How do you communicate with external partners?

1 Know your purpose and audience

Before you communicate with an external partner, you need to have a clear idea of your purpose and your audience. What are you trying to achieve? What are their needs, interests, and expectations? How can you align your goals and values with theirs? Knowing your purpose and audience will help you choose the right tone, format, and channel for your communication. For example, if you want to pitch a research project to a potential funder, you might use a formal proposal with evidence and data. If you want to update your alumni on your latest achievements, you might use a newsletter or a social media post with stories and images.

2 Plan and prepare your message

Once you know your purpose and audience, you need to plan and prepare your message. You should consider the following aspects of your message: content, structure, style, and delivery. Content refers to what you want to say and how you support it with facts, examples, and arguments. Structure refers to how you organize your message into a clear and logical sequence. Style refers to how you use language, tone, and visuals to convey your message. Delivery refers to how you present your message, whether it is written, spoken, or digital. You should plan and prepare your message according to the best practices of your chosen format and channel.

3 Adapt and respond to feedback

Communication is a two-way process that involves listening and responding to feedback. You should be ready to adapt your message and your approach based on the feedback you receive from your external partner. Feedback can be verbal, non-verbal, or written, and it can be positive, negative, or neutral. You should pay attention to the feedback and use it to improve your communication. For example, if your external partner asks a question, you should answer it clearly and confidently. If they express a concern, you should address it respectfully and constructively. If they give a compliment, you should thank them and acknowledge their contribution.

4 Build and maintain relationships

Communication is not a one-time event, but an ongoing process that requires building and maintaining relationships. You should follow up with your external partner after your initial communication and keep them informed of any progress or changes. You should also show appreciation and recognition for their support and involvement. You should also seek opportunities to communicate with them regularly and proactively, such as inviting them to events, sharing news and updates, asking for feedback and suggestions, and offering help and resources. By building and maintaining relationships, you can create long-term partnerships that benefit both parties.

5 Evaluate and improve your communication

Communication is a skill that can be learned and improved with practice and reflection. You should evaluate your communication with external partners and identify what worked well and what can be improved. You can use various methods to evaluate your communication, such as asking for feedback, reviewing your message, analyzing the results, or conducting a self-assessment. You should use the evaluation results to improve your communication skills and strategies for future interactions. You should also seek professional development opportunities, such as courses, workshops, or mentoring, to enhance your communication competencies.

6 Communicate with ethics and professionalism

Communication with external partners requires ethics and professionalism. Ethics refers to the principles and values that guide your communication, such as honesty, respect, integrity, and accountability. Professionalism refers to the standards and expectations that apply to your communication, such as quality, accuracy, clarity, and courtesy. You should communicate with ethics and professionalism to establish trust, credibility, and reputation with your external partners. You should also follow the relevant policies, guidelines, and codes of conduct of your institution and your profession when communicating with external partners.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?