ARR INTERNAL Effective COMMUNICATION.pdf

Internal communication

1. 1
EFFECTIVE COMMUNICATIONS
FOR PROFESSIONALS

2. 2

3. 3
•Communication process

4. 4
External vs Internal Communication?
▪Internal communications is different from
organizational communication
… But needs same professionalism
▪Communication with members also calls for a
strategic approach
… And for the development of the right tools

Persuasive Communication

5. 5
Strategic approach to Communication with
staff Members – what does it entail?
USE THE MOST
EFFECTIVE
TOOLS
MOBILIZE
THE
RESOURCES
DEFINE THE
GOALS
1 2 3
Persuasive Communication

6. 6
Strategic approach to Communication with
Members – what does it entail?
DEFINE THE
GOALS
1
▪Recruit new members?
▪Inform new policies?
▪Inform changes and new projects?
▪Boost the knowledge and skills of members
e.g. through training?
▪Mobilize members to deal with a specific issue
e.g. lobbying?
Persuasive Communication

7. 7
Strategic approach to Communication with
team Members – what does it entail?
MOBILIZE
THE
RESOURCES
2
▪Financial resources may restrict your chance of developing
specific communication tools. Decide on your priorities
▪Human resources: Do you have a communications
manager/personnel within the staff?
Persuasive Communication

8. 8
Strategic approach to Communication with
the staff Members – what does it entail?
USE THE MOST
EFFECTIVE
TOOLS
3
▪What are the tools you use?
▪How effective are they?
1. GET YOUR
MESSAGING RIGHT!
Persuasive Communication
2. CHOOSE THE RIGHT
CHANNELS!
3. COLLECT, ASSESS,
IMPROVE!

9. 9
Choose the right channel
Staff Members
Stakeholders:
•Business community
•Government
•Workers
Media, General public,
think tanks
The “Right” channel
will depend of the
audience you want to
reach:

10. 10
1.Online workspace
2.Email
3.Intranet
4.Asynchronous video messaging eg zoom
5.Messaging applications eg whatsapp
6.Project management tools eg asana
7.To do list
8.Newsletter
9.Magazine
10.Staff seminar
11.Meetings
12.Updates/weekly/monthly
Examples of tools for Internal Communications

11. 11
A. Moore, The Glittering allure of the
mobile society, 2008.
•We are (...) a social networking species with an innate need to
connect and communicate (...) via short messages, a behavior we
learnt millenia ago.
•That is why we are inevitably moving towards the Mobile
Society... Because any technology that allows us to better connect,
communicate, share knowledge and information and get stuff
done will be widely adopted
Communication … in today’s world

12. 12
Organizations Taking advantage
of the mobile society
Mobile technology makes it possible to:
•Access & receive information anytime/anywhere
•Give feedback & increase interactions
•Communicate and engage in discussions with a low barrier to entry
•Enlarge one own’s network beyond geographical boundaries
•Benefit from tailored and attractive services
Communication … in today’s world

13. 13
Mobile technology makes it easier for organizations to:
•Deliver content
•Gather feedback
•Provide support
•Ensure continuous engagement with members
Communication … in today’s world

14. 14
In addition to the Communication strategy and tools of the organization (web
presence through website, dedicated applications (Apps) etc.), the communication staff
can engage with members using mobile technologies eg. to:
Open and manage
discussion forum
with members on
priority issues
Send SMS reminding
members of the future
General Assembly /
Board /Working group
meetings
Disseminate
complementary
information on policy
papers adopted by the
organization (sms
summary; infographic;
etc.)
Perform needs
surveys
Market services
offered by the
org
Send short
information on
org’s activities,
priorities, main
future events
Send targeted information
to potential members in the
framework of a
membership recruitment
campaign
Mobile learning
service to
complement existing
workshops
Deliver
advisory
services on
demand
Perform
evaluation and
assessments of
the org
activities
Communication … in today’s world

15. 15
What will your success look like in communication?
▪Set tangible targets
▪Don’t be too ambitious – build relationships
▪Get involved
▪Be prepared to listen
▪Engage and your communications will evolve
Collect, Assess, Improve

16. Formal vs Informal communications

18. 

How to write a formal email?

•A formal email is an email that uses professional
language and clear formatting to begin or continue
a discussion relating to a professional or otherwise
important subject.
•People use formal emails to signal respect when
contacting someone they do not know personally.
•Formal emails insure that employees'
communications represent their organization well.

19. Why Are Formal Emails Important?

•Formal emails are important because they establish the
proper conditions for significant discussions to take place.
•When someone receives an email from an unknown
individual, its formatting confirms that the communication
is serious and coming from someone with a genuine
concern.
•The respectful tone of a formal email also helps two
parties engage in a helpful discussion where they gladly
extend courtesies toward one another.

20. 

How Are Formal And Informal Emails Different?

•Formal emails are appropriate when communicating
with audiences related to your work, such as
colleagues, clients and representatives of other
businesses.
•Use formal emails if communicating with figures of
authority or individuals whom you want to show
respect, such as government officials, professors or
other public figures.

21. Formatting

•Formal emails generally follow a straightforward
format of introduction, body text and closing.
•Informal emails often follow standard email
conventions, such as addressing the recipient by
name and signing off with the sender’s.
• However, the rest of their formatting depends on
personal preference and the sender's intentions.

22. Spelling and grammar

•Formal emails should adhere to the rules of proper grammar
and avoid misspellings.
•As a professional or otherwise official message, formal emails
represent your communication skills and ability to write
properly.
•Often, a formal email's first impression directly affects the
response the sender receives.
•Informal emails do not have to be grammatically correct.
•They often use a conversational tone and include slang,
abbreviations and other expressive forms of writing that make a
friendly exchange enjoyable

23. How To Write A Formal Email

•Confirm your email address is professional
•Write your subject line
•Use a formal salutation
•Use a formal salutation. Address the recipient by their title or
honorific and last name. Here are some formal salutations you
might use:
•Dear
•Hello
•Greetings
•Introduce yourself

24. 5. Communicate your message succinctly

•Provide some more information about yourself and
explain what you hope to accomplish with your email
•Close with appreciation
•Regards
•Best
•Sincerely
•Yours
•Respectfully
•With respect
How To Write A Formal Email (Continued)


25. 7. Proofread and send your email

•Before hitting send, proofread your email closely.
•Your communications should be free of any
typos or grammatical errors.
•You can use a proofreading app, available for
free online, that scans your text to ensure it is
correct.

26. REVOLUTIONALIZING
COMMUNICATIONS WITH
AI TECHNOLOGY

27. •Ai and communication at work
•What is Action Aid Rwanda’s position?