Top 10 Tips!
Part 2
Supervision is an essential aspect of managing both volunteers and staff, ensuring they have the support, guidance, and resources necessary to thrive in their roles. However, the approach to supervising volunteers differs from that of paid staff due to the nature of their involvement in the organisation. Below, we explore some key elements of volunteer supervision.
Supervision of a Member of Staff V’s Volunteer
Volunteers are typically offering their time out of passion or interest in the cause, and their level of commitment might be more flexible. Supervision should recognize this voluntary contribution, focusing on motivation, appreciation, and engagement.
Staff members, on the other hand, are bound by employment contracts, formal roles, and performance expectations. Their supervision tends to focus more on task completion, productivity, and professional development
For volunteers, expectations need to be realistic and considerate of their volunteer status. Supervision is often more about ensuring they feel valued, understood, and empowered, rather than strict evaluations of their performance.
With staff, the emphasis is on meeting performance metrics, adhering to organizational policies, and achieving outcomes related to their job description.
Volunteers generally have greater flexibility in terms of hours and responsibilities. Supervision should acknowledge that volunteers may need more leniency or flexibility.
Staff, however, are usually expected to work a set schedule and meet more stringent expectations in their performance, so supervision tends to be more formalised and structured.
What Not to Bring to Volunteer Supervision
Rigid Expectations: Supervisors should avoid imposing strict or overly rigid expectations on volunteers. Since volunteers are not paid employees, it's important to maintain flexibility in terms of their tasks and availability.
Excessive Bureaucracy: Lengthy processes, complex reporting structures, or unnecessary formalities can discourage volunteers and undermine their enthusiasm. Keep the supervision process simple and straightforward.
Negativity or Criticism: Supervision is meant to support and uplift volunteers. Bringing negativity, harsh criticism, or focusing only on shortcomings can demoralize volunteers, leading to disengagement. Constructive feedback should be offered in a positive and supportive way.
Overloading Volunteers: Supervisors should avoid overwhelming volunteers with too many responsibilities or assigning tasks that go beyond their capacity or interest. Supervision should respect the voluntary nature of their commitment.
Part 3
Group Supervision: In some cases, group settings may be used for volunteer supervision, allowing for shared discussions, learning, and collaboration among volunteers. Group sessions can be held in meeting rooms or as part of team-building events.
Peer-to-Peer Supervision: This approach encourages volunteers to supervise and support each other. By pairing experienced volunteers with newcomers, organizations can foster a collaborative learning environment, enhancing mentorship and reducing the burden on formal supervisors.
Reflective Supervision: In reflective supervision, volunteers are encouraged to self-assess their experiences, reflect on challenges and successes, and discuss these reflections with their supervisor. This promotes personal growth and deepens the volunteer's engagement with the cause.
Where and How to carry out supervision
Informal Settings: Unlike staff supervision, volunteer supervision often works well in more relaxed, informal settings, such as during coffee breaks, after events, or through casual check-ins. This helps create a more comfortable and approachable environment for the volunteer.
Virtual Platforms: For volunteers working remotely or in different locations, virtual supervision through video calls, project management platforms, communication apps, and volunteer management software, can be effective, providing flexibility and convenience. These tools allow for task tracking, feedback sharing, and real-time updates, making supervision more efficient and adaptable.
On-site Supervision: For hands-on volunteer roles, on-the-job supervision is highly effective. Supervisors can offer real-time feedback, provide guidance, and ensure the volunteer feels supported in the moment.
Recognition-Based Supervision: In this model, supervision focuses heavily on acknowledging and celebrating volunteer achievements. By using recognition as a primary tool, supervisors can keep volunteers motivated and appreciated.
Flexible Supervision Plans: Supervisors are increasingly moving towards personalized and flexible supervision plans, where supervision frequency, style, and approach are adjusted based on the volunteer’s experience, skills, and preferences. This ensures that supervision is tailored and responsive to individual needs.
10 unfortunate consequences of not providing a quality supervision opportunity for volunteers
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1. Lack of Direction and Confusion 2. Decreased Motivation and Engagement 3. High volunteer turnover 4. Inconsistent Work Quality 5. Potential for Miscommunication 6. Increased Risk of Liability 7. Undermining the Volunteer Experience 8. Difficulty in Managing Group Dynamics 9. Conflict 10. Missed Opportunities for Improvement
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Supervising volunteers requires a unique and tailored approach compared to paid staff. It should be flexible, supportive, and rooted in appreciation. By ensuring clear communication, offering guidance, and providing opportunities for feedback and development, groups/charities can maintain high volunteer morale, enhance their experience, and ultimately build a stronger volunteer program.
