An Honest Conversation Welcome to An Honest Conversation

Aim To help commissioners understand how to have a sensitive or challenging conversation with a volunteer.

Objectives By the end of the workshop participants will have had the opportunity to consider: The Commissioners Role When to hold an honest conversation How to prepare for such a conversation What to do during the conversation What to do after the conversation.

This is part of Girlguiding’s commitment to caring for the individual. Commissioners Role As a commissioner, an important part of your role is to ensure that the right processes are in place to provide care and support for local volunteers. This is part of Girlguiding’s commitment to caring for the individual.

Building relationships with your volunteers. How might you do this? Get to know each person well Be aware of their circumstances inside & outside of guiding Keep in touch regularly- visit units Offer help and assistance Encourage an open door policy so volunteers feel comfortable to come and talk about problems Social events.

When to hold a sensitive convesation In groups in list situations when you might need to have sensitive conversation with a volunteer. Highlight Those situations which require an informal approach (proactive management) Those which need to be dealt with formally under the Managing Concerns about Adult Volunteers policy and procedures.

Preparing to talk with the volunteer. What concerns you about holding an honest conversation? Write on a sticky note.

Approaching the Conversation – Preparation Contact the volunteer Explain the purpose Agree a time and venue. Remember: The aim of the conversation is to consider ways you can support the individual volunteer.

Approaching the Conversation- Planning Know what you want the outcome to be (be open minded and flexible) Have an agenda (Girlguiding template) Define the problem Discuss the issue Agree outcomes and follow up. Plan how you will start and end the conversation Set a time limit Use positive language ‘I’ statements.

During the conversation Practice ‘active listening’ (really hear what the person is saying.) Manage Emotions Build Bridges (It take years to build bridges with people and only minutes to blow them up.)

End of the conversation Make sure both have agreed the outcomes of the conversation and are clear about who does what. Confirm this with the volunteer in writing, including agreed actions and dates Set a date to discuss the agreed actions and review whether these are working for the volunteer and local guiding. If the problem is not resolved seek further advice.

After the conversation