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What are effective communication strategies for sharing evaluation results with volunteers and staff?

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Evaluation results are valuable for improving your volunteer program, but they can also be challenging to communicate effectively. How can you share your findings with volunteers and staff in a way that is clear, engaging, and respectful? Here are some effective communication strategies for sharing evaluation results with volunteers and staff.

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1 Know your audience

Before you share your evaluation results, you need to know who your audience is and what they care about. Different stakeholders may have different expectations, questions, and feedback about your evaluation. For example, volunteers may want to know how their work contributed to the program outcomes, staff may want to know how to improve their performance and support, and funders may want to know how to justify their investment. Tailor your communication to address the needs and interests of each audience, and use language and formats that are appropriate and accessible for them.

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Dan Cross

Retired
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If possible, it’s always good for people to introduce themselves, their functional/official roles, and self identity as knowledge holders or stakeholders, and afterwards it’s sometimes important to explain who is the “primary stakeholder” at different process stages. That’s the person who needs to be satisfied with that deliverable at that point in the process. Staff/volunteers need to be educated as to the functional reasons for evaluation and its two way functionality. Evaluation can identify reasons for poor performance as being lack of human or other resources, a lack of cooperation or necessary deliverables by other organization components. Evaluation is diagnostic in nature and thus contributes to performance improvement.

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2 Choose your methods

There are many ways to share your evaluation results, such as reports, presentations, newsletters, infographics, or videos. Depending on your audience, your resources, and your goals, you may choose one or more methods to communicate your findings. Consider the advantages and disadvantages of each method, and how they can help you convey your key messages, highlight your successes, and acknowledge your challenges. For example, reports may be more detailed and formal, but less engaging and interactive, while videos may be more visual and dynamic, but less comprehensive and credible.

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Dan Cross

Retired
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Remote platforms make the task easier than ever. Share screen functionality allows for the display of spreadsheets, PowerPoint, websites, etc. Various team members can be allowed to share screen at their point in the meeting. These meetings should be timed and agenda driven, allowing for time increments for each presentation or report and time for brief discussions. These are not brainstorming sessions. Those sessions can be scheduled by workgroups at different times reporting back to the group by a scheduled date. Keeping these meetings brief and focused respects everyone’s time which is a scarce resource we must allocate towards organizational objectives. When everyone walks away having deliverables and action items they feel empowered

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3 Involve your volunteers and staff

Sharing your evaluation results is not a one-way process. It is an opportunity to involve your volunteers and staff in the evaluation cycle, and to foster a culture of learning and improvement. Invite your volunteers and staff to participate in the communication process, such as by co-creating the content, providing feedback, or presenting the results. This can help you increase their ownership, engagement, and trust in the evaluation. It can also help you collect their insights, suggestions, and testimonials, which can enrich your evaluation results and inform your future actions.

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Dan Cross

Retired
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I addressed this somewhat above. I would expand here with “People support a world they help create.” Dale Carnegie. Educate staff/volunteers in your 1) strategic planning, 2) project management, 3) quality management and 4) team management processes and your organization will run more efficiently as a team. 1 & 2 express clearly expectations. 3 describes clearly the evaluation process and its two way function. 4 educates as to the manner and culture in which we do those things. Once people understand the processes and the objectives people tend to function at their best with minimal conflict.

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4 Highlight the impact

One of the main purposes of sharing your evaluation results is to demonstrate the impact of your volunteer program. Impact is the difference that your program makes for your beneficiaries, your organization, and your community. To communicate your impact effectively, you need to use evidence, stories, and emotions. Evidence refers to the data and facts that support your claims, such as numbers, percentages, or indicators. Stories refer to the narratives and anecdotes that illustrate your results, such as quotes, testimonials, or case studies. Emotions refer to the feelings and values that motivate your audience, such as passion, pride, or gratitude.

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Dan Cross

Retired
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Relating organizational statistical performance to personal experiences and impact through testimonials expands the statistic from something on paper to something that the audience can emotionally connect with. That triggers an emotional response in humans. Then returning to the report and amplifying the statistics with that emotional connection can be powerful in motivating to do more. Often people who work in the settings where I have worked forego high pay. Volunteers get paid nothing. They are motivated by that very emotional connection. By this process you are translating impact from the statistical to the experiential emotional dimension. This translation makes statistical reports hugely motivating for such organizations.

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5 Be honest and transparent

Sharing your evaluation results is also a way to show your accountability and credibility. To do so, you need to be honest and transparent about your evaluation process, methods, limitations, and outcomes. This means that you need to acknowledge both your strengths and weaknesses, your successes and failures, your achievements and challenges. Being honest and transparent does not mean that you have to be negative or defensive. It means that you have to be realistic and constructive, and that you have to explain how you plan to address the gaps and improve your volunteer program.

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Dan Cross

Retired
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This is an opportunity to identify problem areas for resource holders to step up and contribute toward. If identified and supported with evidence one of two things is likely to occur: 1) contributions of more resources; or 2) suggestions for process improvement. Either should be welcomed for consideration. Again, the evaluation should be a two way process and understood as such. So, this should invoke a brief dialogue. Workgroups can be formed to work on in more detail and report back to the team at a specified time.

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6 Seek feedback and follow up

Finally, sharing your evaluation results is not the end of the communication process. It is the beginning of a dialogue and a relationship with your volunteers and staff. To keep the conversation going, you need to seek feedback and follow up with your audience. Seeking feedback means that you ask for their opinions, questions, and concerns about your evaluation results, and that you listen and respond to them. Following up means that you keep them updated on your progress, actions, and outcomes, and that you acknowledge and appreciate their contributions.

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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?

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What are effective communication strategies for sharing evaluation results with volunteers and staff?

1

2

3

4

5

6

7

1 Know your audience

2 Choose your methods

3 Involve your volunteers and staff

4 Highlight the impact

5 Be honest and transparent

6 Seek feedback and follow up

7 Here’s what else to consider

Volunteer Management

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What are effective communication strategies for sharing evaluation results with volunteers and staff?

1

2

3

4

5

6

7

1 Know your audience

2 Choose your methods

3 Involve your volunteers and staff

4 Highlight the impact

5 Be honest and transparent

6 Seek feedback and follow up

7 Here’s what else to consider

Volunteer Management

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