Author Archives: jcravens

About jcravens

Jayne Cravens is an internationally-recognized trainer, researcher and consultant. Her work is focused on communications, volunteer involvement, community engagement, and management for nonprofits, NGOs, and government initiatives. She is a pioneer regarding the research, promotion and practice of virtual volunteering, including virtual teams, microvolunteering and crowdsourcing, and she is a veteran manager of various local and international initiatives. Jayne became active online in 1993, and she created one of the first web sites focused on helping to build the capacity of nonprofits to use the Internet. She has been interviewed for and quoted in articles in The New York Times, The Wall Street Journal and the Associated Press, as well as for reports by CNN, Deutsche Well, the BBC, and various local radio stations, TV stations and blogs. Resources from her web site, coyotecommunications.com, are frequently cited in reports and articles by a variety of organizations, online and in-print. Women's empowerment and women's full access to employment and education options remains a cross-cutting theme in all of her work. Jayne received her BA in Journalism from Western Kentucky University and her Master's degree in Development Management from Open University in the U.K. A native of Kentucky, she has worked for the United Nations, lived in Germany and Afghanistan, and visited more than 30 countries, many of them by motorcycle. She is currently based near Portland, Oregon in the USA.

Be kind after you read the first draft.

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After a few decades of professional work, I’m getting less circumspect about my experiences. There are things I was afraid to say, or to admit to, 20 years ago, but now feel need to be shared, to help others pursuing a similar career path and to remind some folks in power of some things they should be reminded of. I’m in a good position to share them, per my decades of work and diversity of experiences. This blog is one of many coming from that feeling that it’s time to say it – whatever it is.

Many years ago, I trained as a journalist. I even worked as a professional journalist for a few years. But before graduating from university, I realized I didn’t want to be a journalist. Before I left university, I started working in public relations for a nonprofit, and then I was in charge of publicity for the entire season of my university’s children theater series. We broke attendance records. I loved it. So I’ve done communications work ever since for nonprofits and cause-based programs, except for a few breaks to manage programs and projects for nonprofits or the United Nations.

I love applying what I learned as a journalist to the work I do with nonprofits – I think it’s why I’m successful at getting media coverage. And I love writing with the purpose of promoting, even explaining, a program or project. For nonprofits, I find such writing easier than a lot of other people, because I believe so much in the fundamental importance of the third sector and the public sector to everyone’s quality of life. That innate motivation makes it easy for me to be motivated to write for most any nonprofit or government mission. I feel great inspiration in why most nonprofits and government programs exists, whether it’s a winterization program or a new musical or a new approach to community meeting facilitation, and I think it shows in what communications products – press release, web pages, social media posts, speeches, video scripts and more – that I make for them.

But writing for causes I immediately find worthy is not without some big challenges. And the biggest for me is the reaction from co-workers or funders reading a draft of something for the first time. The expressed shock of some of them, even suppressed outrage, that things are incorrect or aren’t perfectly clear can be exhausting.

Of course, the first draft is imperfect. Of course, you will need to edit what I’ve written. I knew that going in. Didn’t you?

Very often, the person that asks me to write a press release or slide show presentation or video script has nothing written at all, not even an outline. I have to draw my material for the first draft from talking to them, from researching online, and if I’m lucky, from printed or online material I’ve been able to track down, like a grant proposal. I do my best with what I can find, and when I provide that first draft, I’m not thinking, “Here it is, all perfect and ready to share!” I’m usually thinking, “Here it is, ready for your edits, because I know how much easier it is to edit than to write from scratch!” I expect edits!

One of my least favorite phrases is this: “I don’t know where you got this from”, referring to some graphic or quote I’ve included in my draft. Please note that I’m not AI (artificial intelligence) and I don’t make things up; whatever it is, I found that graphic or quote somewhere, from a different communications project I wasn’t involved with, from a headquarters, from another nonprofit – somewhere credible and reliable. Or, perhaps you explained something, in terms I cannot use, and so I had to interpret them – and it turns out your explanation wasn’t as good as you thought it was.

