Examining the relevance of baseline surveys for successful project identification in NGOs at Andiamo in Balaka

Baseline surveys are widely recognised as essential tools for evidence-based project identification and planning in non-governmental organisations. They provide systematic information on community needs, vulnerabilities, and priorities that should guide the design of relevant development interventions. Despite their widespread use, concerns persist regarding the extent to which baseline survey findings are effectively utilised during project identification, particularly at the local level. This study examined the relevance of baseline surveys in successful project identification among non-governmental organisations operating in Balaka District, Malawi, with specific reference to Andiamo Development Organisation and Tigawane Children’s Centre.
The study was guided by the Logical Framework Approach and Participatory Rural Appraisal, which emphasise the use of baseline data and community participation in development planning. A qualitative research design was adopted to gain an in-depth understanding of how baseline surveys are conducted and applied in project identification. Data were collected through key informant interviews, focus group discussions, and document review involving NGO staff, community members, and local stakeholders. The data were analysed using thematic analysis to identify patterns related to baseline survey use, decision-making, data quality, and participation.
The findings revealed that baseline surveys play an important role in informing project identification among NGOs in Balaka District. In several cases, baseline data were used to identify priority needs, define project objectives, and guide beneficiary targeting. However, the study also found that the utilisation of baseline survey findings was inconsistent. Baseline surveys were sometimes conducted primarily to meet donor requirements, with limited integration of findings into actual project identification decisions. As a result, some projects were influenced more by donor priorities and organisational assumptions than by empirical evidence generated from the community.
The study further revealed that a number of challenges affected the effective use of baseline surveys. These included limited technical capacity among NGO staff, financial constraints, short proposal development timelines, and weak data analysis and feedback mechanisms. Although baseline surveys generated useful information, these challenges reduced the ability of organisations to fully translate findings into practical project decisions. Community participation in baseline surveys was also found to be limited. While community members were involved as respondents, their involvement in analysing findings and influencing final project decisions was minimal, reducing community ownership and project relevance.
Overall, the study concludes that baseline surveys are recognised as valuable tools for project identification but their full potential is not always realised in practice. Strengthening staff capacity in data analysis, improving participatory approaches, and ensuring systematic integration of baseline findings into decision-making processes are critical for enhancing project relevance and effectiveness. The study contributes context-specific evidence to the literature on baseline surveys and project identification and provides practical insights for NGOs, donors, and policymakers seeking to promote evidence-based and participatory development planning in Malawi. The findings are particularly relevant for district-level programming, where limited resources demand careful project selection, and they highlight the need for aligning donor expectations with locally generated evidence to improve sustainability, accountability, learning, and long-term development outcomes across non-governmental organisations operating in similar rural contexts in Malawi.