How can you encourage volunteer self-reflection during performance evaluations?

1 Why self-reflection matters

Self-reflection is the process of examining one's own actions, thoughts, feelings, and outcomes, and evaluating them against one's own standards, values, and expectations. Self-reflection can help volunteers gain insight into their motivations, skills, and impact, and foster a sense of ownership and responsibility for their work. Self-reflection can also help volunteers identify their learning needs and interests, and seek opportunities for personal and professional growth. By encouraging self-reflection during performance evaluations, you can help your volunteers develop a reflective practice that can enhance their performance, satisfaction, and retention.

2 How to prepare for self-reflection

Before conducting a performance evaluation with a volunteer, it is important to prepare yourself and the volunteer for a constructive and meaningful conversation. To do this, you should review the volunteer's role description, goals, and expectations, as well as collect relevant data and feedback on their performance. Additionally, it is beneficial to send the volunteer a self-evaluation form or questionnaire prior to the meeting. This should include questions that prompt the volunteer to reflect on their achievements, challenges, strengths, areas for improvement, learning needs, and future goals. Furthermore, it is important to schedule a meeting with the volunteer and inform them of the purpose, format, and agenda of the performance evaluation. Letting them know that you value their input and feedback, as well as that you want to support their development and growth is also essential. Lastly, create a safe and comfortable space for the meeting, and ensure that you have enough time and privacy to conduct the evaluation.

3 How to facilitate self-reflection

During the performance evaluation meeting, your role is to facilitate self-reflection by asking open-ended questions, listening actively, providing feedback, and co-creating an action plan with the volunteer. To do this effectively, start by expressing appreciation and recognition for their contributions and achievements. Ask the volunteer to share their self-evaluation results, using probing questions to help them explore their feelings, thoughts, and perspectives on their performance. Listen attentively and empathetically without interrupting or judging. Provide constructive and specific feedback on the volunteer's performance, using examples and evidence to support your comments. Balance positive and negative comments with the sandwich method. Co-create an action plan that sets SMART goals for future performance and development. Discuss resources, support, and opportunities available for them to achieve these goals. Document the action plan and schedule a follow-up meeting to review progress and outcomes.

4 How to follow up on self-reflection

After the performance evaluation meeting, it's important to follow up with the volunteer to ensure they are implementing their action plan, and to provide ongoing feedback, support, and recognition. Therefore, you should send a thank-you note reiterating your appreciation and feedback. Additionally, check in with the volunteer regularly and monitor their performance and development. Provide timely and specific feedback, as well as celebrate their achievements and improvements. If any challenges or issues arise, offer guidance and assistance as needed. Furthermore, encourage the volunteer to continue reflecting on their work by documenting their reflections in a journal or portfolio. Suggest resources or activities that can help enhance their reflective practice such as books, articles, podcasts, webinars, workshops, or mentoring. Finally, conduct periodic reviews of the action plan and evaluate the progress and outcomes of the volunteer's goals. Adjust the plan as necessary and set new goals for the next cycle of performance evaluation and self-reflection.

5 How to benefit from self-reflection

Encouraging volunteer self-reflection during performance evaluations can benefit both you and your volunteers in many ways. For you, self-reflection can help understand your volunteers better, tailor feedback, and improve communication, coaching, and leadership skills. It can also help evaluate your own performance and development as a volunteer manager, and identify strengths, challenges, and goals. For your volunteers, self-reflection can help them improve their performance, skills, and impact, while increasing confidence, motivation, and satisfaction. It can also help them grow personally and professionally, pursue passions and interests, appreciate their work, and feel valued by you and the organization.

6 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?