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What are the best ways to communicate with program coordinators in your network?

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As a non-profit manager, you know how important it is to communicate effectively with program coordinators in your network. Program coordinators are the ones who implement your projects, monitor your outcomes, and report your impact. They are also your allies, partners, and potential collaborators. How can you build and maintain strong relationships with them, and ensure that your messages are clear, timely, and relevant? Here are some tips to help you communicate better with program coordinators in your network.

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Eva Siaka Wakam

founder and Managing Director at Jelanistore

1 Know your audience

Before you communicate with program coordinators, you need to understand who they are, what they do, and what they need. Do some research on their backgrounds, roles, responsibilities, and challenges. Ask them about their goals, expectations, and preferences. Find out how they like to receive information, how often, and in what format. Tailor your communication style and content to suit their needs and interests.

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2 Use multiple channels

Don't rely on just one channel to communicate with program coordinators. Use a variety of methods, such as email, phone, video call, text, social media, or newsletter. Different channels have different advantages and disadvantages, depending on the purpose, urgency, and tone of your communication. For example, email is good for formal and detailed messages, phone is good for urgent and personal matters, video call is good for interactive and visual discussions, text is good for quick and casual updates, social media is good for sharing and engaging, and newsletter is good for informing and inspiring.

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3 Be clear and concise

When you communicate with program coordinators, make sure that your messages are clear and concise. Avoid jargon, acronyms, and technical terms that may confuse or alienate them. Use simple and direct language that conveys your main points and actions. Provide enough context and background information, but don't overload them with unnecessary details. Use headings, bullet points, and visuals to organize and highlight your key messages. Proofread and edit your messages before you send them.

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Eva Siaka Wakam

founder and Managing Director at Jelanistore
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The second criteria that helps is to be clear and concise; master your subject and present it in the clearest way possible. This will prevent confusion and it will facilitate their job. If possible use more visual communication than written or verbal communication.

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4 Be respectful and responsive

When you communicate with program coordinators, show respect and appreciation for their work and contributions. Use positive and polite language, acknowledge their achievements and challenges, and express gratitude and support. Don't make assumptions or judgments about their situations or perspectives. Listen to their feedback and concerns, and respond promptly and constructively. Address any issues or conflicts in a respectful and professional manner. Apologize if you make a mistake or cause any inconvenience.

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5 Be consistent and follow up

When you communicate with program coordinators, be consistent and follow up on your messages. Establish a regular and predictable communication schedule, and stick to it. Don't send too many or too few messages, or change your frequency or tone without explanation. Remind them of important deadlines, tasks, and events, and confirm their completion or attendance. Follow up on any questions, requests, or suggestions that you or they have. Provide updates and feedback on the progress and results of your projects.

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Eva Siaka Wakam

founder and Managing Director at Jelanistore
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In my experience, consistency and follow up play a big role when communicating with program coordinator. It shows consideration for the project and for the coordinator, it prevents misunderstanding or miscommunication throughout the project.

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6 Build rapport and trust

When you communicate with program coordinators, don't just focus on the work-related topics. Build rapport and trust with them by showing interest and care for them as individuals. Learn about their personal and professional backgrounds, hobbies, and passions. Share some of your own stories and experiences. Celebrate their milestones and achievements, and empathize with their difficulties and struggles. Invite them to share their opinions and ideas, and value their input and creativity. Recognize and reward their efforts and impact.

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Eva Siaka Wakam

founder and Managing Director at Jelanistore
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One thing i've found helpful is that everybody appreciate to be consider for who they are more than what they can give or offer. I had as habit to wish them good for their bisthdays (those i found out through social medias), i sent them best wishes for the new year, share good moments of our collaboration and sharing opportunities that i found could interest them. By so doing, trust was built and they were happy to collaborate

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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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What are the best ways to communicate with program coordinators in your network?

1

2

3

4

5

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1 Know your audience

2 Use multiple channels

3 Be clear and concise

4 Be respectful and responsive

5 Be consistent and follow up

6 Build rapport and trust

7 Here’s what else to consider

Nonprofit Management

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What are the best ways to communicate with program coordinators in your network?

1

2

3

4

5

6

7

1 Know your audience

2 Use multiple channels

3 Be clear and concise

4 Be respectful and responsive

5 Be consistent and follow up

6 Build rapport and trust

7 Here’s what else to consider

Nonprofit Management

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