{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Ch4\u003E\u003Cspan class=\u0022NormalTextRun SCXW21083154 BCX0\u0022\u003ECreate the right atmosphere\u003C/span\u003E\u003C/h4\u003E\n\u003Cp\u003EOne of the main reasons we have reviews is to hear how volunteers think things are going.\u202FThe review should be a safe space for them to share thoughts, feelings, and ideas.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ETry your best to create the right atmosphere. Let them speak freely, before giving your opinion. For example, you could start the conversation with \u0027Tell me about how you\u2019ve found the past twelve months.\u0027\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003EAsk open ended questions\u003C/h4\u003E\n\u003Cp\u003EOpen questions start with words such as \u2018why\u2019, \u2018how\u2019, \u2018what\u2019 and \u2018tell me about\u2026\u2019 They\u2019re questions that need a more detailed answer than just a simple \u2018yes\u2019 or \u2018no.\u2019 Some examples are:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EHow are you getting on with your tasks?\u003C/li\u003E\n\u003Cli\u003EWhat do you enjoy the most about volunteering?\u003C/li\u003E\n\u003Cli\u003EWhat do you think are your main successes over the past year?\u003C/li\u003E\n\u003Cli\u003EYou mentioned you\u2019ve struggled to ___________. Why do you think that is?\u003C/li\u003E\n\u003Cli\u003EHow can I support you with ________?\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EListen with an open mind, and take the opportunity to question further (if needed).\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E\u003Cspan class=\u0022NormalTextRun SCXW92764863 BCX0\u0022\u003EKeep the conversation flexible\u003C/span\u003E\u003C/h4\u003E\n\u003Cp\u003EWhile it\u0027s important to plan for a review and think about what you\u0027ll say, it\u0027s just as important to listen to the other person and go with the flow. This could mean changing the order or even reschedule the conversation. This\u0027ll give you time to consider what\u0027s been said and the best way forward.\u003C/p\u003E\n\u003Cp\u003ESome people find it useful to have a structure to follow. Others find having a structure difficult to remember, and confusing.\u003C/p\u003E\n\u003Cp\u003EDo what you feel most comfortable with. A simple structure to remember is:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Cstrong\u003EWhat you said:\u0026nbsp;\u003C/strong\u003ERepeat back to the person what they said.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Cstrong\u003EWhat I heard:\u0026nbsp;\u003C/strong\u003ECheck your understanding of what they said.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Cstrong\u003EWhat we agreed:\u0026nbsp;\u003C/strong\u003EAim to reach agreements and any talk about actions.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Cstrong\u003EWhat do we need:\u0026nbsp;\u003C/strong\u003ETalk about what\u0027s needed to complete any actions.\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E\u003Cspan class=\u0022NormalTextRun SCXW158533628 BCX0\u0022\u003ECreate a moment to celebrate\u003C/span\u003E\u003C/h4\u003E\n\u003Cp\u003ERecognising success plays a big part in keeping volunteers motivated.\u003C/p\u003E\n\u003Cp\u003EEveryone likes to feel appreciated in different ways. Some like a quiet \u0027well done\u0027 at the end of a session, others like a certificate they can pin on their fridge.\u003C/p\u003E\n\u003Cp\u003ETake this opportunity to recognise what they are doing well, the work they do, and the time they dedicate to Scouts.\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E\u003Cspan class=\u0022NormalTextRun SCXW230000989 BCX0\u0022\u003ETips for giving difficult feedback\u003C/span\u003E\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003ESeparate\u0026nbsp;the person from the problem:\u0026nbsp;\u003C/strong\u003EStick to the facts and let the person know that the problem about, for example a particular behaviour, skill set or event that has happened.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EGet to the point:\u003C/strong\u003E\u0026nbsp;Be compassionate, but say what you need to. Try not to drag out the conversation for longer than needed.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EBe honest:\u003C/strong\u003E\u0026nbsp;Treat it as \u2018honest\u2019 feedback, rather than \u2018bad\u2019 feedback. Telling the truth is respectful, even if the volunteer might not like what they\u2019re hearing. Remind them that you\u2019re giving them feedback to help them develop and to help make their volunteering experience better.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EBe specific:\u003C/strong\u003E\u0026nbsp;Tell them what you\u2019ve seen, heard, or observed. Focus on behaviour that can change, rather than personality traits. Be descriptive without being judgemental. Try not to rely on examples from other people, as they may see the situation differently.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EHighlight the effect:\u003C/strong\u003E\u0026nbsp;Explain the consequences of their actions or behaviour on others, whether it\u2019s intended or not. Check they understand the impact they\u2019re having \u2013 this could be good or bad.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EOwn the feedback:\u003C/strong\u003E\u0026nbsp;Make sure you agree with the feedback you\u2019re giving, and check you\u2019re not just saying it because someone else told you to.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EExpress concern:\u003C/strong\u003E\u0026nbsp;This is better than expressing anger, frustration, or disappointment.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EHave a calm mind:\u003C/strong\u003E\u0026nbsp;You\u2019re more likely to say something you don\u2019t mean or react badly if you\u2019re not in control of your emotions.