How to deal with unknown changes? 5 top tips for healthcare volunteers

Written by Maxine Moss-Black, Helpforce Programme Manager

With the news of NHS England is going, and the coming of the new NHS 10-year-plan this late Spring, the landscape of healthcare is continually evolving, and with it comes the necessity for adaptability and resilience. As a programme manager with 25 of years of experience, and particularly six years supporting volunteering leads, I understand that aspects of change management can feel daunting to tackle.

So, in this blog, I would like to share with you my top five tips to help you effectively foster a positive environment for both staff and volunteers across a whole spectrum of change management that so often starts with a period of uncertainty, which progresses into emerging and then known changes.

But before we delve in, let’s start with understanding change.

Change is constant in healthcare, often driven by factors such as policy reforms, budget adjustments, and shifts in patient needs. As volunteer leads, understanding the nature of change is crucial. It can be unpredictable and may evoke a range of emotions among staff and volunteers, from anxiety to excitement. Recognising these feelings allows us to approach change with empathy and clarity.

My top 5 tips:

1 - Communicate early, clearly, often and honestly

It’s okay to let your volunteers and your team know that you don’t know what exact changes are going to happen. But let them know that if they have any concerns, they can always come to you to ask questions. And of course, when changes are more apparent, you will keep them informed as soon as possible.

It’s important that you are transparent and honest with people, as that will give them confidence and reassurance.

Key communications principles:

• Regular updates: Keep volunteers informed about upcoming changes, even if all details are not yet available. Regular updates can help build trust and reduce anxiety. Communicating that there isn’t an update yet is an important message to share.

• Two-way communication: Encourage feedback from volunteers and team members. Creating an open dialogue allows them to voice their concerns and suggestions, creating a sense of involvement.

• Use multiple channels: Different individuals prefer different communication methods. Utilise emails, newsletters, meetings, and social media to reach everyone.

2 - Acknowledging emotions and uncertainty

We know change creates uncertainty, and with it, anxiety. It’s ok to acknowledge the discomfort. It’s better to face it up front, rather than avoiding the topic.

You can also show empathy and validate concerns without being derailed by them. By doing this, you are creating safe spaces for people to express fears or frustrations.

3 - Involve the team in shaping the path forward

People naturally feel more invested and committed when they participate in creating solutions. Their buy-in and ability to process the change increases significantly when their voices are heard.

I would recommend actively seeking input, suggestions and perspectives from team members and volunteers at all levels. Where feasible, you might also want to give team members freedom to determine how to approach the changes, trust in their expertise.

4 - Provide support and resources

While waiting to understand what sort of changes are happening and what it means for you, your staff, and volunteers, it’s always good to have this growth mindset, where you can see challenges as opportunities for learning and development. This is the time for upskilling – because change often brings new responsibilities, providing training to your team and volunteers. You can look at offering coaching, mentoring, or peer support.

We also need to acknowledge that productivity may dip temporarily and that’s okay.

5 - Be kind to yourself

Volunteering leads often find themselves juggling numerous responsibilities and wearing multiple hats simultaneously. In the midst of caring for others, it's all too easy to neglect your own emotional wellbeing. Remember to pause, breathe and seek comfort in conversations with someone who truly listens. Consider reaching out to fellow volunteering leads who are likely to share similar experiences and understand your journey. Remember, you needn't face these transformative times alone - support and understanding are always within reach.

At Helpforce, we have a thriving online community for volunteering leads in healthcare. Visit here to see how you can get help from them.

Conclusion:

Navigating unknown or emerging changes in healthcare requires a proactive and compassionate approach. By embracing open communication, fostering a supportive environment, promoting flexibility, keeping the mission at the forefront, and monitoring progress, healthcare volunteer managers can lead their teams through transitions with confidence.

Together, we can create a resilient and adaptable volunteer community that continues to make a meaningful impact on the health and wellbeing of those we serve.

In this ever-evolving landscape, remember that change is not just a challenge but also an opportunity for growth and improvement. By working together and supporting one another, we can turn uncertainty into a positive force for change in healthcare.

If you would like to share your thoughts, tips and advice on how to manage change, why not share them on our forum? Head to this space to continue the conversation.