Feedback is one of the most effective ways to support volunteers, yet it’s often misunderstood. Many people see feedback as something used only when there’s a concern, but in practice it’s a much richer tool.
Great feedback isn’t just about improving a task in the moment — it’s about building capability, confidence, and long-term engagement. Volunteers who receive clear, supportive feedback tend to feel more connected and more motivated to contribute meaningfully.
Useful feedback does three things: it clarifies what’s expected, boosts motivation, and strengthens trust. This comes from offering comments promptly, being specific about what could be improved, and helping volunteers decide their next steps — all while encouraging their continued effort. When you get this balance right, you help volunteers step into their strengths and lift your team’s overall impact.
Offer feedback close to the moment
Timing matters. Feedback that’s given soon after an activity lands more effectively than feedback delivered weeks later. Short, regular check-ins often have a bigger impact than long discussions. Even a simple, “I really appreciated how you handled that conversation,” or, “Next time let’s try this approach so your mahi is even more effective,” helps keep learning active and builds trust.
Keep the focus on what comes next
A common trap is dwelling on what didn’t go well. Reflection is helpful, but future-focused feedback builds confidence. Instead of saying, “A few important details were missing,” you might say, “Next time, let’s talk through the key parts of the task early so your strengths shine through.” This shifts the conversation from fault-finding to possibility.
Be clear, and be kind
Effective feedback blends honesty with care. If it’s too blunt, it discourages; if it’s too vague, it doesn’t help. Aim for clarity paired with encouragement. Rather than, “You need to be more confident with customers/clients,” try, “Your interactions are warm and genuine — let’s focus on opening the conversation with a clear greeting so people feel immediately supported.” This offers a clear direction while supporting confidence.
Make space for conversation
Feedback is most powerful when it’s two-way. After sharing your thoughts, invite the volunteer to share theirs. Ask questions like, “How did that feel from your perspective?” or, “What would help you strengthen this next time?” This builds ownership and helps uncover things you may not see, such as unclear processes or competing priorities.
Celebrate progress
Positive change sticks when volunteers see their efforts acknowledged. If feedback only appears when something is wrong, it becomes associated with criticism. Recognise the wins — even the small ones. Try, “I noticed you tried the new approach — it made a real difference.” Celebrating progress reinforces new habits and cultivates trust, making feedback a natural part of growth rather than a moment to dread.
-Volunteering Services
Reference: Monday.com
