Monthly Archives: February 2018

Press relations tip from a person I loathe

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There is an activist that I loathe, a spokesperson for causes that go against everything I believe in. When I would hear or see him speak, my blood would boil. I’m not going to say his name because I do not want to give what he stands for any spotlight whatsoever.

Before he passed away, he was everywhere in the media here in the USA: in newspaper articles, in TV programs, on the radio. Some days, I saw him multiple times across networks. And I would seethe and wonder: why do reporters and producers call this man all the time to comment on, well, anything at all? Why do they give him so much attention?

At some point, I heard a press person be asked this very question. And he said something along these lines, “Because he will always, always return our calls, within minutes of our calling. He places a priority on talking to us. Whether it’s national network or a tiny newspaper in a small town, he always talks almost immediately to any press person that asks for an interview or comment.”

It immediately made me think of all the times I told the Executive Director of wherever I was working that some reporter was on the phone, or had emailed, and wanted an interview or comment, and the agency head telling me “I don’t have time” or “I don’t want to” or “Yeah, just give me the info, I’ll call” but she or he never did. I thought of how often I have had to BEG a senior staff member to do a requested interview, how I’ve offered to sit in on the interview and answer any questions the director may not know. And I thought about how, later, after not doing these interview requests, these same people will complain about lack of coverage from the press.

I worked at the Williamstown Theatre Festival for two summers, the second time as the head of publicity, both times pre-Internet, and I got a lot of compliments about how much press coverage I was able to land for the shows. Someone asked me for my “secret”. And it was easy to answer: I treated the press as my customers. I would knock myself to get them absolutely anything they needed, no matter how tight the deadline. I also made sure, before the interview with the famous person, that the reporter had everything about the upcoming show that person would be in, with the key information – what, when, where and how to buy tickets – right up front. Whether it was Entertainment Tonight, the entertainment reporters from CNN, or a tiny community newspaper in Vermont, everyone got immediate callbacks, everyone got complete info, everyone got some kind of access, even if it wasn’t precisely, exactly the access they wanted. And I have to give kudos to the two Executive Directors I worked under, first Nikos Psacharopoulos and then Peter Hunt, both of whom would do absolutely any interview with the press they were asked to do, no matter how crazed they were with final rehearsals, no matter the absolutely horrid mood they were in.

Sure, some reporters were still hostile and wrote the negative stories they had every intention of writing before they ever called me. But for the most part, I really enjoyed working with the media at Williamstown, and I think they really enjoyed working with me, because they saw me as on their side – and never knew all the many things I was hoping they wouldn’t find out about and want to do a story on… I remain grateful that digital cameras nor camera phones existed at that time.

I realize this was more than 20 years ago, but I think it’s still the key to getting press coverage: treating the press as customers and making calling them back quickly a priority. Also, keep sending those “old fashioned” press releases: I still use them for nonprofits I work with, and they still work in getting coverage – or, at least, a mention.

One more lesson: the man I loathed also always had a message, always had something to say. He knew what his central message was for whatever media moment was offered. Some speakers get that naturally, but very often, communications managers have to brief and prep someone before an interview regarding such a central message. Executive Directors: listen to your communications manager, meet with them, work with them, and craft that central message well! The payoff for doing so is enormous.

Also see:

