Best Practice Guide – August 2004

Addressing Poor Performance

by a Volunteer

These Guidelines contain only recommendations to staff/volunteers line managing other volunteers on the fair treatment of volunteers: they should not be taken as creating any legally binding obligations or rights for either the RSPB or any of its volunteers and do not form part of any contract, whether of employment or otherwise.

Introduction

The RSPB recognises the fact that Volunteers are a valuable asset to the organisation and is grateful for their invaluable support. However, in the unlikely event of there being any problems with unsatisfactory work performance, the RSPB believes that it would be inappropriate for such issues to be dealt with under the Addressing Inappropriate Behaviour by a Volunteer Best Practice Guide, and so would put this Guidance into effect.

It is important that all volunteers have an induction so that they know what is to be expected of them, what they'll be doing, what training and support is available etc. A good induction is an effective tool in preventing poor performance by a volunteer, as is ongoing management support.

This Guidance aims to give Volunteers, whose work performance is unsatisfactory, the opportunity to improve their work to an acceptable standard.

Addressing Poor Performance

Any problems, which occur, can normally be resolved quickly between the Volunteer and the Volunteers’ Manager by a spontaneous and sympathetic discussion and this should always be the initial approach. Very occasionally, however, there are times when this does not succeed and it would be helpful to have some guidance on a recommended approach.

1st event: Informal discussion

· This will normally be performed with the Volunteers’ Manager, in a constructive manner.

· It will identify the problems or issues and then agree ways of alleviating them. Specific examples and clear evidence of the poor performance should be given.

· The Volunteer’s subsequent performance will be monitored for a specified time. If the volunteer’s performance improves, suitable praise for this should be given.

· The Volunteer may be given the opportunity to work in a different area of the RSPB, more suited to their skills and abilities.

2nd event: Follow-up interview

· This will be performed if the Volunteer’s performance fails to improve to the required standard.

· The Volunteers’ Manager or the Volunteers’ Officer will normally conduct it.

· The Volunteer will have the opportunity to respond.

· There will be written confirmation of the interview’s content.

· The Volunteer may be given the opportunity to work in a different area of the RSPB

3rd event: Concluding the Volunteering Relationship

· If the Volunteer’s performance has not improved within their next three volunteering sessions (1 week for Residential Voluntary Wardening Scheme volunteers) then the Volunteer will be interviewed again and asked to refrain from volunteering for the RSPB by the Volunteers’ Officer. Volunteering opportunities with other voluntary organisations may be suggested here that might better suit the volunteer’s interests and talents.

The Volunteer may be supported by a friend or fellow Volunteer throughout this process.

At each stage, it is important that the person addressing the poor performance should make a note of all meetings/discussions and any actions taken towards a positive and amicable resolution.

The Regional/Country Director, in consultation with the UK Volunteers’ Manager, will normally manage any Appeals procedure within three weeks of an appeal being received.