One of the best ways to know how good of an explainer you are is to explain something to a person, and then ask that person to explain it back to you. And that’s what you are doing when you ask me to write something you need to communicate with others.

In addition, so much of effective communication isn’t just saying something in one particular way, and expecting the reader or listener to understand. Rather, it’s about saying things in multiple ways, and the reader, or listener, gets the meaning from those different ways you have said it and that they have heard it – more than once.

When you get that first draft, don’t panic that it’s not perfect. Instead, think about how much easier it’s going to be to edit this than to try to write it entirely from scratch.

It’s fine to say, “I don’t like this” about a sentence or graphic, but be able to say more about why. Are the words too big? Do you feel like it could be interpreted to be saying something you don’t want said and, if so, what is that something?

It’s fine to say, “I haven’t heard this way of saying it before. Did this come from somewhere else?” I always have the source material for just such an occasion, like when a client thought I had made an inappropriate leap in logic in how I described one of the programs she managed, and I was able to provide the web pages of her affiliate’s headquarters, as well as other affiliates, that used the same descriptions.

Is the way you have been describing something really better than the alternative now being offered? You may be far closer to the subject matter than the person that wrote this press release draft, and that person may be thinking about the audience, people who don’t know as much as you do about the subject, or who may even be hostile about it.

Did the writer have to follow a particular template provided by a funder? Can the writer make the changes you want and still follow the template the funder wants followed?

Did the writer actually do what you wanted and you are now realizing it’s not what you wanted? That’s okay! It seemed like a great idea to adapt that poem or song lyric a certain way, but now that you see what that would look like, it’s okay to say, “I’ve changed my mind.”

Remember that the writer just did the heavy lifting and you now get the far easier role of editing and altering. Thank them for that heavy lifting!

Also see:

What theatre taught me about management & internal communications.

Abilities you need to work in humanitarian development successfully

How to support your online community manager in times of trolling.

Support Your Local Online Discussion Manager!

The delicate, peculiar task of promoting a charity’s gala.

Be careful using Canva – nonprofit graphics are starting to all look the same!

Getting great photos for your nonprofit’s marketing needs takes planning.

When some nonprofit employees & volunteers don’t really understand what the nonprofit is trying to address & why.

Nonprofits: look at local election results & prepare to reach out

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image of a panel discussion or a presentation in front of people at a long desk

An election has happened in the USA and, by now, even tight local elections should have been resolved and winners named. And that means, nonprofits, that you have some relationship building and sustaining to do:

Update your lists of elected officials – city councils, county officials, your state legislative representatives and your US congressional representatives. They don’t take office until January, however, so don’t change the lists prematurely if you have information to send out before the end of the year.

Newly-elected officials should get at least a card of introduction from your nonprofit. An invitation to meet face-to-face would be even better. They need to know who you are and why you matter.

For officials who did not choose to run for re-election, or lost the election, especially if they ever attended any of your events or somehow showed support for your nonprofit. Thank them for their support and consider offering an invitation to continue to be involved with your nonprofit in some way – at least signing up to continue to receive your newsletter. 

Relationship building with elected officials has never been more critical for nonprofits’ to survive. You ignore doing all of the above at great risk to your nonprofits’ future.

Folks need post-election reassurances from your nonprofit – here’s what to say

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four people standing in a circle, holding hands.

Nonprofits in the USA: there are people among your clients, your donors, your volunteers and employees who are deeply worried right now, per the November 2024 election. You don’t have to get political, but you do need to demonstrate to those you work with and for that your organization has a commitment to respect and inclusion in its work. And your employees in particular need to know you have their back in case they need to start job hunting.

Start by reaffirming your organization’s mission, vision and code of conduct, all of which should be in writing, to employees and volunteers. All of your volunteers should be signing new liability waivers and photo releases at the start of each new year – so why not have an official re-orientation when volunteers arrive to renew their paperwork that reminds them of your organization’s mission, vision and code of conduct? If your organization has a written commitment to diversity, equity and inclusion (DEI), that should be noted as well. Most of your staff will greatly appreciate the reminder and the demonstrated affirmation.