        • Basic Press Outreach for Not-for-Profit and Public Sector Organizations
          Like fundraising, press relations is an ongoing cultivation process. These are basic, low-cost/no-cost things you can do to generate positive attention from the media.
        • Daily, Mandatory, Minimal Tasks for Nonprofits on Facebook & Twitter
          There are a lot of nonprofits using Facebook and Twitter just to post to press releases. And if that’s how your nonprofit, NGO or government agency is using social media, then your organization is missing out on most of the benefits you could gain from such. Facebook, Twitter and other social media are all about engagement. This is a list of must-do social media tasks – these tasks take minutes, not hours.
        • Outreach Via the Internet for Mission-Based Organizations
          It’s more than just putting up a Web site; it involves finding and posting to appropriate Internet discussion groups, sending emails to current and potential customers, using online social networking… it’s pro-active, interactive and ongoing. Here’s how.
        • Your initiative should exploit UN days
          International days, weeks, years and decades, as designated by the United Nations General Assembly, offer excellent outreach opportunities for nonprofit organizations, non-governmental organizations (NGOs), civil society organizations, charities, government initiatives and other agencies focused on improving and enriching communities and individuals, as well as protecting the environment.
        • For Schools: You Should Be Using Social Media. Here’s How.
          This advice talks not only about exactly what your school should be posting to social media, but the consequences of not doing so, as well how to handle tough questions and criticism. It also links to legal advice.
        • Getting More Viewers for Your Organization’s Online Videos 
          Videos are a great way to represent your organization’s work, to show you make a difference, to promote a message or action that relates to your mission, etc. But just uploading a video isn’t enough to attract an audience. This page on my site offers specific steps that will get more views for your organization’s videos on YouTube.
        • Where Are Your Organization’s FAQs?
          Reporters love FAQs – frequently asked questions and their answers. Are yours on your web site?
        • Handling Online Criticism
          Online criticism of a nonprofit organization, even by its own supporters, is inevitable. It may be about an organization’s new logo or new mission statement, the lack of parking, or that the volunteer orientation being too long. It may be substantial questions regarding an organization’s business practices and perceived lack of transparency. How a nonprofit organization handles online criticism speaks volumes about that organization, for weeks, months, and maybe even years to come. There’s no way to avoid it, but there are ways to address criticism that can help an organization to be perceived as even more trustworthy and worth supporting.
        • Lessons for online outreach to nonprofits, NGOs & charities
          From working with the nonprofit Knowbility in 2017 & 2018.
        • Frank description of what it’s like to work in communications in the UN
        • My consulting services regarding communications and community engagement

A letter to ODOT

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Today, February 25, 2018, I submitted a letter to a letter to the Oregon Department of Transportation (ODOT) via the ODOT comment form.  I also submitted a copy to the city council of the town where I live, to my representative on the Portland Metro government, and to my state Senator and state Representative.

Here is what I wrote:

Like much of the Portland metro area, Forest Grove and Cornelius are going through rapid, massive development. Forest Grove alone is adding a significant number of apartment buildings, many along Highway 8. These new residents pouring into Forest Grove won’t drive everywhere they need to go: many will want to walk, to ride bicycles and to take mass transit to their destinations. Yet, to do those three activities on or across Highway 8 is treacherous, and with increased traffic, it is about to become even more so.

Highway 8, starting from Oak Street in Forest Grove to 26th Avenue in Cornelius, is NOT safe for pedestrians or bicyclists:
— speed limits go from 25 to 40 in different parts of this 2.3 mile stretch of road.
— several points along the road have no sidewalks at all.
— bicycle lanes are not protected
— there is no prominent signage reminding drivers of the very heavy pedestrian traffic crossing this street at the many intersections on this road

Making a road more appropriate and safer for bicyclists and pedestrians is often not a matter of more money but, rather a matter of spending priorities. I fear that, without ODOT making it a priority to drastically improve this stretch of road for pedestrians and bicyclists, there are going to be many tragedies in our future – beyond deaths that have already happened.

There is a plethora of free advice from a variety of organizations on how to make streets safer for people walking and riding bikes. Will ODOT make a commitment to the safety of pedestrians and bicyclists on this stretch of road, or will its priority continue to be getting as many cars as possible through the area as fast as possible?

If nonprofits were brutally honest with funders

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How will the community be transformed as a result of this grant? 

Hahahaha, that’s a good one! This grant is for $5,000! And people say funders don’t have a sense of humor! 5K will allow us to pay for six weeks of rent, which means we can stay open, and who knows what awesome stuff we’ll accomplish during those six weeks, am I right? Please add three zeroes if you really want to see transformation.

This is from a hilarious article from Nonprofit: Adorable Festive by Vu Le, Executive Director of Rainier Valley Corps, and is something every nonprofit, NGO and government program will have a hearty laugh about – it’s something every foundation and corporate philanthropy program manager should read as well.

Read it, have a laugh – and, seriously, think about how you could say some of these things diplomatically in a funding application. Because it needs to be said.

Also see:

International aid workers having sex with people in countries in crisis

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I’ve written about the danger of sexual assault for women that work in aid and development, including PeaceCorps members (see the end of this blog for links). But, as I’ve researched, written and published these pieces, I’ve thought about women living in those developing countries, and how those local women are at even greater risk of sexual assault by the foreigners coming to their communities, either military, private enterprise or humanitarian workers. They are at MUCH greater risk, in fact. The Oxfam scandal reminds me that I’m overdue to focus on this.

