As a volunteer treasurer, a big part of your job is to collect information from others and pass along that collected data to others. Your records are all going to originate as communication, so it’s important to do it well. These tips will help you become a better communicator and ensure your original messages don’t get lost in the mix.

Never Make Assumptions

Start by not making assumptions. If you think someone knows all about a project and jump into a topic without explanation, they’re going to be lost. Give a little background to ensure you are on the same page. Then be clear and specific when getting your message across. Keep it simple and use language that’s easy to understand. Avoid technical jargon or abbreviations unless you are sure everyone knows them.

Always Be Direct With Your Communication

Be direct and know what you want the outcome to be before approaching someone. Are you making a report or do you need to convince someone to make a change? Practice beforehand if you need to and imagine what they might say in response so you can be prepared to provide more information. Keeping your goal in mind will help you stay on topic and not appear nervous.

Demonstrate You Are Listening

Communication is a two-way street; take the time to listen. Ask what they think. Draw them out with questions and then pay attention. If you want to  make sure they understand, ask them to summarise what you’ve discussed in their own words. Don’t just deliver information – be open to discussion and new ideas. Sometimes a fresh viewpoint is just what you need.

Watch Your Body Language

Body language can be an important indicator of how successful your communication is. Crossed arms or a closed stance can indicate defensiveness or disagreement. Fidgeting, wandering eyes and restlessness can mean they are impatient and not paying attention. Try changing your own body language, lean in, open your stance, and see if they relax. Show that you value what’s being said by being attentive and keeping eye contact while speaking and listening. Don’t interrupt, and definitely don’t look at your phone.

Be Friendly And Personalise The Conversation

Try to develop a personal connection with your volunteers and coworkers over time. Sports, hobbies, and outside interests can all provide common ground, or ask about family and other projects that they volunteer with. People are more receptive when they feel like they are talking to a friend rather than a boss, so spending a little time talking about personal things can go a long way in improving business communication within your NFP.

Mention something positive every time you communicate with your team and actively look for things you can encourage or praise. A person who only wants to talk when something is wrong will be one that nobody wants to talk to at all.