101 Easy Visi Cards Demo

Media, Public Engagement & Outreach

Our project is designed to help youth organizations boost their visibility and dissemination results. By providing an innovative toolbox, an interactive platform, and expert training, we equip non-profits with the skills they need to increase their reach and make a lasting difference in their communities.

Our project is designed to help youth organizations boost their visibility and dissemination results. By providing an innovative toolbox, an interactive platform, and expert training, we equip non-profits with the skills they need to increase their reach and make a lasting difference in their communities.

Strategic Communication & Planning

Our project is designed to help youth organizations boost their visibility and dissemination results. By providing an innovative toolbox, an interactive platform, and expert training, we equip non-profits with the skills they need to increase their reach and make a lasting difference in their communities.

Our project is designed to help youth organizations boost their visibility and dissemination results. By providing an innovative toolbox, an interactive platform, and expert training, we equip non-profits with the skills they need to increase their reach and make a lasting difference in their communities.

Disclaimer

  • Project: Visibility and Dissemination Toolbox for NGOs.
  • Project number: 2023-1-DE04-KA220-YOU-000159755.

These materials were created within the framework of the project "Visibility and Dissemination Toolbox for NGOs" implemented by TERRA TECH Förderprojekte e.V. from Germany, LifeZone Group from Estonia, My Madeira Island from Portugal and Clictic S.L. from Spain. 

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  • All Rights Reserved. © 2024
The Importance of Presenting at Conferences
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Engage with peers, share insights, and build credibility.

Why It’s Needed:

Presenting helps you share your ideas with others, learn from them, and show your expertise, which can lead to new opportunities.

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  1. Identify Relevant Conferences: Research and create a list of upcoming industry conferences.
  2. Choose a Topic: Decide on a subject that showcases your expertise and relates to the audience.
  3. Prepare a Proposal: Write a short description of your presentation to submit to the conference organizers.
  4. Create Your Presentation: Develop slides or materials that are engaging and informative.
  5. Network During the Event: Make connections with attendees and other presenters.
  6. Follow Up: After the event, reach out to new contacts and express appreciation for their interest.
Segmenting Your Audience
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Tailor communication to match each group’s needs and interests.

Why It’s Needed:

Segmenting helps you understand different groups better so you can send them messages that resonate and are relevant.

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  1. Identify Audience Groups: Write down different types of audiences (e.g., donors, beneficiaries).
  2. Collect Information: Use surveys or interviews to find out what each group's needs and interests are.
  3. Create Profiles: Summarize the characteristics, interests, and preferences of each group.
  4. Develop Specific Messages: Craft tailored messages for each audience based on their profile.
  5. Test Messages: Share your tailored messages with a small group from each audience for feedback.
  6. Launch Targeted Campaigns: Roll out your tailored communication and adjust based on responses.
Developing Vision and Mission
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Define your organization’s purpose and goals.

Why It’s Needed:

Having a clear vision and mission helps everyone in the organization understand what you aim to achieve and guides decision-making.

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  1. Conduct Team Workshops: Gather input from team members about what the organization stands for and its goals.
  2. Draft Simple Statements: Write concise drafts of your vision (what you aspire to be) and mission (how you will get there).
  3. Solicit Feedback: Share drafts with your team and ask for their thoughts to refine them.
  4. Finalize Statements: Agree on clear, engaging versions of your vision and mission.
  5. Communicate These Widely: Post your finalized vision and mission on your website, social media, and promotional materials.
  6. Integrate into Strategy: Ensure that all projects and actions reflect these statements, using them to guide decision-making and strategic planning.
Understanding Your Target Group
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Discover what motivates your audience members.

Why It’s Needed:

Understanding your audience helps you communicate more effectively and create stronger connections.

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  1. Conduct Surveys or Interviews: Ask your audience about their needs and preferences.
  2. Analyze Information: Look for common themes or patterns in the collected data.
  3. Create Audience Profiles: Summarize the key characteristics, needs, and interests of different groups.
  4. Craft Tailored Messages: Use the profiles to write messages that specifically appeal to each group.
  5. Test Your Strategies: Implement small campaigns to see how well your messages resonate.
  6. Gather Feedback: Collect responses to improve future communications.
Be Accessible
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Respond quickly to build trust and engagement.