If case you aren’t aware: earlier in February, The London Times reported that the U.K.-based agency Oxfam covered up an internal inquiry finding that the country director for the African country of Chad, Roland van Hauwermeiren, and members of his staff, had paid prostitutes in Chad for sex. Similar accusations emerged after van Hauwermeiren and his team were reassigned to Haiti following the devastating 2010 earthquake there. In an open letter responding to the allegations, van Hauwemeiren, a 68-year-old Dutch citizen, denied the allegations of sexual exploitation, saying he had “intimate relations” with a woman in Haiti during his tenure there, but that she was “not a prostitute. I never gave her money.”

Can local women in a developing country that has been devastated by war, corruption, natural disaster and/or poverty have consensual sex with foreign military members, business people or aid workers? Can a refugee? I say no. It’s impossible for someone in such a vulnerable position economically or socially to freely consent to sex with someone with that much power. 

About 20 years ago, there was an online community called the Aid Workers Network. I was one of the facilitators of that network, and we had some really incredible discussions about working in aid and development. It was through that network that I read an article about a humanitarian worker seeing his boss leaving a brothel, and it was the first time I had ever considered issues around aid workers and sex with local people – or even six with each other.

I’ve worked with international aid agencies since 2001, including in some developing countries, and in my briefings for working in those countries and with local people, people who are in highly-vulnerable positions because of their dire economic situation and because of the insecurity of their situation, I never once heard a caution about sexual relationships with local people, about power dynamics that many would say render it impossible to call a sexual relationship with a local woman and a foreign man “consensual.”

Sara Callaway, co-founder of Women of Colour Global Women’s Strike, noted in this article in The Guardian: “When women are starving and living in rubble, it is not prostitution. It is rape – what choice do women have?”

Other than on the now-defunct Aid Workers Network, I never once witnessed this as a topic of discussion among aid workers, including at the United Nations. I never felt that I was in a position of stability in terms of my job to dare to ask questions of human resources managers or anyone else, for that matter, regarding being on guard regarding sexual exploitation of local people by aid staff. I now so regret not asking the questions I wanted to, even if it would have jeopardized my career at the UN.

Here’s what I think needs to happen to keep local women safe and to change the culture at oh-so-many field offices regarding the safety of local women in their interactions with international staff:

  • Aid agencies MUST have written policies regarding international staff engaging in romantic or sexual relationships with local people or international staff that are subordinate to them, and these policies should be communicated when a person is hired and re-iterated regularly to ensure that no one can say, “Oh, I didn’t know!”
  • Visiting a prostitute in a developing country for sex, rather than as a part of official work with sex workers to ensure their basic rights, protect their health, etc., should be grounds for dismissal of international staff, as a violation of that agency’s written code of conduct. It should not matter if money was exchanged or not. Aid agencies cannot say they worry about the rights of women and then ignore that staff are visiting prostitutes for sex in developing countries. They must also consider what their policy will be regarding local male staff and their interactions with sex workers – this isn’t just about appropriateness; it’s also about abuse of power.
  • Aid agencies should publicly report how many accounts of sexual misconduct they investigate each year, the number of people dismissed each year for sexual harassment or abuse, and the processes they have for investigating and dealing with reports of sexual harassment or abuse. No need for names of people nor even of the countries where incidents happen – naming the countries where such happens could, in fact, endanger humanitarian workers in those countries.
  • Aid agencies should also say, in writing, publicly, if they are willing to rehire or reassign a staff member or contractor they suspect to have violated their policies regarding sexual misconduct or abuse, and what their policy is for providing a reference to such staff people regarding jobs at other agencies.

Oh, but what if an international aid worker truly falls in love with a local person? Then the aid worker can quit their job, get out of that power position, and get on a more level playing field with the love of their life.

There has never been a greater need for aid agencies. There has never been a greater need for foreign money to support those aid agencies. Aid agencies have prevented wars – no, not all of them, obviously. Aid agencies prevent genocides – no, not all of them, obviously. But without aid agencies, the amount of chaos happening in the world would be untenable. Aid agency scandals provide perfect scenarios for isolationists in government to cut foreign aid even further. Humanity, nor the environment, can survive without aid agencies – and they cannot survive if they do not address this very real, serious issue.

