How do you report volunteer performance evaluation results?

1 Define the purpose and audience

Before you start writing or presenting your report, you need to define the purpose and audience of your report. Why are you reporting the results? What are the main objectives and outcomes you want to achieve? Who are you reporting to? What are their needs, interests, and expectations? How will they use the information you provide? These questions will help you tailor your report to suit the specific context and situation of your report.

2 Choose the format and method

Depending on the purpose and audience of your report, you may choose different formats and methods to report your volunteer performance evaluation results. For example, you may use a written report, a presentation, a dashboard, a newsletter, a video, or a combination of these. You may also use different methods to deliver your report, such as email, online platform, meeting, webinar, or workshop. You should consider the advantages and disadvantages of each format and method, such as the level of detail, interactivity, accessibility, and engagement they offer.

3 Organize the content and structure

Once you have chosen the format and method of your report, you need to organize the content and structure of your report. A good report should have a clear and logical flow of information that guides the reader or listener through the key points and messages. You may use headings, subheadings, bullet points, charts, graphs, tables, images, or other visual aids to organize and illustrate your content. You should also include an introduction, a summary, a conclusion, and recommendations if applicable.

4 Highlight the achievements and impacts

One of the main goals of reporting volunteer performance evaluation results is to highlight the achievements and impacts of your volunteers and your organization. You should use quantitative and qualitative data, such as numbers, percentages, ratings, testimonials, stories, or case studies, to demonstrate how your volunteers have performed, what they have accomplished, and how they have made a difference. You should also link your achievements and impacts to your organization's mission, vision, values, and strategic goals, and show how your volunteers have contributed to them.

5 Address the challenges and opportunities

Another goal of reporting volunteer performance evaluation results is to address the challenges and opportunities that your volunteers and your organization have faced or may face in the future. You should be honest and transparent about the difficulties, problems, or gaps that your volunteers have encountered or may encounter in their roles, tasks, or relationships. You should also explain how you have solved or plan to solve these issues, and what support or resources you need or offer. Moreover, you should identify and explore the opportunities for improvement, growth, or innovation that your volunteers and your organization have or may have, and how you can seize or create them.

6 Engage and appreciate

The final goal of reporting volunteer performance evaluation results is to engage and appreciate your volunteers and other stakeholders. You should use a positive, respectful, and appreciative tone throughout your report, and express your gratitude and recognition for your volunteers' efforts, skills, and dedication. You should also invite feedback, questions, suggestions, or comments from your audience, and encourage them to share their thoughts, feelings, or experiences. Furthermore, you should provide opportunities for follow-up, action, or involvement, such as inviting your audience to join a discussion, a training, a celebration, or a project.

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?