5 Tips for Committee Communications
Community members and volunteer committees are more likely to engage – to choose to care and give time & attention – if they know what's going on. And it's easier on you if they know what's up.
Communication underpins everything from the effectiveness of your meetings to the impact of your outputs to the culture of your community.
5 Tips for Committee Communications
1. Be Clear on Purpose & Expectations
What are we here to do together and how does this relate to our activities? Share this purpose with your committee (or define it together!) and let them know you'll use it as a decision-making guide.
Set expectations upfront for how you’ll further your shared mission. Consider both the literal “how” (processes, meetings, file storage) and the cultural “how” (ways of working, norms, group values).
2. Model Engagement
The way you engage with the committee models behavior for volunteers, so be intentional in how you show up. I get it – sometimes there are power dynamics at play because it’s part of your paid job or you’re “voluntold” to lead a committee. But if you act like you don’t have time for this work (or for them), why should they make time?
This doesn’t mean you need to be perfect or make this project #1! (After all, life happens and not everything can be the top priority.) If you care, people will forgive bumps in the road. It took me a long time to learn, but letting a bit of your beautifully complex humanity shine through builds stronger relationships and communities than attempting perfection – even at work.
3. Communicate Proactively
It's easy to think about messaging volunteers when you need something from them. Consider the flipside, too: when do they need (or want) something from you? Meaning, when would communication from you provide value to them? Volunteers want to know what's happening, when opportunities are available, and the impact their work is having.
Communication is a primary vehicle for building community. Anticipating their needs and wants demonstrates care. If it's taking longer than expected to get an answer, let them know you haven't forgotten.
4. Maintain One "Source of Truth"
Establish one primary location to find meeting information, links to documents, processes, committee mission, etc. You may need multiple communication mediums (email, calls, docs), but they can all make use of the single source of truth.
One possible "source of truth” is a running meeting agenda: a single document that’s updated for each meeting and whenever necessary between meetings.
5. Template Common Messages & Sequences
What types of messages do you find yourself sending repeatedly? For common situations, make note of what messages need to be sent. You can pre-write messages in bulk for efficiency or draft templates to customize as you need them.
For example, if your group writes thought leadership blogs, maybe you typically send a draft for feedback, a deadline reminder, and the final published version. For the committee’s next blog, you could write all three messages at the same time and/or create templates based on each message to update and use the next time. (Avoid sending identical messages on repeat.)
More about processes in the next issue of Drawn to Learning. ☺️
Messily human,
Laura