Does “Learning” Part of “MEL” Working for your Project? Or are you just keeping busy?

You’re part of an important project—maybe it’s about improving education access, boosting small businesses, or strengthening healthcare services. You’re putting in the work, the team is engaged, activities are rolling out… but when someone asks, “How’s it going?” your only answer is, “Uh… we’re busy?”

That’s the trap so many projects fall into. Effort doesn’t always equal impact. And without a proper Monitoring, Evaluation and Learning System, you’re essentially running a race with no finish line. You might be covering ground, but are you getting anywhere?

An MEL system isn’t just a reporting tool—it’s a decision-making powerhouse. It tells you what’s working, what’s not, and how to fix it. It helps you stop measuring busyness and start measuring results.

What Is an MEL System (and Why Should You Care)?

A Monitoring, Evaluation and Learning system is not just about tracking activities—it’s about understanding impact. It’s the engine that drives learning, accountability, and better decision-making. A strong MEL system tells you:

• What’s working (and what’s not)
• Whether your project is achieving real change
• How to improve programs in real time
• Where to focus resources for the biggest impact

Without a proper system in place, you risk spending years running programs without ever knowing if they’re making a real difference.

Signs Your MEL System Needs an Overhaul

It’s Just Counting Things

If your reports are full of numbers with no insight into learnings and impact, your MEL system is more of a bookkeeping exercise than a decision-making tool. For example: “We trained 500 teachers.” So what? A good M&E system would track whether those teachers are actually using their training in the classroom.

It Doesn’t Ask the Right Questions

Instead of just measuring what was done, ask what changed because of what was done. For example, instead of just tracking the number of policy dialogues held, measure whether those discussions led to policy changes or shifts in government priorities.

Data Gets Collected but Not Used

If your team is drowning in Excel sheets but has no idea how to use the data to improve programmes, your system isn’t working for you. Solution? Make MEL part of decision-making processes, not just reporting requirements.

It Doesn’t Track Long-Term Change

Immediate feedback is helpful, but lasting impact takes time. If your system only collects data immediately after activities, you’re missing the full picture.

Instead of just asking participants if they enjoyed a training session, check in six months later to see if they’re still using the skills they learned.

How to Build an MEL System That Actually Works

Start with the End in Mind

Define clear outcomes from the beginning. Instead of focusing on what you’re doing, focus on what change you want to see.

Make Data Useful for Decision-Making

Don’t collect data just for the sake of it. Ensure that your MEL system feeds into project planning and improvements. For example, if data shows that people aren’t using new health services, dig deeper—maybe access barriers need to be addressed.

Measure What Matters

Move beyond just counting activities. Track:

• Knowledge retention (e.g., % of participants recalling key concepts after 3 months)
• Behaviour change (e.g., % of trained farmers applying new techniques)
• Community impact (e.g., % increase in people accessing services due to policy advocacy)

Make MEL Part of Everyday Work

• MEL should be built into the project workflow, not something done at the end just to satisfy donors.
• Encourage teams to reflect on data regularly and use insights and learnings to adapt programs.

Use Stories & Testimonials (But Back Them with Evidence)

• Numbers don’t always capture the full picture. Complement quantitative data with case studies and testimonials that show real impact. For example, instead of just stating, “500 women received business training,” highlight a case where one woman used her training to start a thriving business.

A strong MEL system isn’t just about tracking numbers—it’s about measuring change, learning from experience, and making better decisions. If your current system isn’t helping you understand whether your work is truly making a difference, it’s time for a rethink.

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