Doing more with less – smarter MEL for lean teams

In a world of shrinking budgets and rising demands, non-profits are often asked to “do more with less.”

But that doesn’t have to mean burnout, overwork, or compromising on impact.

Smarter, leaner Monitoring, Evaluation and Learning (MEL) can help you stay focused, effective, and aligned even when resources are tight.

By streamlining your approach, you can generate meaningful insights without overburdening your team or budget.

Start with Purpose

You don’t need to collect everything; you need to collect the right things.

Before designing surveys or creating tracking sheets, pause and ask:

  • What decisions will this data support?
  • Who will use it?
  • What’s “good enough” evidence in this context?

These questions help you prioritise what matters most. They also prevent the common trap of gathering data you never actually use, freeing up time and energy for analysis and action.

Simplify the System 

A lean MEL system is one that focuses on clarity and intentionality.

Consider choosing fewer, clearer indicators that really speak to your goals.

This is not about lowering quality. In fact, focusing your data collection often leads to better, more relevant information, it means greater intentionality.

Empower Your Team

Train staff in practical MEL approaches that don’t require external consultants or tech-heavy systems. A well-trained team with a shared understanding of why MEL matters can deliver better insights with fewer inputs.

Your MEL system is only as strong as the people using it. Equipping staff with practical, user-friendly tools and training enables them to confidently collect, interpret, and use the data.

When everyone understands why MEL matters and how it connects to their daily work, they are more likely to capture useful insights and use them to improve programmes.

Reflect Regularly

Data alone does not create change; reflection does.

Build in lightweight opportunities for your team to pause and learn together:

  • Quarterly learning huddles to review progress.
  • End-of-project debriefs to capture lessons.
  • Feedback loops to make mid-course adjustments.

These moments of reflection help you adapt in real time, avoid costly missteps, and keep your work aligned with your purpose.

Smarter, Not Harder

Doing more with less isn’t just about cost-cutting, it’s about working smarter, learning faster, and staying focused on what really matters.

A leaner MEL approach frees you to spend less time managing data and more time using it to drive change.