Post reminders to your organization’s social media about your organization’s mission, vision, code of conduct and commitment to DEI. Don’t just do one post for all of this: create a series of posts. A post once a week, or every other week, would make the point clear to your various audiences.

Make sure you have signage in break rooms and work sites that clients, paid staff and volunteers will see that reminds them of your organization’s mission, vision, code of conduct and commitment to DEI. If you are a part of a national network, your national HQ may have posters already made for this.

One caveat: you may lose a volunteer or some supporters because they disagree with your organization’s values – and never realized it fully until you reminded them of such. They may leave quietly or they may express their displeasure in “finding out” that your organization is so “woke.” The reality is that, if they have this reaction, you haven’t done a good job of making sure that everyone has buy-in to your organization and how it works. Do you really want people interacting with clients and potential clients who are not fully bought into your organization’s mission and culture?

Many of us work for nonprofits where our positions are funded in part, if not entirely, by federal funding that is being targeted for elimination starting July 2025. So, nonprofit executive directors: pay attention to staff morale, respect staff that have started job hunting. Be an enthusiastic and supportive reference for employees applying for other jobs.

Also see:

Nonprofits: be honest with yourself, your staff & the public about how the November 2024 elections may affect you

Governor Bevin & Donald Trump Are Wrong on Community Service Requirements (January 2018)

Trump wants to eliminate national service (February 2018)

Trump’s War on Volunteerism (July 2018)

Trump is trying to eliminate national service – again (March 2019)

time for USA nonprofits to be demanding (January 2018)

A plea to USA nonprofits for the next four years (& beyond) (January 2017)

No excuses: give employees & volunteers all the time they need to vote tomorrow

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A woman holds her ballot up proudly and is standing in front of the ballot drop box where she will drop it. She has a dog on a leash next to her.

Tomorrow, November 5, is election day in the USA. Millions of people have been able to vote early and have already submitted their ballot – as you see me doing in the photo at the right – but millions more could not do that, and the only way they are going to be able to vote is to go to a polling place on election day and probably stand in line for a very long time.

Please don’t limit your employees and volunteers to trying to vote before or after work, or over their lunch hour, if you are in a state requires voting at a polling place. Executive directors: tell your staff to let their managers know what three hour slot they will need for voting during the work day, and have managers tell YOU what three hour slot they will need.

Tell staff this is done on the honor system because OF COURSE you trust your staff to take only the amount of time they actually need to vote and to come back to work when they are finished – they won’t take three hours unless that’s what they actually need. Do NOT require things like a photo of them standing in line waiting to vote.

If your nonprofit won’t do this, if you refuse to do this, then let me be blunt: unfollow this blog, and unfollow me on social media. You don’t deserve my advice on anything.

Webinar: Careers in International Development

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Images, in the style of petroglyphs, of people doing various activities, like writing or construction.

In late August, I had the honor of presenting a live webinar for the Beyond Africa Podcast. You can see a recording of the webinar on YouTube. You can also download the slides I used and see resources I used in the webinar and that I encouraged people to view after the webinar here on my web site.

The webinar opened with a question I have never been asked: why am I doing this? Why am I posting on r/UNPath and other online communities about how to work in international development? As briefly as possible, and among other reasons, because I don’t think there’s equity in who know about and has access to careers in international development, including at the United Nations. You can hear my full answer by listening to the webinar.

Please note that I did this pro bono for this group, but that I usually charge for my consulting, including delivering trainings.

Yes, you CAN get experience for entry level UN positions in your own community

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A frequent lament of people on online groups who want to work for the United Nations is “It’s impossible because there’s no way for me to get the experience needed.”

Bollocks.

I’ve addressed this before in blogs such as

These aforementioned blogs are about how to get expertise that can be applied to UN positions, usually at the P level and above.

But a lot of people want to work at a headquarters or break into UN work at the administrative level. They claim the aforementioned doesn’t apply to them and then, again, say, “It’s impossible for me to get the experience necessary.”

