Bringing closure to a service project with recognition, reflection, and evaluation

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Abstract

By taking the time to build the important elements of closure into your service project, you will be rewarded with more effective volunteerism and a stronger program. This effective practice, submitted by Hands On Network in fall 2006, shares tips on how to integrate recognition, reflection, and evaluation.

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Issue

Recognition, reflection, and evaluation are vital in connecting people to the mission and purpose of the project. A formalized recognition event brings closure to a service project and sets the stage for inviting participants to volunteer again. Reflection is a process through which volunteers think about their personal experiences and connect these to a larger perspective. Evaluation assesses the effectiveness of a project, and is significant in future planning. You should take time before the project to plan how you will incorporate these steps into the overall service activity.

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Action

Recognition

Although it is important to recognize and reward volunteer contributions throughout the project, it is also good practice to have a more official recognition event for your volunteers at the end of service. This can be the same day as the project (perhaps even at the project site) or later in a different location.

When showing volunteers that you care, make sure to:

  • Have a clear message. Create an unambiguous, well-communicated connection between accomplishments and the volunteer.
  • Deliver feedback in a personal and honest manner.
  • Tailor your recognition and reward to the unique needs of the people involved.
  • Have a variety of appreciation and reward options available.

 

Remember that ultimately, the most important way to recognize volunteers is to treat them with respect and give them support and praise throughout the project.

Reflection

In addition to celebrating your volunteers throughout the project, take time at the end of the project to lead your volunteers through a community-building conversation. Spend the time to have them reflect on their experiences and thoughts about the project and how their work will affect the community they've served. This added component deepens a participant's experience of service — you are giving volunteers the opportunity to think about and discuss their experiences and the relationship of service to larger social and personal concerns. You can work with your community service organization (CSO) partner to better facilitate the discussion. Speak from your own heart and ask your CSO partner to speak on behalf of the social issue addressed. S/he might have statistics to showcase the real work being done.

Here are some sample reflection questions to help facilitate a reflective discussion about the service project:

  • What? What issue(s) is being addressed? What did you notice happening around you during the project? What were the results/outcome of the project?
  • So What? What did you think about during the project activity? What affect do you think this activity has had on those intended to benefit from it? How as it affected you
  • Now What? What are the larger issues that caused the need for you to participate in this service activity? How did your efforts help? What more needs to be done to improve these problems? How will you apply what you have learned here in the future?

 

Evaluation

Evaluation is about the work, planning, coordination, delivery, implementation, logistics, and management of the project. Feedback is an opportunity to reflect on the overall management and implementation of the project. If you never know what volunteers and/or your community contacts think, you will never be able to adequately address future needs. So, do not be hesitant to ask your project leaders, volunteers, and community service organization contacts for their feedback. Most people will be happy that you asked.

To get feedback:

  • Ask everyone involved to complete an evaluation form before leaving; you already have them there, the experience is fresh in their minds and you can get it from them quickly.
  • Ask a volunteer (possibly the volunteer registrar) to pass out forms when checking out volunteers. Do not ask volunteers to put their names on these forms; people are more comfortable giving anonymous feedback.
  • Do not react or respond to the feedback while at the project site.
  • If a volunteer gives you his/her name and contact information, you should call him/her soon after the project ends.
  • If immediate feedback is not an option, you can mail or e-mail participants a feedback form within a week of the project.
  • You can attach a feedback form to a thank you letter or follow-up correspondence. If you are mailing the form, include a stamped return envelope; this increases the likelihood of getting a returned form.

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Context

Volunteer recognition is a must! You should make sure that volunteers feel appreciated and invite them back to serve again.

After each service project, you should provide volunteers an opportunity to reflect on their service experience. While volunteers think about their experiences independently, a conversation among all participating volunteers creates a stronger sense of accomplishment and establishes a deeper connection to the community. A group conversation at the end of your project provides structured time for volunteers to think and talk about what occurred during the project.

National service programs should always evaluate their service efforts with staff, volunteers, and community members. In addition to providing data for grant reporting requirements, evaluation will give you valuable information to show the impact of the project on the program and the community. Evaluation will also help you in planning, managing, and implementing your next project.

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Posted On

June 18, 2007

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For More Information

Lori Jean Mantooth
Hands On Network
600 Means Street, Suite 210
Atlanta, GE 30318
Phone: (404) 979-2938
Fax: (404) 979-2901

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Resources

This effective practice is the last in a series on volunteer leveraging from the Hands On Network.

See the previous effective practices in the series:

See the resource, On-site Project Management for more information.

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