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How to Develop an Internal Grant Communication Plan

5 Feb

internal grant communication plan pictureIn the late fall of 2014, I presented at the Grant Professionals Association National Conference. I had quite a good time and received positive feedback about the session.

You can view the the presentation on developing an internal grant communication plan here:

Internal Grant Communication Plan – Michael Roman

In addition, there was an internal grant communication “getting started” template available for the session. You can download it here:

How to Develop an Internal Grant Communication Plan – Handout – Roman 7-31-14

The description of the workshop was as follows:

We all know the importance of providing timely and informative communications to our funders, but what about providing that same level of communication to our internal staff and volunteers? In this session you will learn how to develop an internal grant communication plan for your small to large organization. There are at least five reasons this can be beneficial to your grant program. Walk away from this session with a sample project timeline, a sample communication plan outline, a sample internal newsletter, at least three different free tools to help you with your newsletter, and many other practical ideas.

The benefits of this internal grant communication plan are that you:

  • keep the internal lines of communication open
  • don’t let staff and volunteers forget that work is grant funded
  • create a more “official” channel to regularly recognize staff achievements
  • can even simplify your grant data collection processes!

Just like funders and donors might need multiple “touches”, your staff and volunteer morale and motivation can improve with new and more targeted internal grant communications.

Session Learning objectives

You will learn how to:

  • determine your best outlet for communicating grant work internally
  • define your audience and its preferred methods of communication
  • develop your internal grant communication templates
  • more easily manage the writing process
  • encourage articles and updates from staff

You will walk through the following:

  • a process to inventory your current internal communication strategies
  • a process to develop your internal grant communication plan
  • a process to measure readership and feedback

Benefits of workshop to grant professional

This workshop will help you develop skills to facilitate internal communication around grant submissions, project progress, and staff and volunteer celebrations. You will take away templates, at least three free tools, and knowledge of the processes used to develop your internal grant communication plan and measure its success.

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Please let me know if I can help you in any way with your internal grant communication plan.

You can contact me at michael.e.roman@gmail.com or by filling out this form.

Thank you!

 

Increasing Survey Responses for Conference Workshops

13 Nov

I wIncrease Workshop Feedbackas a little disappointed in the amount of feedback I received after presenting at a recent national grant conference. The conference organizers had switched to all electronic feedback forms.

Using electronic forms to capture workshop or class feedback has its benefits. The number one benefit may be that it decreases data entry time for the conference organizers.

But moving away from paper feedback forms can easily decrease your responses rate, as I saw. You must then pay extra attention to the ways you encourage and motivate your session attendees to give formal feedback.

Here is a simple-to-follow plan that you could use to increase feedback after your next conference, workshop, or class.

Build time into the schedule

When you create your schedule, make sure to mark specific five minute blocks after each session for feedback. It might look like this:

  • 8:00 Registration and refreshments
  • 8:30 Session 1
  • 9:15-Feedback forms open for Session 1
  • 9:30 Session 2
  • 10:15 Feedback forms open for Session 2
  • 10:20 Networking block
  • 11:00 Plenary Session
  • 12:00 Feedback forms open for Plenary Session
  • etc.

Announce the feedback forms

Additionally, if you have room monitors of any kind, make it an important part of their job to announce to the conference attendees that the time to give feedback is now, immediately after each session. Announce it before people leave.

If you don’t have room monitors, write up a short script for each presenter and build it into their duties to announce the feedback forms. It is for their benefit!

Send scheduled emails to the attendees

To pull this all together, use your email service to create scheduled emails to send five minutes before the scheduled end of each session. This way your room monitor or presenter can tell the attendees at the end of the session to check their inbox and fill out the feedback form while still sitting in the session.

For certain, a service like Mailchimp has this feature and can help you make your conference or workshop look super organized.

Advanced method – Create Pre-filled URLs for forms

If you use a service like Google Forms (which is free), you can create pre-filled forms by building special URLs (links). This makes things easier for the user so that she/he can click the link of his/her session instead of clicking a general link and then struggling to find their session from a drop down list. Try these examples below:

Clicking on any of these will allow you to go directly to the form with the session you clicked already filled in. This type of list is what would go in your scheduled email.

Conclusion – Improving conference or workshop feedback response rates

Using just these few simple methods can increase your conference or workshop feedback rates. It takes a bit of planning ahead but will be well worth the effort.

As always, if you have any questions or would like help implementing any of these ideas, please contact me by filling out the form below. Or, email me at michael.e.roman@gmail.com. Thanks!

Bonus Idea

For each feedback question, create a conference-wide benchmark to give to your presenters along with their individual feedback. Just giving a presenter his/her individual feedback won’t give him/her a sense of how they compared to other presenters across the conference.

Ask me a question about your feedback forms

Get Expert Help for Your Non-Profit Website, Email Strategy, or Communication Plan

1 Apr

I have some exciting news: I’m one of the first people offering personalized, expert help over live video through a new Google product called Helpouts.Non-profit website communication plans - social media - ebook - helpouts

Helpouts makes it easier to get help right when you need it, wherever you are. Whether you want help solving a problem (like how to manage your non-profit website), completing a project (like managing a social media campaign) or mastering a new skill (like publishing an ebook), all you need is a PC, smartphone or tablet with a camera and you can connect with someone who can help.

I’m offering help with non-profit digital communications (website, email, social media, ebooks) and invite you to check out my Helpout: Non-Profit Website, Social Media, & Communication Strategy. If you know someone else who you think might benefit from my non-profit technology expertise, please pass the word along.

Thanks for helping me help others,

 Mike

Find me on Google Helpouts for non-profit website help

 

 

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