Why It’s Needed:

Being accessible shows your audience that you value their questions and concerns, leading to stronger relationships.

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  1. Set Clear Response Guidelines: Decide how quickly you aim to reply to inquiries.
  2. Train Your Team on Communication: Provide training on best practices for responding to queries.
  3. Regularly Monitor Communication Channels: Check emails and social media accounts frequently.
  4. Use Auto-Responses: Set up automatic replies to acknowledge receipt of messages.
  5. Ask for Feedback: Find out what your audience thinks about your accessibility.
Involve Decision-Makers
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Involve leaders in your initiatives.

Why It’s Needed:

Engaging key stakeholders helps them witness the impact of their support and increases their commitment to your mission.

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  1. Identify Key Stakeholders: Make a list of important decision-makers within your organization and community.
  2. Plan Invitations: Create opportunities for them to participate in events or initiatives, such as project tours or workshops.
  3. Prepare Impact Stories: Gather data and stories that showcase the positive outcomes of their support to share during interactions.
  4. Encourage Involvement: Ask them to contribute ideas or speak at events to strengthen their engagement.
  5. Follow Up: After events, send thank-you notes and updates on project progress to keep them involved.
  6. Provide Regular Updates: Keep stakeholders informed about ongoing projects and impacts to maintain interest.
Highlight Your Supporters
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Recognize and appreciate contributions.

Why It’s Needed:

Acknowledging supporters fosters loyalty and encourages ongoing engagement with your cause.

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  1. Gather Donor Information: Create a list of all supporters, including their contributions.
  2. Craft Thank-You Messages: Write personalized thank-you letters or emails expressing appreciation for their support.
  3. Utilize Social Media: Share posts highlighting supporters and their contributions, tagging them if possible.
  4. Include in Reports: Feature them in annual reports to publicly acknowledge their impact.
  5. Create a Recognition Program: Establish a regular program to spotlight supporters in newsletters or events.
  6. Engage with Updates: Keep supporters informed on how their contributions make a difference through regular updates.
Hosting Promotion Events
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Engage the public and increase visibility.

Why It’s Needed:

Community events help raise awareness about your organization and build stronger local connections.

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  1. Plan Event Type: Decide on the format of the event (e.g., fair, workshop, open house) based on community interests.
  2. Set a Date and Venue: Choose a convenient time and accessible location for attendees.
  3. Promote the Event: Use social media, flyers, and community boards to spread the word.
  4. Prepare Activities: Plan engaging activities that showcase your mission and encourage participation.
  5. Collect Feedback During the Event: Ask attendees for their thoughts to improve future events.
  6. Follow Up with Participants: Send thank-you emails and share highlights from the event to maintain interest.
Memorability Through Merchandise
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Create lasting impressions with branded items.

Why It’s Needed:

Quality merchandise fosters recognition of your brand and keeps your organization top-of-mind.

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  1. Identify Merchandise Ideas: Brainstorm items that reflect your brand (e.g., T-shirts, mugs, eco-friendly bags).
  2. Source Quality Suppliers: Find reliable vendors for producing your merchandise.
  3. Design Thoughtfully: Ensure the design aligns with your branding and mission.
  4. Distribute Strategically: Use merchandise as giveaways at events, for fundraising, or as thank-you gifts for donors.
  5. Promote Merchandise: Feature items on your website and social media to increase visibility.
  6. Gather Feedback: Ask recipients how they feel about the merchandise to improve future offerings.
Strategic Social Media
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Enhance visibility through engagement and targeted posts.

Why It’s Needed:

A strategic approach to social media increases interaction and builds relationships with your audience.

