It’s a science to communicate effectively. Partly because there are numerous things to consider. E.g. intention, target group, media, timing, body language, intonation, choice of words, etc. Partly because communicating effectively is, after all, so important that it justifies communication as scientific discipline. Read along and get some tips on communicating effectively.
In associations, effective communication yields on several fronts. Firstly, it ensures that all non-executive members know what is going on in the association. And every volunteer knows what to do. Secondly, open and involving communication provides a framework for all members to bid for their suggestions on what might benefit the association.
Let intent appear in an open forum
Communication in the association, which intends to inform members or distribute tasks, must always be provided with the intention. That is, the goal of communication. When you write around to tell, for example, the volunteers what their roles are in an upcoming event, don’t get lost in a lot about the event, but be specific about what each volunteer should do.
Communication itself should not take place one-way. This is bad in companies and even worse in associations based on community and volunteerism. Therefore, always point out that all volunteers and members can always bid in with their ideas when something is planned. And that feedback is always welcome in the planning and execution of events.
Recognize feedback
Speaking of feedback, when someone in the association has the rice or praise they would like to give, the recipient of the feedback should listen to what is being said. The opportunity as a member to express oneself on an equal footing with all other members of the association becomes illusory if one does not feel that you are being listened to.
Not that the recipient of feedback needs to agree with or comply with the feedback given. However, the recipient must at least acknowledge that the feedback expresses another member’s opinion on what would benefit the association.
Play on multiple media – with good tone
People are different in terms of which media you reach them best. Where some have opted out of social media, others do not read emails and therefore cannot receive or participate in communication in this way. This poses a significant challenge for the association’s board and managers.
Some people like to be told in writing, because then you always have the message to pull out. Others like to get verbal message. Here, face-to-face meetings or even Skype meetings can be an effective tool for a project manager to talk to volunteers about the tasks of an event.
However, whether communication is done in writing or orally, it is important to keep the good tone in mind – or ear. There is no need to command anything from anyone if you can avoid it. Better is to promote a dialogue that all parties are happy to participate in, where each looks forward to fulfilling its tasks.
Follow these tips on communicating effectively and better the communication at your association, club or NGO.