Strong monitoring and evaluation (M&E) systems help organizations understand whether their work is actually making a difference. When done well, M&E supports learning, improves performance, and informs better decisions. Strengthening and improving these systems doesn’t require overcomplication but clarity, consistency, and regular reflection.

Steps for creating a strong M&E system:  #

• Review and Clarify Existing M&E Practices
  1. A practical first step is to take account of what already exists. Mapping out current steps to improve M&E systems helps identify gaps, overlaps, or processes that are no longer useful. This helps to keep the focus on improving what matters, rather than adding unnecessary layers.

• Improve Internal Data Management

1. 1. Weak data management can undermine even strong M&E designs. Internal data management improvement involves:
      1. Standardizing data collection formats
      2. Clearly defining how data is stored and accessed
      3. Ensuring data is regularly updated and documented
      4. Simple systems that staff actually use are often more effective than complex ones.

• Use Digital Tools Thoughtfully
  1. Integrating digital tools in M&E, such as mobile data collection apps or basic dashboards, can improve efficiency and reduce errors. Instead of adopting technology for its own sake, the key is to choose tools that fit staff capacity and organizational needs. 

• Strengthen Governance and Accountability
  1. Clear governance makes monitoring systems work in practice, not just on paper. When roles are clearly defined, reporting timelines are realistic, and performance is tracked regularly, M&E becomes a shared responsibility rather than an afterthought. This kind of structure helps teams stay coordinated and focused on what the organization is actually trying to achieve.

• Focus on Data Quality and Learning
  1. For results to be credible, organizations need to pay close attention to data quality. Regular checks and simple validation steps help ensure the information being collected can actually be trusted. At the same time, building in system reviews and feedback loops gives teams space to reflect on what the findings are saying, learn from experience, and gradually strengthen the M&E system over time.

When M&E systems are practical, transparent, and linked to decision-making, they become a powerful tool for learning, not just reporting.

List of recommended resources #

For a broad overview #

M&E Systems for Capacity Strengthening

This brief by INTRAC gives an overview of Monitoring and Evaluation (M&E) systems for capacity strengthening work. The brief introduces some simple terms and concepts involved in an M&E system as well as further resources looking at some of the tools used to monitor and evaluate capacity strengthening work. 

Monitoring and Evaluation Systems Strengthening Tool – MESST

The Monitoring and Evaluation Systems Strengthening Tool (MESST), developed by Hardee K, supports strengthening monitoring and evaluation systems by helping programs assess how data are collected, managed, and reported. Using three concise checklists, it reviews M&E plans, data management capacity, and reporting systems. Endorsed by major global agencies, the tool helps stakeholders identify practical gaps in data quality and indicator reporting.

For in-depth understanding #

Developing M&E Systems for Complex Organisations: A Methodology 

This paper by Nigel Simister describes a methodology for designing an M&E system and covers the stages involved in the process. Simister also addresses some of the technical issues that arise when designing M&E systems for complex organisations.

Ten Steps to a Results-Based Monitoring and Evaluation System: A Handbook for Development Practitioners

This handbook by Jody Zall Kusek and Ray C. Rist presents a clear ten-step framework to support development practitioners in designing and establishing results-based monitoring and evaluation systems. The model starts with a readiness assessment and then guides users through system design and management, with strong emphasis on long-term sustainability.

Case study  #

Monitoring and Evaluation System: The Case of Chile 1990-2014

The objective of this paper by Marcela Guzman, Ignacio Irarrazaval, and Boris de los Rios is to give a broad view of the Monitoring and Evaluation Systems in Chile, distinguishing the three stages and providing lessons for other countries that are developing their own systems.

Stakeholder Perspectives on e-Health Implementation in Armenia

This paper by Marianna Koshkakaryan and Adanna Chukwuma examines Armenia’s e-health system as a means of strengthening monitoring and evaluation systems in the health sector. It highlights how the system improves transparency, accountability, and performance-based financing by linking service use to budgets, while also noting scale-up challenges related to sustainability and capacity. 

References #

Improve Your Monitoring and Evaluation (M&E) Capacity and Skills

M&E Systems Strengthening