Effective communication within Non Government Organization

1. Effective
Communication
THE ART OF EFFECTIVE COMMUNICATION WITHIN AN ORGANIZATION

2. What is effective communication
 Effective Communications is the process of exchanging;
 Ideas
 Thoughts
 Opinions
 Knowledge &
 Data
 So that the message is received and understood with clarity and purpose.

3. How can we achieve effective
communication?
 There are specific things to do that can improve your communication skills;
1. Listen, listen and listen
2. Who you are talking to, matters
3. Body language matters
4. Check your message before you hit send
5. Be brief, yet specific
6. Write things down
7. Sometimes it’s better to pick up the phone
8. Think before you speak

4. Effective Communication Matters
 Effective communication is essential for managing relationships with your
staff, customers and stakeholders. Poor communication can ruin
relationships, and potentially result in lost sales and a damaged reputation.
 Communication is the transfer of information (a message) between a
sender and a recipient. Can be influence by your emotions , the cultural
situation, the medium used to communicate, and your location. Two
people can interpret the identical message in different ways depending on
their personal influences.

12. Email Protocol – Sensitive Information
 Emails are the electronic equivalent of a postcard. Anyone can read it’s content along the
delivery path so keep it short as always.
 Never email in haste, consider the facts and consequences of the message.
 Be professional and careful about what you say about others, as email is easily
forwarded.
 Be aware of copyright and libel issues e.g when sending scanned text, pictures or
information downloaded from the internet.
 An email can be contractually binding. Therefore CARE should be taken when expressing
personal views that these cannot be misinterpretes as belonging to ADRA, as the email
address will part contain the ADRA name.
 If an urgent email is sent, you may want to follow this with a phone call or just visit the
recipient.
 Never send emails that are offensive, threatening, defamatory or illegal. Emails have
been used successfully as evidence in libel cases.

13. Email - Auto Replies
In the event that you will be away on
duty travel, leave or absences, an auto-
responder must be set up.
On the auto email, insert the time and
date you will be away
Always provide alternative contact
person in your absence.

14. Email – Turn Around To Respond
All incoming emails should be replied to
within three (3) working days.
Within an aim to acknowledge any emails
within 2 days.
Certain emails may need to be prioritized
in light of their content.

15. Subject]
[Salutation]
[Intro sentence] Thank you for your recent purchase of [item or service
purchased]. [Details about item shipping, order quantity or other
information]. [Closing sentence] Thank you for your business
[promotional coupon or item].
[Salutation]
[Sender name and title or company]

16. Mary Collins: Your recent order with Orchard Homestead
Foods
Hello,
Thank you for ordering with Orchard Homestead Foods.
We are pleased to provide you with premium quality whole
foods. Your order of 10 Homestead Popcorn units is
currently processing and should complete in about one
business day. Once we process your payment and finish
packaging your items, we'll mail them to you. Shipping
times take anywhere from one to three business days for
the continental United States. Thank you for your
business and please enjoy the promotional coupon
attached to this email for 20% off your next order!
Sincerely,
Mike Randy
CEO of Orchard Homestead Foods

17. End Of Presentation
Thank You
Q & A