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How can you communicate more effectively with community partners?

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Communication is key for any successful non-profit organization, especially when it comes to working with community partners. Community partners are other organizations, groups, or individuals that share your mission, vision, and values, and can help you achieve your goals. However, communication with community partners can also be challenging, due to different expectations, cultures, and styles. How can you communicate more effectively with community partners and foster a positive and productive relationship? Here are some tips to help you.

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1 Understand your partner's needs and interests

Before you start any communication with a potential or existing community partner, do some research and find out what their needs and interests are. What are their goals, challenges, and priorities? How do they operate, communicate, and make decisions? What are their values, norms, and preferences? By understanding your partner's needs and interests, you can tailor your communication to match their perspective, and show that you respect and appreciate their contribution.

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Brian Thumann

Managing Partner | Director of Business Development @ PBJ Media Holdings | 25+ years Experience | Strategy | Executive | Mentor | Integrity | Vision
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Establish a connection. While we live in a world of virtual relationships, there is something very valuable with a face-to-face meeting. This doesn’t have to be a formal “in office” visit but depending on your partnership, industry events and social meetings can serve as an opportunity to not only understand your partner’s goals, need’s & expectations but to delve into personal side. Often, once a real connection is made, people will be more transparent on their feedback plus it’s helps to develop long term relationships that can withstand the challenges and opportunities that may arise.

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Olufunmilayo ARE-JODA

?? Professor of Positivity, Joy and Happiness ?? Open to Collaborations
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Effective communication skills are essential to successful relationships. Partners must learn how to communicate with clarity and understanding. Never underestimate your partner.

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2 Establish clear and realistic expectations

One of the common sources of conflict or frustration in communication with community partners is the lack of clear and realistic expectations. To avoid this, make sure you establish and communicate your expectations early and often. What are the roles and responsibilities of each partner? What are the deliverables, timelines, and resources? How will you measure and report on the outcomes? How will you handle any changes or challenges? By setting clear and realistic expectations, you can avoid misunderstandings, confusion, and disappointment, and ensure accountability and transparency.

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Olufunmilayo ARE-JODA

?? Professor of Positivity, Joy and Happiness ?? Open to Collaborations
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You must have a clear and realistic expectations in relationships to avoid chaos and misunderstanding. Be accountable, transparent and open to others.

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3 Use multiple and appropriate channels

Another way to communicate more effectively with community partners is to use multiple and appropriate channels. Depending on the purpose, urgency, and complexity of your communication, you may choose different channels, such as email, phone, video call, chat, or face-to-face meeting. Each channel has its advantages and disadvantages, so consider the pros and cons of each one, and use a combination of channels to ensure clarity, consistency, and engagement. For example, you may use email to send formal documents or updates, phone to check in or clarify details, video call to brainstorm or collaborate, chat to share quick feedback or questions, and face-to-face meeting to build rapport or celebrate achievements.

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Wendy Joy Oliver

Executive Director at VoLo Foundation | Grant-Making l Master’s Degree in Educational Leadership
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While a formal document is needed, a follow up call briefly highlighting what is in the document can be helpful. Sometimes there are items in the documents that could be overlooked by simply reading it. If the follow-up call is brief and succinct, it can be a real bonus to help me understand the project’s details better as a funder who is not boots on the ground.

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Brian Thumann

Managing Partner | Director of Business Development @ PBJ Media Holdings | 25+ years Experience | Strategy | Executive | Mentor | Integrity | Vision
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Understanding how your community partners prefer to communicate is paramount. While legal and other documents eg donation request form require written notification, there are some things a simple phone conversation can help clarify legal jargon or sense of urgency if there are hard deadlines. Text may be appropriate for simple checkins such as “did you receive; time for a quick call or zoom or even a simple thank you or how are you” is often appreciated and builds upon the relationship.

