How can you make volunteer performance evaluations constructive and respectful?

1 Set clear expectations

Before you conduct any evaluation, make sure your volunteers know what they are expected to do, how they will be assessed, and why it matters. Communicate your goals, standards, and feedback criteria clearly and consistently. Provide them with a written job description, a performance evaluation form, and a schedule of when and how often they will be evaluated.

2 Use multiple sources of feedback

Don't rely on your own observations and opinions alone. Seek input from other staff, clients, beneficiaries, or peers who work with your volunteers. Use different methods of feedback, such as surveys, interviews, self-assessments, or portfolios. This will help you get a more comprehensive and balanced view of your volunteers' performance, as well as identify their strengths and areas for improvement.

3 Focus on facts, not feelings

When you evaluate your volunteers, avoid making subjective judgments, personal comments, or emotional reactions. Instead, use concrete examples, specific data, and measurable outcomes to support your feedback. Be objective, fair, and consistent in applying your criteria and standards. Avoid comparing your volunteers to each other or to your ideal expectations. Recognize that each volunteer has their own skills, motivations, and challenges.

4 Give positive and constructive feedback

Your feedback should not only point out what your volunteers did wrong, but also what they did right and how they can do better. Start with positive feedback, highlighting your volunteers' achievements, contributions, and strengths. Then, provide constructive feedback, explaining what they need to improve, why it is important, and how they can do it. Use a respectful and supportive tone, and avoid criticism, blame, or sarcasm.

5 Involve your volunteers in the process

Your volunteers are not passive recipients of your feedback, but active participants in their own learning and development. Invite them to share their self-evaluation, goals, challenges, and suggestions. Listen to their feedback, concerns, and questions. Ask them what they need from you to succeed and grow. Collaborate with them to create an action plan for their future performance, with clear objectives, strategies, and resources.

6 Follow up and follow through

Your evaluation is not a one-time event, but an ongoing conversation. Follow up with your volunteers regularly to monitor their progress, provide ongoing feedback, and celebrate their achievements. Follow through on your commitments, such as providing training, mentoring, or recognition. Review and update your evaluation criteria and methods as needed. Show your volunteers that you care about their performance and their satisfaction.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?