8Mutual Performance Reviews

Training Busy StaffTraining Busy Staff to Succeed with Volunteers: to Succeed with Volunteers:

The 55-Minute Training SeriesThe 55-Minute Training Series

Copyright © 2007Betty Stallings

Energize, Inc.

Mutual Performance Reviews for Volunteers

© 2007, Betty Stallings - Energize, Inc. S-2

Introduction►What comes to mind when you hear or

see the word “evaluation”?

►People frequently have had negative experiences with evaluation in their lives.

►Be open to performance review as an affirming, mutual, sharing event.


Learning Objectives:►Define a mutual performance review process for

volunteers that fits into the total supervision and support system of the organization.

► Identify the purposes, benefits and barriers to instituting a mutual performance review process.

►Suggest procedures and tools.

►Target potential outcomes of mutual performance reviews.


4 Key Concepts1. Successful performance reviews provide a periodic

opportunity for communication between the person who assigns work and the person who performs it.

2. There are numerous benefits to volunteers and organizations when mutual performance reviews are incorporated into the volunteer management system.

3. At the heart of a good mutual performance review is a clear delineation of volunteer position responsibilities and success indicators, and a discussion of factors contributing to the outcomes of the volunteer's time.

4. Outcomes from mutual performance reviews can range from “applause” to dismissal – by the organization or by the volunteer.


Key Concept 1►Successful performance reviews provide

a periodic opportunity for communication between the person who assigns work and the person who performs it.

►They discuss what they expect from themselves and each other and how well those expectations are being met.


Performance Reviews…►Should be non-threatening,

constructive, supportive, flexible, and empowering.

►Should encourage the volunteer to stretch for high standards.

►Should determine how the organization can help the volunteer achieve his/her goals.


Essential Elements for Success ►Volunteers learn about review system

when they enter the organization.

►Mutuality is key.

►Performance reviews are based on previously agreed-upon standards, position descriptions, deadlines, etc.

►Should have no surprises.


Essential Elements for Success ►The process can be formal or informal,

depending on organization’s culture.

►Gradually invite current volunteers to participate – starting with a self-assessment.

►Schedule a specific time or it will continually be put off!


Key Concept 2►There are numerous benefits to

volunteers and organizations when volunteer performance reviews are incorporated into the volunteer management system.


Benefits of Performance Reviews

►Statement that volunteers are important and held accountable.

►Volunteers want success and feedback.►A time to express appreciation to

volunteers – “valuation feedback.”

►Time for re-negotiating working agreements.


Benefits of Performance Reviews

►Chance to plan for ways to improve volunteer performance in the future (training, new placement).

►Volunteers can express concerns and “escape” an unfavorable situation.

►Supervisor can share concerns and dismiss, if warranted.


Barriers to Performance Reviews

BarriersOur paid staff doesn’t receive performance reviews.

We have no policies on mutual performance and dismissal.

Current volunteers are resisting the idea.

Strategies

Initiate staff reviews first.

Institute policies on performance reviews and and dismissal.

Involve volunteers in developing the process.


Key Concept 3►At the heart of a good volunteer

performance review is a clear delineation of volunteer job responsibilities and success indicators, and a discussion of factors contributing to the outcomes of the volunteer's time.


Before the Review Session:►Have the volunteer fill out a self-assessment

form, including assessment of agency support received.

►Review volunteer’s position description, goals, standards, etc.

►Evaluate expectation versus performance.►Give a written review.


During the Review Session:►Together, review position expectations.

►Share positive feedback and appreciation.►Volunteer shares self-assessment and

assessment of agency support.►Supervisor assesses volunteer’s performance.►Discuss barriers to success for volunteer.►Discuss future plans for the volunteer in the

organization.


After the Review Session:

►Write a report for volunteer’s and agency’s files.

►Follow up on action plans or agreements between organization and volunteer.


Key Concept 4►Outcomes from volunteer performance

reviews can range from "applause" to dismissal – by the organization or by the volunteer.


Keeping Volunteers Involved►Take the opportunity of performance

reviews to discuss a volunteer's readiness for new challenges, need for a change or a break, etc.

►If there has been low productivity or morale on the part of the volunteer, it is important to discuss remedies.


Reasons for Low Volunteer Productivity or Morale ►Boredom; too much routine►Discontent; personality differences►Idleness; fluctuating workload;

insufficient staff►Lack of interest in the work►Ill-defined assignments►Inadequate supervision/training►Misunderstanding of policies


Reasons… ►Resentment, overload, unrealistic

deadlines►Poor communication with work team►Emotional stress and personal difficulties►Erratic participation►Lack of appreciation by staff►Staff and organizational changes►Staff resistance to utilizing volunteers


Dismissal►May initiated by the organization or by

the volunteer. The volunteer may choose to leave the

organization for any number of reasons. The organization may dismiss volunteers due

to non-adherence to rules and procedures or due to continued unsatisfactory performance after progressive warnings have taken place.


Summary►Remember that people have often

experienced one-sided and frequently negative evaluations.

►You are introducing a new view of performance evaluation/review as an affirming, mutual, sharing event.

►The benefits far outweigh the barriers.

8Mutual Performance Reviews

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