Related blogs:

Trump wants to eliminate national service

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On February 12, 2018, the President of the USA, Donald Trump, sent his official Fiscal Year 2019 Budget request to Congress. This budget proposes the elimination of the Corporation for National and Community Service in FY 2019, and provides funding for an “orderly shutdown.” Here is an official statement about this budget proposal from CNCS.

This budget cut will mean the elimination of AmeriCorps, VISTA, Conservation Corps (the modern-day CCC) and Senior Corps.

I have seen, first hand, the impact that these national service members have had on nonprofit and public institutions, and those they serve, across this nation. These programs are a part of what make my country great – great right now. Members of these services provide CRITICAL services that benefit millions of people in our country. Members go on to an intense awareness about community issues that make them better citizens, more educated votes, and more productive members of society. The first President George Bush, President Bill Clinton, the second President George Bush, and President Barack Obama all supported these national service programs. If these national service programs are eliminated, millions will suffer, and yet another great thing about these United States will go away.

I am being entirely politically slanted with this blog and begging every person in the USA to write their US Senators and US Congressional representatives to stand firm in support of national service programs and to pressure their colleagues to do the same. We cannot let these programs be cut.

I warned you of this a year ago: AmeriCorps, VISTA, other CNCS programs could soon be gone

In the meantime, I guess it’s time to scramble volunteers to preserve the research and resources CNCS has compiled on its web site before the government deletes it.

Also see:

Diagnosing the causes of volunteer recruitment problems

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graphic by Jayne Cravens representing volunteersI see it and hear it over and over: comments from nonprofits or churches or schools saying they are having trouble recruiting volunteers.

Before you hire a consultant, even me, to see what the problem is regarding why you don’t have enough volunteers, you might be able to diagnosis the problem yourself. The only catch is that you MUST be honest as you answer these questions. Also, answering these questions is rarely a one-person exercise; you may think you know the answer, but you need to ask other staff members, including volunteers themselves, what their answers are to these assessment questions. Don’t be surprised if your receptionist or a volunteer gives you a very different answer to any of these questions than you yourself would give.

Questions to diagnose your volunteer recruitment problems:

  • Is it easy to know just from looking at your web site what volunteers do, the different roles, the time commitment, the training requirements, and how to sign up?
  • Is there an OBVIOUS link from your home page to information for potential volunteers, a link as obvious as your donation link?
  • When someone calls or emails about volunteering, or submits an application, does that person get an immediate reply regarding next steps? In fact, do they get info at all, or does someone take their name and say someone will get back to them and then, most of the time, no one ever does? Often, when I’ve been asked to assess a volunteer recruitment at a school, THIS is where the problem lies: plenty of people are calling to volunteer, but they never get the response they need to get started, or the response comes months later, when they are no longer interested or available.
  • Are your next steps for volunteering with your organization something that the volunteer can get started on in a few days? In several weeks? In a few months? The further away the next step, the more likely the volunteer candidate won’t follow through.
  • Are your volunteering opportunities listed at the most popular third party volunteering sites for your area? For instance, where I live, the most popular volunteer recruitment sites are VolunteerMatch and HandsOn Portland. Go to Google or Bing and type in volunteer and the name of your city and see what comes up. Also see these tips for Using Third Party Web Sites Like VolunteerMatch to Recruit Volunteers.
  • Do you need to alter the volunteer role so that a volunteer would get more out of it, in terms of training, career-development, university class credit, or personal fulfillment? Is there anything you can do to make the role more fun?
  • Can the people you are trying to recruit as volunteers afford to volunteer – to work for free? Do they have childcare responsibilities that are preventing them from helping? Could you offer childcare? Could you pay for parking or mass transit, provide lunch for volunteers, or do anything at all to ease their financial burden?
  • Could you make the service time commitment less for volunteers? Could you try to recruit more volunteers for shorter shifts, for instance, instead of fewer volunteers for longer shifts?
  • Do you have a myriad of opportunities available for volunteers, like Short-term Assignments for Tech Volunteers, One-Time, Short-Term Group Volunteering Activities, and virtual volunteering?
  • Does the task you are asking volunteers to do seem especially intimidating or daunting? Could you make it less so, by reducing the time commitment the volunteer would have to make, or by guaranteeing that there is a seasoned volunteer or employee always with the new volunteer? Or by taking away the tasks in the role that are the most intimidating and giving them to paid staff? Or by better-assuring candidates that they will be fully trained before they are put into potentially challenging situations?
  • Are you asking too much from volunteers in terms of a time commitment, training and the responsibilities they will undertake as unpaid staff? Do you need to convert such roles into paid positions, in order to better attract the people that can make the time and emotional commitment to the role?

