Understanding reviews
Understanding reviews
We’re introducing new digital tools to improve volunteering. Follow the process based on your access to the new system.
Find out when the new system will go live in your CountyReviews are a great way to get to know the people you volunteer with, build relationships and show your leadership. They're an opportunity to talk with your team about how they're getting on and make them feel valued and supported. This means they'll be more likely to keep volunteering at Scouts.
When a volunteer’s done something well, it’s natural to say ‘well done.' Or, if we have a spare five minutes, we might give them some quick feedback or support. Reviews, on the other hand, give you more dedicated time to talk about the volunteer’s experience (the good and the bad).
You might feel nervous and out of your comfort zone about doing a review, especially if you've not done one in Scouts before. Don't worry, that's completely normal and you're not on your own. The support available to you locally and this guide will help you lead great reviews with your team.
Who does reviews
As a line manager, you’ll need to invite and lead a review with your volunteers. If you're not sure who you're responsible for reviewing, speak to your volunteer line manager. They'll be able to help.
It's good practice for you, as a line manager, to have reviews as well. This is great leadership, as you'll lead by example and show your volunteers you value reviews.
The person who appointed the volunteer according to the Team’s table is responsible for making sure reviews are conducted. This is usually the Team Leader, but they may delegate this to someone else. If you're not sure who you're responsible for reviewing, speak to your Lead Volunteer. They'll be able to help.
For Trustee Board Chairs, a member of the Trustee Board is nominated, and agreed by the Trustee Board, to carry out the review.
It's good practice for you, as someone who leads a team, to have reviews as well. This is great leadership, as you'll lead by example and show your volunteers you value reviews.
When reviews happen
There is a slight difference between an informal and formal review.
Informal reviews happen at least once a year. You'll chat about how things are going, celebrate success, plan for the future and agree any extra support.
You'll agree a date for a formal review when a volunteer starts their role. This'll be within 5 years of their volunteering. As well as talking about how they're getting on, these reviews are to decide if they'll stay in their role, change role, or potentially leave Scouts. You'll then set the date (if appropriate) for the next formal review, which might be sooner than 5 years.
There is a slight difference between an informal and formal review.
Informal reviews happen regularly, usually once a year. You'll chat about how things are going, celebrate success, plan for the future and agree any extra support.
You'll agree a date for a formal review when a volunteer completes all steps in their volunteer joining journey. Formal reviews must happen at least every five years, but you may decide to have one sooner.
On scouts.org.uk the date for the next formal review is automatically set, so make sure you update this to the date you’ve agreed. You can find out how to do this on the Digital Tool guides.
As well as talking about how they're getting on, these reviews are to decide if they'll stay in their role, change role, or potentially leave Scouts. You'll then set the date (if appropriate) for the next formal review, which might be sooner than 5 years.
How long reviews are
Reviews are two way conversations, so allow enough time for both of you to share their views and agree on the next steps. As a guide, 30 minutes to 60 minutes is a good start.
Reviews are two way conversations, so allow enough time for both of you to share their views and agree on the next steps. As a guide, 30 minutes to 60 minutes is a good start.
The outcomes
After an informal review, share the notes of the conversation with the volunteer. This might be what they’ve done well, their opportunities to develop, or ways to make their volunteering experience better. You can use this to make sure the volunteer feels supported and valued between each review.
After a formal review the volunteer will either:
- continue in their current role,
- change role, or
- leave Scouts.
You'll record the details of the review and the outcome on the Appointment Review Form, which is then given to the Appointments Secretary to update the members record on Compass.
After an informal review, share the notes of the conversation with the volunteer. This might be what they’ve done well, their opportunities to develop, or ways to make their volunteering experience better. You can use this to make sure the volunteer feels supported and valued between each review.
After a formal review the volunteer will either:
- Continue in their current role or team for an agreed amount of time;
- Change their role or team;
- End their role; or
- Decide to resign.
You'll record the details of the review and the outcome on the scouts.org.uk. The volunteer will then be able to access it, and complete the confirmation of review notes.
The Review Form will be kept on scouts.org.uk until the next review, and both you and the volunteer will be able to view it.
Preparing for a challenging review
It's important to acknowledge how you feel about doing the review. If you think it may be challenging, remember that you’re not alone. You can ask your line manager for support and to help you prepare.
Additionally, you can find tips and advice on the constructive conversations webpage about how to plan and structure the conversation, the language you should use and the approach for making the conversation a success.
Read more about preparing for a challenging conversation