Did you know that ineffective communication costs U.S. businesses about $1.2 trillion?
It’s not just a financial constraint—ineffective communication makes it tough for employees and volunteers to meet expectations and complete projects. This overlooked issue can lower staff morale and increase conflicts, potentially resulting in a high turnover rate.
Communicating with donors and volunteers online is a cost-effective way to relay information. Check out these five tips to improve your non-profit’s online communication.
Non-Profit Communication Tips
1. Use Clear Language
Failure to use precise language is a crucial issue affecting non-profit communication.
It’s easy to misunderstand what’s being said or the speaker’s intent, so avoid using jargon or overly technical terms that might not be understood. Instead, choose easy-to-read terms.
Additional tips that establish clear and concise communications include:
- Avoid long paragraphs and complex jargon
- Use the simple vocabulary with a global emphasis
- Structure ideas in a way that inspire action
- Punctuate and keep sentences short
Acronyms can simplify communication and help you pass information quickly. Still, some acronyms have multiple meanings and can confuse others.
If you want to apply acronyms, use the complete phrase in the first reference and include the acronym in parenthesis. The reader will be able to identify the shortened reference the next time they see it.
Proofreading also improves online communications. Remind employees to double check their messages before sending them and ensure your web or social media writers have a copy-editing process in place to avoid embarrassing mistakes. In addition, provide proofreading tools to help them detect errors and improve communication accuracy.
2. Use a Business Communication Solution
Communicating using several online tools can affect workflows. If staff don’t check each channel regularly, they may miss vital information. And if they read the message too late, they may fail to deliver work within a deadline.
Using a team communication tool can help you avoid such issues. Get a solution like Microsoft Teams or integrate company communication with Slack. These tools simplify collaboration and make it easier to manage tasks. Besides, you can tag specific staff or projects in the chat to capture attention.
While using such solutions will improve online communication, they can also make IT service desk operations and ticket management more efficient. Adopting an IT service desk app via Microsoft Teams will help end user employees receive assistance without disrupting daily work.
Such a solution helps service desk analysts work , including the Microsoft Teams app, web app, email and mobile.
3. Provide Detailed Responses
Another tip for improving online communication in business is providing detailed responses. Before answering inquiries or issues raised by colleagues, anticipate follow-up questions they may have. After that, make sure your response addresses the raised issue and related questions.
This measure will speed up communication and boost efficiency.
You may not understand some inquiries due to limited information. If you are uncertain about the type of help an employee needs, seek clarification before responding.
This way, you can avoid wasting time providing unhelpful responses. Further, you will perform your role efficiently and avoid costly business mistakes.
4. Use the Right Tone
Since online communication lacks non-verbal cues, you should use the right tone. In many cases, proper tone may vary based on the nature of the work environment. It may also differ due to the recipient’s rank and role in the company.
A proper business communication tone should show respect. It should also reflect a willingness to help regardless of the audience.
You can make sure you’re using the right tone by also:
- Using a calm and confident demeanor
- Use paralanguage effectively for audio messages
- Conveying authority and respect for others
Consider avoiding protector words like “just,” and “I think” since they may lessen your message’s strength. Further, refrain from using superior words like “obviously.” They may indicate disrespect and make the recipient feel undervalued.
5. Improve Access to Business Information
Lacking access to information could stunt a co-worker’s productivity. For example, if you change passwords and don’t inform other employees, they may waste time trying to log in. And the service desk team might waste resources looking for non-existent errors.
One way to prevent hiccups is to communicate system updates and changes in advance. Further, provide business communication guides to new employees and train them to use all solutions.
Here’s another idea: centralize and share project files in a communications platform like Microsoft Teams. Team members not only have access to call recordings, they can also create folders and organize assets in each team “files” tab.