I’m definitely not an expert …in anything. I might have some great experiences and have learned a lot in a variety of different environments. This does not make me an expert…!
One thing is certain, no matter where I’ve worked or what my role is (volunteer, part-time staff member or event director), there is almost no challenge or conflict that can’t be solved without communication.
Here are some of the keys to communication in very simple terms (NOTE: I specifically mentioned it was simple. It might not be easy but these are simple tactics to communication):
- Be honest. If an idea isn’t working out or you’re having challenges executing a plan, be transparent and honest about it. It’s always best to communicate the change rather than try and hide it. If you guests/participants have an expectation, it’s much easier to communicate the change with them upfront in an honest fashion, than to try and hope they “forgot” about that idea. While you may have a handful of people upset, it’s better than having a whole crowd disappointed. It is especially important if this is a recurring event which could damage the reputation of the organization or the event and affect participation/attendance in the years to come. At the same time, you don’t have to dwell on the issue. Mention the change and, if it’s appropriate, explain a few details, then move on. (In an earlier blog, we discussed what over-promising was and how to avoid it. This concept of honesty is very similar.)
- Be consistent. Make sure you are communicating with all your stakeholders in a consistent manner. They deserve to be updated and informed. This also helps as it keeps them engaged and helps you when you need that extra bit from them. They will be there to help you. Depending on the timeline for your event, it might make sense to send out a weekly/biweekly communication email updating stakeholders. This will ensure that everyone is receiving the same communication at the same time. It will also prevent you from trying to remember “Did I remember to tell X about X?” If you have it all in writing in your email sent to the stakeholders, you’ll be able to reference the communication to know what items to include the next week.
- Be appropriate. Know who you can call in a crisis and who to call when you need a HUGE favor. Know the value of email versus the value of a quick phone call that will yield incredible results.
- Don’t forget that sense of humor. In the end, we can never forget where to find that sense of humor that will make you laugh when you need it most.
Honesty, consistency and appropriate communication is the key to success in almost any situation…delivery of positive news…or not-so-positive.