Benchmarking

4. Collecting Information

4.1 Approach those organisations with whom you want to make comparisons.

• Use any existing contacts to make the initial approach, or contact your opposite number.
• Explain the objectives of the study and emphasise its mutual benefits.

4.2 Draw up a benchmarking agreement or use a standard agreement. This should include:

• What information you want to exchange.Never ask for information that you are not prepared to share in return.
• How you will use the information.
• Who will use the information.
• How and when you will collect the information.

4.3 Decide how you want to collect data.

• Simple operational data can be exchanged by using a questionnaire - either by post or through a phone survey.
• A site visit will give you a much better feel for the environment in which your partner operates.Use a checklist and visit in pairs. (Two people may find it easier to get complete, objective information and impressions.)

4.4 Send copies of your visit reports to the partner organisations so that they can verify the facts and figures.

Invite your partners to conduct similar visits.

• They can collect information on you.
• You can hear their views on how you operate.