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  1. Choose the Right Platforms: Identify which social media platforms your audience uses most.
  2. Create a Content Calendar: Plan and schedule your posts in advance for consistency.
  3. Utilize Engaging Content: Share photos, stories, and videos that resonate with your audience.
  4. Tag Partners: Include stakeholders in your posts to expand reach and visibility.
  5. Monitor Engagement: Track which posts perform best to refine your strategy.
  6. Respond to Interactions: Engage with comments and messages to build community and trust.
Communicating with Empathy
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Infuse empathy into your messages to build trust.

Why It’s Needed:

Empathetic communication creates a supportive environment, enhancing relationships within the team.

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  1. Practice Active Listening: Focus fully on the speaker, showing genuine interest in their thoughts.
  2. Acknowledge Feelings: Recognize and validate the emotions expressed by team members.
  3. Use Inclusive Language: Choose words that foster a sense of belonging and respect.
  4. Ask Open-Ended Questions: Encourage deeper conversations that explore feelings and ideas.
  5. Share Your Own Experiences: Relate personal stories to build connection and openness.
  6. Follow Up: Check back with team members to show ongoing support and care.
Conflict Resolution
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Resolve conflicts constructively within your team.

Why It’s Needed:

Effective conflict resolution fosters a positive work environment and promotes collaboration.

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  1. Identify the Conflict: Clearly define the specific issue causing discord among team members.
  2. Create a Safe Space: Arrange a neutral setting where everyone feels comfortable to speak.
  3. Encourage Open Dialogue: Allow each party to express their thoughts without interruption.
  4. Identify Common Goals: Highlight shared interests to focus discussions on mutual outcomes.
  5. Brainstorm Solutions Together: Collaboratively generate ideas to resolve the conflict while respecting all viewpoints.
  6. Follow Up: Check in after resolution to ensure that relationships are healing and the solution worked.
Sharing the Organization’s Vision and Goals
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Communicate clear objectives to align everyone.

Why It’s Needed:

Effective communication of your vision and goals ensures all team members are unified.

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  1. Write the Vision Statement: Draft a short, inspiring sentence that captures your organization's goals. Make it memorable. (Find more in card 2.3.)
  2. List Specific Goals: Write down 3-5 clear, measurable goals that break down the vision into achievable actions. Use bullet points for clarity.
  3. Hold a Team Meeting: Schedule a 30-minute meeting. Present the vision and goals, and encourage team members to ask questions or share thoughts.
  4. Create a Visual Summary: Design a simple one-page infographic (See more in card 6.1) highlighting the vision and goals. Use colors and icons for easy understanding.
  5. Send Regular Updates: Use email or a team chat to send a brief monthly update on progress towards these goals. Celebrate small wins!
  6. Ask for Team Input: Create a quick feedback form (Google Forms or similar). Ask team members for their thoughts on the goals and how to improve communication.
Self-Assessment for Communication Improvement
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Evaluate your communication skills and strategies.

Why It’s Needed:

Regular self-assessment helps identify areas for growth, leading to more effective communication.

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  1. Develop a Checklist: Create a list of key communication skills to evaluate (e.g., clarity, empathy, active listening).
  2. Reflect on Past Interactions: Review recent communications and identify strengths and weaknesses.
  3. Gather Feedback: Ask colleagues or friends for constructive criticism on your communication style.
  4. Set Improvement Goals: Choose specific areas to focus on (e.g., being more concise or practicing active listening).
  5. Practice Regularly: Apply new techniques in daily interactions to build skills.
  6. Reassess Periodically: Schedule regular check-ins to evaluate progress and adjust goals accordingly.
Cultural Sensitivity in Communication
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Communicate respectfully across different cultural contexts.

Why It’s Needed:

Cultural sensitivity improves relationships and fosters a more inclusive environment.