A terrific, easy exercise that can be really helpful in diagnosing your volunteer recruitment problems is to create a flow chart mapping your volunteer engagement, or a series of maps for different parts of the volunteer management process — the volunteer in-take process, the volunteer assignment development and matching process, the volunteer support assignment, etc. You could do charts for each of these processes, and then show how they all intersect. You can do a map on what you do, and don’t do, now, and then alter it to show how it SHOULD be. A dry erase white board with markers is best, better than any computer app:

Here’s one example of what a volunteer in-take flow chart could look like as a result of your mapping exercise (every organization is different):

Let’s be clear: people WANT to volunteer, including the much-derided millennials. Just go to Quora or Reddit and see how many people, mostly from that generation, are posting questions about how to find volunteering. And people are hungry to connect: in this age of always-online, there are so many, many people looking to connect in a meaningful way offline. Your obstacle to recruiting volunteers isn’t that people don’t want to volunteer; it’s that people that want to volunteer can’t easily find your information, or your volunteer roles don’t fit their interests or schedules. What worked to recruit volunteers 30 years ago doesn’t work now; if you are having trouble recruiting volunteers, it’s overdue for you to take a hard, in-depth look at both how you recruit, what your in-take process is like, and the volunteer opportunities you have available.

Also see:

An incredible volunteer recruitment success story in Texas

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graphic by Jayne Cravens representing volunteersI have been training regarding volunteer management topics since the late 1990s. A frequently asked question I have gotten in my trainings is, “How do I get more black American men to sign up as volunteers with our program?” This question has come from a variety of nonprofits and schools. When I started training in the 1990s, I had zero ideas – I could not answer this question. I have had a lot of black American women in my audiences, but not men, especially when I was based in Texas, so I decided to ask some of them what their thoughts were in answer to the question. Two said the same thing to me on two different occasions: “I have no idea. When you find out, let me know.” I gathered ideas over the years, but never had the opportunity to put my own ideas into practice.

I did not, and I do not, for a second, believe any particular ethnic group is less inclined to volunteer. I do believe that different groups help their communities in different ways, and a lot of unpaid help to communities isn’t called volunteering – black men in the USA are giving back, but the ways they volunteer often go unrecognized. I also believe different groups face various obstacles to traditional, time-intensive volunteering: conflicting work schedules, family care needs, lack of transportation, lack of information about volunteering and language barriers. When I say lack of information, what I mean is that the volunteer recruitment message via one particular channel often does not reach everyone you want to reach. For instance, if I put volunteer recruitment messages only in the local newspaper, the majority of the community, which does NOT read the local paper, will never see it. If I put the messages only on Facebook, it’s unlikely teenagers will ever see it. When I say language barriers, I don’t always mean people for whom English is not their first language; I mean that certain words don’t mean the same to absolutely everyone. Volunteer doesn’t mean the same thing to everyone. Community service doesn’t mean the same to everyone. Mentor doesn’t always mean the same thing to everyone. So in constructing a message, you have to think about who you are talking to and what words might appeal to them.

With all of that in mind, the recent success of a middle school in Dallas, Texas in recruiting black American men to be mentors in their school has been inspiring and enlightening to me:

According to this web site, 68.4% of the student population at Billy Earl Dade Middle in Dallas identify as African-American – drastically different from that of a “typical: school in Texas which is made up of 12.6% African-American students on average. To qualify for free lunch, children’s family income must be under $15,171 in 2015 (below 130% of the poverty line), and 85.5% of students at Dade Middle School receive free lunch. To qualify for reduced lunch, children’s family income must be below $21,590 annual income in 2015 (185% of the poverty line). 3% of students at Billy Earl Dade Middle receive reduced lunch. As of 2016, the percent of students at this school who pass the State of Texas Assessments of Academic Readiness (STAAR) across all subjects was significantly lower than average for Texas. In short, the student body at Billy Earl Dade Middle School was largely “at risk.”