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4 Listen actively and empathetically

Listening is an essential skill for effective communication with community partners, as it shows that you care about their opinions, feelings, and experiences. Listening actively and empathetically means that you pay attention to what your partner is saying, as well as how they are saying it, and that you reflect back what you hear and ask questions to clarify or explore further. Listening actively and empathetically also means that you avoid interrupting, judging, or imposing your own views, and that you acknowledge and respect any differences or disagreements. By listening actively and empathetically, you can build trust, understanding, and collaboration with your partner.

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Wendy Joy Oliver

Executive Director at VoLo Foundation | Grant-Making l Master’s Degree in Educational Leadership
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In our fast paced world, sometimes we want to fill in the blanks as quickly as possible. Slowing down a bit can often lead to unexpected dialogues for understanding and even greater partnerships. Listening helps us dial in to the other person’s thought process. While it’s hard to slow down, listening is an important skill, especially when it comes to creating shared impact.

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Olufunmilayo ARE-JODA

?? Professor of Positivity, Joy and Happiness ?? Open to Collaborations
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Active listening and showing empathy will enhance positive collaboration with others. Always pay attention to others and avoid interrupting them while talking. Show empathy, understanding and compassion in all your dealings.

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Brian Thumann

Managing Partner | Director of Business Development @ PBJ Media Holdings | 25+ years Experience | Strategy | Executive | Mentor | Integrity | Vision
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I agree with Wendy’s perspective of slowing down. Studies have show that our society attention span has decreased. Much of this is contributed to the constant stream of information we are exposed to as well as always being connected eg that smart phone or social media ding. When communicating with a partner, donor or grant request professional, it is human nature to fill in the blanks. But listening and digesting the full context of a conversation may actually lead to a deeper discussion, resolve challenges and create the opportunity for brainstorming and new ideas.

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5 Give and receive feedback constructively

Feedback is another important aspect of communication with community partners, as it helps you improve your performance, learn from your mistakes, and celebrate your successes. However, feedback can also be sensitive, challenging, or uncomfortable, so you need to give and receive it constructively. Giving feedback constructively means that you focus on the behavior, not the person, that you provide specific and timely examples, that you balance positive and negative feedback, and that you suggest solutions or actions. Receiving feedback constructively means that you listen with an open mind, that you ask for clarification or examples, that you express appreciation and gratitude, and that you act on the feedback.

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6 Communicate regularly and respectfully

Finally, to communicate more effectively with community partners, you need to communicate regularly and respectfully. Communicating regularly means that you keep your partner informed of your progress, challenges, and changes, that you follow up on your commitments and deadlines, and that you check in on their satisfaction and feedback. Communicating respectfully means that you use polite and professional language, that you address your partner by their preferred name and title, that you respect their time and availability, and that you avoid any assumptions, stereotypes, or biases. By communicating regularly and respectfully, you can maintain a positive and productive relationship with your partner.

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Olufunmilayo ARE-JODA

?? Professor of Positivity, Joy and Happiness ?? Open to Collaborations
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Communicate with your partners effectively and regularly. Be courteous and polite. Have a positive attitude and willingness to learn

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Cecily Corbin-Gittens

Primerica RVP partner
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I have found that if we recognize an opportunity whereby we can help a community partner, it is so appreciated. It shows we have taken the time to learn about their business, resonate with them and want to take positive action to assist. We have to approach them with understanding and empathy depending on their situation. Privacy may be required. Are we open to that requirement of discretion? What about trust? These are factors we have to consider in our approach as we connect with our community counterparts.

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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?

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How can you communicate more effectively with community partners?

1

2

3

4

5

6

7

1 Understand your partner's needs and interests

2 Establish clear and realistic expectations

3 Use multiple and appropriate channels

4 Listen actively and empathetically

5 Give and receive feedback constructively

6 Communicate regularly and respectfully

7 Here’s what else to consider

Nonprofit Management

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How can you communicate more effectively with community partners?

1

2

3

4

5

6

7

1 Understand your partner's needs and interests

2 Establish clear and realistic expectations

3 Use multiple and appropriate channels

4 Listen actively and empathetically

5 Give and receive feedback constructively

6 Communicate regularly and respectfully

7 Here’s what else to consider

Nonprofit Management

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