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  1. Educate Yourself on Cultures: Learn about the cultures of your team members to understand their viewpoints.
  2. Be Mindful of Language: Avoid jargon or idioms that may not translate across cultures.
  3. Practice Active Listening: Give your full attention to understand cultural nuances in communication.
  4. Acknowledge Differences: Respect and celebrate cultural diversity within the team.
  5. Adapt Communication Styles: Adjust your approach based on the cultural backgrounds of your colleagues.
  6. Encourage Open Dialogue: Foster an environment where team members can share cultural perspectives and experiences.
  1. Educate Yourself on Cultures: Learn about the cultures of your team members to understand their viewpoints.
  2. Be Mindful of Language: Avoid jargon or idioms that may not translate across cultures.
  3. Practice Active Listening: Give your full attention to understand cultural nuances in communication.
  4. Acknowledge Differences: Respect and celebrate cultural diversity within the team.
  5. Adapt Communication Styles: Adjust your approach based on the cultural backgrounds of your colleagues.
  6. Encourage Open Dialogue: Foster an environment where team members can share cultural perspectives and experiences.
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Infographic on Why Your Cause Matters
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Visually communicate the urgency of your mission.

Why It’s Needed:

A well-designed infographic simplifies complex information and captures attention.

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  1. Identify Key Messages: Write down 3-5 main points that highlight the urgency and impact of your cause.
  2. Collect Visual Data: Gather relevant statistics and quotes that support these messages.
  3. Use an Online Template: Go to a design tool like Canva and select an infographic template.
  4. Input Your Information: Fill in the template with your key messages and visuals.
  5. Get Feedback: Share the draft with 2-3 colleagues for their input before finalizing.
  6. Share Widely: Post the finished infographic on your website and social media.
Video Series Featuring Impact Stories
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Show real-life transformations through storytelling.

Why It’s Needed:

Authentic stories create emotional connections that drive engagement.

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  1. Select Beneficiaries: Choose 2-3 people whose lives have been significantly impacted by your organization.
  2. Conduct Interviews: Schedule short interviews (15-20 minutes) to ask about their experiences and the impact of donations.
  3. Record the Videos: Use a smartphone or camera in a quiet location for clear audio and video.
  4. Edit the Footage: Use simple editing software (like iMovie or Windows Movie Maker) to trim and arrange clips.
  5. Add Captions: Include text for key statements to make videos more accessible.
  6. Publish & Promote: Share the videos on social media and your website.
Interactive Web Page on How Donations Are Used
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Show how donor funds are allocated.

Why It’s Needed:

Transparency builds trust and encourages continued support.

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  1. List Funding Areas: Write down the main categories where donations go (e.g., programs, administration).
  2. Collect Data: Gather quantitative data about funding for each category.
  3. Choose a Web Design Tool: Use platforms like WordPress or Wix to build the page.
  4. Create Visuals: Use charts or graphs to represent the data visually.
  5. Make it Interactive: Use tools like Chart.js or Google Data Studio to allow users to explore the data.
  6. Launch & Share: Publish the page on your website and promote it via your newsletter.
Social Media Campaign Highlighting Small Donations
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Demonstrate the impact of every contribution.

Why It’s Needed:

Emphasizing small donations encourages more people to contribute.

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  1. Gather Stories: Collect testimonials or data showing how small donations have made a difference.
  2. Create a Campaign Theme: Decide on a catchy slogan related to small donations.
  3. Plan Your Posts: Outline a weekly schedule for social media posts over the campaign duration.
  4. Design Engaging Graphics: Use Canva to create shareable images or videos for each post.
  5. Engage Followers: Ask your audience to share their stories of giving, using a specific hashtag.
  6. Track Engagement: Monitor metrics (likes, shares) to evaluate the campaign’s effectiveness.
Corporate Presentation on CSR Opportunities
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Align your mission with corporate interests.

Why It’s Needed:

This presentation shows companies how supporting your cause benefits them.

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  1. Identify Target Companies: Make a list of businesses that have CSR programs or interests aligned with your mission.
  2. Outline Key Benefits: List 3-4 clear benefits for companies (e.g., community impact, branding).
  3. Create the Presentation: Use PowerPoint to create slides that clearly present your organization's value proposition.
  4. Practice Your Pitch: Rehearse delivering the presentation to ensure clarity and confidence.
  5. Request Meetings: Reach out to companies and propose a meeting to present your proposal.
  6. Follow Up: After presentations, send thank-you emails and provide additional information if requested.