Here is a detailed plan for SayPro Post-Contest Analysis and Reporting, focusing on collecting feedback from participants and judges, analyzing performance, and generating actionable insights to enhance future contests.
SayPro Post-Contest Analysis and Reporting Framework
1. Objectives
- Assess the overall effectiveness and impact of the photography contest.
- Identify strengths, weaknesses, and areas for improvement.
- Collect qualitative and quantitative feedback from participants, judges, and partners.
- Generate a final report to inform SayPro leadership, stakeholders, and future planning.
2. Data Collection Components
A. Participant Feedback
Method:
- Online feedback survey distributed via email and SMS after contest ends.
- Optional in-depth interviews with select participants (especially top entries).
Survey Topics:
- Ease of registration and photo submission process.
- Clarity of contest theme and rules.
- Communication and updates during the contest.
- Judging transparency and fairness.
- Overall satisfaction.
- Suggestions for improvement.
- Willingness to participate again or refer others.
Sample Questions:
- “How easy was it to submit your entry?” (1–5 scale)
- “How well did the theme inspire your work?” (1–5 scale)
- “What was the most valuable part of your experience?”
- “What would you like us to change or improve next time?”
B. Judge Feedback
Method:
- Targeted post-contest feedback form.
- Optional video debrief or roundtable discussion with judges.
Topics:
- Scoring system effectiveness and ease of use.
- Quality and diversity of submissions.
- Sufficiency of time and support provided.
- Suggestions for refining judging criteria or scoring tools.
- Observations on recurring strengths or weaknesses in entries.
Sample Questions:
- “Did the judging platform meet your expectations?”
- “Were the criteria clear and applicable to the entries?”
- “How would you improve the judging experience?”
C. Public Engagement Metrics
Collected through SayPro’s analytics tools (website and social media):
- Number of contest entries received.
- Geographic and demographic breakdown of participants.
- Page views on the contest page and submission portal.
- Engagement rates on promotional posts (likes, shares, comments).
- Email open and click-through rates.
- Number of public votes (if public voting was enabled).
- Total reach from influencer or partner collaboration.
D. Internal Team Review
Discussion Topics:
- Technical performance of submission/judging platforms.
- Internal communication and timeline adherence.
- Resource allocation (staff, budget, time).
- Any incidents or challenges encountered.
- Recommendations from SayPro staff involved in operations.
Format:
- Internal debrief meeting with contest team.
- Shared digital evaluation form.
3. Data Analysis and Insights Generation
Tools:
- Google Forms or Typeform for survey responses.
- Google Sheets/Excel for quantitative analysis.
- Thematic coding of qualitative responses (for quotes and recurring ideas).
- Google Analytics and social media insights dashboard.
Key Analysis Questions:
- What worked well and should be repeated?
- Where did drop-offs occur (registration, submission, voting)?
- Which demographics were underrepresented?
- Were goals met (e.g., target number of submissions, regional diversity)?
- What innovations or surprises emerged?
4. Final Report Preparation
Report Components:
- Executive Summary
- Overview of contest objectives, reach, and results.
- Participation Metrics
- Total entries, demographic stats, country/regional spread.
- Engagement Data
- Social media reach, email performance, partner involvement.
- Feedback Summary
- Participant and judge feedback (with selected quotes).
- Challenges and Lessons Learned
- What didn’t work, and why.
- Recommendations for Future Contests
- Improvements in communication, judging, tech, and logistics.
- Visuals and Infographics
- Charts, maps, photos, and testimonials.
- Appendices
- Survey results, judge scorecards, sample entries (with permissions).
Format:
- PDF document with branded SayPro design.
- PowerPoint/Google Slides version for presentations.
5. Sharing and Follow-Up
Internal Use:
- Present findings to SayPro leadership and creative teams.
- Inform future planning, budgeting, and outreach strategies.
Public and Stakeholder Use:
- Publish a summarized Impact Report on the SayPro website.
- Share insights with partner schools, sponsors, and media.
- Include participant and judge quotes for transparency and credibility.
Participant Follow-Up:
- Thank-you email with highlights of the report.
- Invitation to join upcoming contests or SayPro programs.
- Request for testimonials or user stories to feature.
6. Continuous Improvement Loop
- Incorporate all learnings into the next contest cycle.
- Maintain a “Contest Playbook” updated with each cycle’s insights.
- Track improvements in performance across quarters.
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