Parent involvement in a child’s early education is consistently found to be positively associated with a child’s academic performance (Hara & Burke, 1998; Hill & Craft, 2003; Marcon, 1999; Stevenson & Baker, 1987). A 2002 report from the Southwest Educational Development Laboratory, A New Wave of Evidence, found that students with parents involved in their schools and their school work, no matter their income or background, are more likely to:

  • Earn higher grades and test scores, and enroll in higher-level programs
  • Be promoted, pass their classes and earn credits
  • Attend school regularly
  • Have better social skills, show improved behavior and adapt well to school
  • Graduate and go on to post-secondary education

In December 2017, Billy Earl Dade Middle School ran into some difficulty when planning its annual “Breakfast with Dads” event. The school’s community liaison, Ellyn Favors, told the school’s Site Based Decision Making Team that student participation had been low in the past due to young men not having a father/father-figure available to attend the event. Kristina Dove, a community member on the team, decided to post a call for volunteers on Facebook in the hope of finding 50 male mentors to accompany the middle schoolers at the event:

This post was shared by several of her friends, including Stephanie Drenka, a popular blogger and photographer. The post was shared and reshared over and over, more than 125 times by the day of the event. They needed 150 men to sign up. More than 600 men showed up for the event. The event had to be moved from the cafeteria into the gymnasium because of the response. The event was so successful, so powerful, that it was covered by national media and online stories were shared over and over on social media. 

Why was this volunteer recruitment so successful? Based on all that I’ve read:

  • It was a simple way to get involved: just one hour of commitment at the school, with no requirement for anything else.
  • Why their attendance was so important was boiled down to simple, inspiring wording – easy to understand and oh-so-inviting to be a part of.
  • It was so simple to sign up.
  • It was oh-so-simple to share this message, and apparently, everyone on the team did so, to start.
  • The team had strong, trusting connections with key members of the community, so when they shared that message on social media, it reached those key members – who amplified it even more.

Had any one of those bullet points been missing from this equation, I’m not sure the recruitment would have been as successful.

What will happen now?

  • I hope the names and contact info of everyone who signed up is in an excel spreadsheet or database program, for easy reference.
  • I hope a variety of volunteering opportunities are created to entice these men to continue to be involved and accommodate their schedules, opportunities that range from more just-show-up episodic volunteering to more one-on-one, higher responsibility opportunities (and these will, of course, require more training and screening).
  • I hope the school is revisiting its safety policies and ensuring those are being followed.
  • I hope things are being put into place right now so that, in six months and a year from now, all of these activities can be evaluated, and successes can be bragged about and attract much-needed funding for the school so those successes can be amplified.

Congrats to Dade Middle School for getting it right. I’ll aspire to do the same.

Also see:

How schools & small governments should be using social media

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The days of everyone getting their information from one newspaper is over. Newspapers continue to disappear and most of those that are left don’t readily print school-related information anymore, like weekly lunch menus, sports scores, the dates and times of the Spring musical, etc. A growing number of people get their community information ONLY from social media. If your government agency, school or nonprofit isn’t posting to social media, you are leaving out that growing number of people.

Here’s the good news: you aren’t creating any new text to use social media. Rather, you are using information you already have prepared for other communications. If it’s public information, it needs to be on your mail social media accounts. Often, that means just cutting and pasting information from another platform.

I’ve added two new resources on my web site, one to help local governments to use social media, like Facebook, Twitter, etc., one to help schools to use social media:


Tips for small cities, towns and counties on using social media

To not be using social media to deliver information and to engage means you are denying critical information to much of your community and promoting an image of secrecy and lack of transparency. In fact, the lack of use of social media can be seen as your city council or county government trying to hide something, and even lead to rumors that are much harder to dispel than they would have been to prevent. This advice talks not only about exactly what your school should be posting to social media, but also how to handle tough questions and criticism.

 


Tips for schools on using social media

No excuses: your school needs to be using social media. Whether you are just K – 6 or all the way K – 12 or anything in between, your school MUST be using social media. To not be using it means you are denying critical information away from parents and the community.

Also see: