Strategic Communication & Planning

Visibility and Dissemination Toolbox

Make your team your best ambassadors: internal communication

Are your team, volunteers, members, and project partners all on the same page—or are things slipping through the cracks? Use these 10 cards to foster collaboration, share vision, and turn your team into most loyal ambassadors.

Build your crowd: community management

Are you actively engaging with your community, or are you broadcasting information with little interaction? Do you have a great network of supporters? Use these 10 cards to activate your crowd.

Communicate for fundraising: make donors stand in line for you

Is your fundraising communication hitting the right notes, or is it falling on deaf ears? Are your messages to individual donors, businesses, and funding organizations compelling and clear? Use these 10 cards to build lasting relationships with donors and other important stakeholders.

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

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

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.
Flip

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

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.

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?

Audit your online presence

Making a Responsive Website

What will people discover if they Google your organization? Will they find a polished presence that reflects your mission and values—or an outdated website and half-forgotten listings on platforms like SALTO? Are your public presentations at events aligning with your brand?