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EListen to them:\u003C/strong\u003E\u0026nbsp;After sharing difficult feedback, make sure you listen to the volunteer to understand their view or thoughts.\u003C/p\u003E\n\u003Cp\u003EExamples of specific feedback:\u003C/p\u003E\n\u003Cp\u003E\u2018Have you found it difficult to plan the programme for the Pack, at times? Could you use some support?\u2019\u003C/p\u003E\n\u003Cp\u003E\u2018One of your goals for this year was to fundraise for the next phase of the campsite project, but it seems that no fundraising activity has happened.\u2019\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003EIf the conversation doesn\u2019t go as expected\u003C/h4\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW96592545 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW96592545 BCX0\u0022\u003EAfter some reviews, you or the volunteer might not be sure on next steps. Maybe something unexpected came up during the conversation, or you need more time to think. If this happens, it\u2019s completely fine.\u0026nbsp;\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW96592545 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW96592545 BCX0\u0022\u003ETry not to feel pressured into making a quick decision on the spot. Instead, agree a time to have a follow up conversation. In the meantime, you can take some time to process the initial review and think about the next steps.\u0026nbsp;\u003C/p\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E\u003Cspan class=\u0022NormalTextRun SCXW143083641 BCX0\u0022\u003EClose the conversation\u003C/span\u003E\u003C/h4\u003E\n\u003Cp\u003EAs you bring the conversation to an end, you could use your notes to:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Erecap what you\u2019ve discussed\u003C/li\u003E\n\u003Cli\u003Ehighlight any actions you\u2019ve agreed on, who\u2019s responsible for doing them and by when\u003C/li\u003E\n\u003Cli\u003Eexplain what the next steps are and how you will record the conversation (this could be an email for an informal review)\u003C/li\u003E\n\u003Cli\u003Eagree when their next review will be.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003ELast, but not least, remember to thank them for their time.\u003C/p\u003E","gtmId":"","gtmClass":""},{"type":"Promo","cta":"Explore resources to thank and celebrate volunteers","body":"\u003Cp\u003E\u003Cspan\u003EExplore our recognition resources to find something to put a smile on your volunteers\u0027 faces and thank them.\u003C/span\u003E\u003C/p\u003E","link":{"name":"Celebrating success","id":null,"url":"/volunteers/running-things-locally/tools-to-support-leadership-teams/celebrating-success/","newWindow":false,"target":null},"colour":"#f1f1f1","title":"Resources to celebrate volunteers","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""},{"type":"Promo","cta":"Read article from CharityComms","body":"\u003Cp\u003EEven if you\u2019re well prepared for the conversation, sometimes things get emotional and the discussion heats up.\u003C/p\u003E\n\u003Cp\u003EWhen dealing with people\u2019s reactions, keep calm and remember to breathe and pause before you respond to them. If your emotions are running high, you might need to take a short break or reschedule the meeting to make sure you\u2019re in the best frame of mind.\u003C/p\u003E\n\u003Cp\u003ERemember that, if the other person becomes aggressive, you can choose to end the conversation.\u003C/p\u003E\n\u003Cp\u003ECharityComms\u0027 article \u0022Tips on having and managing difficult conversations\u0022 talks about how you can help the conversation to flow, encourage someone to open up, diffuse anger and calm stress.\u003C/p\u003E","link":{"name":"Charity comms articles on difficult conversations","id":null,"url":"https://www.charitycomms.org.uk/tips-on-having-and-managing-difficult-conversations","newWindow":false,"target":null},"colour":"#f1f1f1","title":"Responding to high emotions","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""}]}],"config":null}]},"prev":{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/review-process/reviews-guidance/preparing-for-the-review/","title":"Preparing for the review"},"next":{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/review-process/reviews-guidance/after-the-review/","title":"After the review"},"allParts":[{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/review-process/reviews-guidance/understanding-reviews/","title":"Understanding reviews"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/review-process/reviews-guidance/preparing-for-the-review/","title":"Preparing for the review"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/review-process/reviews-guidance/during-the-review/","title":"During the review"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/review-process/reviews-guidance/after-the-review/","title":"After the review"}],"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/review-process/reviews-guidance/during-the-review/","id":47195,"nodeName":"During the review","title":"During the review","type":"codexPart","image":{"url":"/media/12108/fdl-hp.jpg?width=800\u0026height=450\u0026v=1dab8e1b20252a0","caption":"Scouts purple logo","type":"jpg","size":93039,"width":1268,"height":664,"altText":"An image of a purple background showing the white Scouts logo"},"assets":null,"headerOptions":{"headerTitle":"During the review","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"Guidance for Team Leaders and Lead Volunteers to run reviews with their team","subHeader":"Guidance for Team Leaders and Lead Volunteers to run reviews with their team","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC80NzE5NSJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/tools-to-support-leadership-teams/review-process/reviews-guidance/during-the-review/"}