  • Provided me with clear action steps to design digital advocacy solutions.
  • Gave me insight into valuable tools and co-creation steps.
  • Helped me build relationships with valuable mentors.
  • Provided me with a community to support my work and learn from.
  • Helped strengthen the digital advocacy ecosystem where I work.
  • Was valuable to me as a professional.

Please tell us the extent to which you agree with the following statements:

(Strongly Disagree, Disagree, Neutral, Agree, Strongly Agree)

  • After this DevPolHack, I would be interested in participating in more events like this one.
  • I would recommend this DevPolHack to other colleagues or partners.
  • I would consider to use DevPolHack for finding solutions to my digital advocacy challenges.

Challengers, this is for you!

We encourage the challenger and the winning team to report regularly on their progress and outcomes wuther through a short video with success story #DevPolHack idea implemented / or with a short email

Three months later, we recommend having a brief online session to report on progress and check on the action plan to implemnent and operationalize the proposed solution

Evaluation Survey

Experience Survey

For DevPolHack organizers, we suggest the following:

  • make a discussion of possible follow-ups part of the wrap-up activities on the last day – ensuring that the winning team’s idea (but potentially also other ideas) will be taken forward into implementation by the challenge host
  • ask each team what would be the most promising or feasible follow-up activity after the DevPolHack
  • ask each team what it would take to make that follow-up happen.

Send a thank you note to everyone

Now that your DevPolHack has ended, it is appropriate to send a thank you note to everyone who collaborated and participated. This includes:

  • Participants, of course;
  • Mentors;
  • Judges;
  • Co-organizers;
  • Sponsors;
  • And volunteers.

Ideally, you should have different messages for each of these stakeholders. After all, everyone had different responsibilities at your event. However, you can narrow your message by including:

  • Sincere appreciation for the effort, emphasizing the importance of the work of the participant, mentor, judge, co-organizer, sponsor, or volunteer;
  • One or two motivational phrases encouraging the person to keep track of other company events or DevPolHacks happening in the future;
  • A brief mention and congratulations to the winners;
  • An invitation to take part in the post-event survey (link to step 2 of this same chapter).

Here’s an example of what you could write to participants:

Dear [name of the person],

We are grateful for the dedication and effort you put into your project. You and your team at the DevPolHack have designed some powerful solutions and we are proud of your accomplishments.

We hope you enjoyed the DevPolHack as much as we did! It was fun, exciting, and challenging at the same time.

Before you go, please let us know your thoughts on the event by completing a brief survey. It will only take you 5 minutes.We would also appreciate it if you could let us know your thoughts about the event by completing a brief survey. It will only take you 5 minutes.

Keep on rocking,

name of team members

Download the template 

Post-event NPS survey 👍

Setting up an NPS survey is also extremely helpful to measure your DevPolHack performance. You might be thinking that conducting a survey is pointless, but people actually love giving their feedback.

For optimal response rates, your survey should take no longer than 5 minutes to complete.

A Net Promoter Score (NPS) is usually a method of measuring customer satisfaction. It is built around simple questions that are supposed to be answered on a scale of 1 to 10. It’s as simple as that.

But don’t forget to leave room at the end for an open-ended question.

Finally, based on their average responses, you can divide your respondent into three groups:

Promoters are pleased, and they are likely to become DevPolHack ambassadors 😉 Consider including them in promotion of next DevPolHack events and asking for testimonials that you can add to the website. A survey in the 2nd step of this chapter will help you learn from the detractors and passive or neutral participants, so you can improve the DevPolHack experience next time!

a. Monitoring and Learning

To best monitor and learn from you DevPolHack experience, we suggest organizing a survey at the end of your event. Create a survey in whatever survey format you prefer (Google Forms, SurveyMonkey or other), and on the last day of the event, share the survey with participants. We recommend that each participant fills out the survey. We have suggested two questions that we consider “a must”. Please feel free to add some more questions, if you wish to assess the venue, other details of the content or some logistics.

Note: In step 1 of this chapter, you can also find another survey suggestion that can be useful to consider as a follow-up in your thank you emails. If your DevPolHack is only online, please choose only one survey to send.

DevPolHack experience survey

Please rate the degree to which you agree with each of the following statements

(Strongly Disagree, Disagree, Neutral, Agree, Strongly Agree)

The DevPolHack:

  • Provided me with clear action steps to design digital advocacy solutions.
  • Gave me insight into valuable tools and co-creation steps.
  • Helped me build relationships with valuable mentors.
  • Provided me with a community to support my work and learn from.
  • Helped strengthen the digital advocacy ecosystem where I work.
  • Was valuable to me as a professional.

Please tell us the extent to which you agree with the following statements:

(Strongly Disagree, Disagree, Neutral, Agree, Strongly Agree)

  • After this DevPolHack, I would be interested in participating in more events like this one.
  • I would recommend this DevPolHack to other colleagues or partners.
  • I would consider to use DevPolHack for finding solutions to my digital advocacy challenges.

We encourage the challenger and the winning team to report regularly on their progress and outcomes wuther through a short video with success story #DevPolHack idea implemented / or with a short email

Three months later, we recommend having a brief online session to report on progress and check on the action plan to implemnent and operationalize the proposed solution

08. Follow up, Monitoring & Evaluation

ToolBOX Chapters

"EcoDialogue
DevPolHack:
Bridging Voices for Environmental Policy"

30-31 October’24

Sarajevo (Bosnia and Herzegovina)

HELVETAS EASTERN EUROPE OFFICE

Bern / Switzerland

Belgrade / Serbia

Ready to dive into #DevPolHack?
We welcome you on this journey with excitement

Current Hack

CHALLENGE

How might we effectively address waste disposal and management issues in Goražde, Bosnia and Herzegovina, particularly the challenges posed by illegal landfills, while ensuring sustainable solutions that meet EU standards?

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