I spent an hour going through G-level positions currently being recruited at some UN agencies. I then made a list of some commonalities in the positions, which I have listed below, stripping out UN-specific references. And as I read through these, it was obvious to me that:

  • If you have been a longish-term leadership volunteer in your community, managing other volunteers, in any project – Habitat for Humanity, Meals on Wheels, an NGO that helps refugees, a children’s theater camp, a hospice, a food bank, etc. – you have probably done most of these activities.
  • If you have been a successful Girl Scout leader for more than two years, and been on the board or core organizers of your service unit in that time, you have probably done most of these activities.
  • If you have been a leadership volunteer at a local farmer’s market or artists cooperative for an entire season, you have probably done most of these activities.
  • If you have been on the board of a nonprofit for at least a year, you have probably done most of these activities.

Often it’s how you frame and phrase your responsibilities on your CV and applications as to whether or not you look qualified for a position.

I was part of a hiring committee that hired a guy with extensive hotel management experience for a G level administrative support position: his procurement skills, his experience in dealing with conflict, his organizational skills, his multi-language skills, his client-focused mindset and his experience with international clients were all represented on his CV , explicitly. He was an incredible and perfect fit for the job (he did also have a Master’s degree – I think it was in business).

Job responsibilities that show up on a lot of G-level positions that you can learn through leadership volunteering and through most administrative jobs at nonprofits and local government agencies as well:

  • Schedule internal and external meetings and events, and communicate these dates, or possible dates, to the team/partners.
  • Assist in organizing events, workshops, webinars, launches of publications, seminars, conferences and campaigns.
  • Support the team with planning and implementing of operational activities.
  • Gather relevant and corresponding data (socio-economic, gender, etc.) needed for project development, proposals, reports, presentations, etc.
  • Support activities contributing to the regular communication with project partners to monitor deadlines, commitments made, actions taken, etc.
  • Support in mapping and identifying relevant stakeholders or desired audiences or potential partners.
  • Populate and maintain a database of potential partners, or area NGOs, or area small businesses, or some other needed data set for a project.
  • Review and proofread drafts of reports, drafts of online materials, etc.
  • Closely follow up with other staff, consultants, partner organizations, etc. regarding collaborative projects, data, etc.
  • Review reports developed by others and edit/contribute as needed.
  • Verify the accuracy and validity of research conducted or feedback provided by others.
  • Continuously monitor and collect all data indicators relevant to the project.
  • Provide support in the dissemination and sharing of relevant data and lessons learned.
  • Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work.
  • Regularly read knowledge networks and communities of practice related to the project/program area.
  • Support program-related knowledge building, management and sharing activities for both external and internal audiences.
  • Assist in preparation of official correspondence to all relevant project partners, HQ, etc.
  • Provide inputs in the development and producing knowledge products, i.e. case studies, success stories, lessons learnt reports, press releases and etc.
  • Contribute to the creation of content for specific stakeholders, including presentation decks, photos videos, programme briefs, webinar/event cards, literature.
  • Monitor online platforms including Facebook, Twitter, YouTube, LinkedIn, Reddit, etc. regarding mentions of the program and activities by partners/stakeholders.
  • Assist the Project Manager/other staff in preparation of the regular progress reports in line with reporting schedules, as well as any other reports requested by management, donor, government, press and/or other stakeholders/audiences.
  • Support other staff in implementing project M&E activities and providing on-going feedback and technical backstopping.
  • Make logistical arrangements for HQ staff visits and external visitors, preparing briefing kits and background materials.

Quit complaining that “the fix is in” and you can’t get a UN position unless you “know someone on the inside.” I’ve worked for the UN three times, at three different UNDP offices, in three different countries, and I knew NO ONE in those offices that hired me. I’ve been on several UN hiring committees and only one time in all those times was I pressured to hire someone who someone on the hiring committee knew – a practice common in the private sector! (I refused to change my score regarding her interview and qualifications, but she did still get hired somehow). Every other time, we hired the person obviously most qualified.

Get busy taking a hard look at all you have done to date and think about how to better frame it. And if you lack needed skills for the jobs you want, get busy with volunteering or working locally to get them!

Also see:

The truth about working from home

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A truth bomb from a Facebook group I follow, for people that want to work from home:

I am amazed at the amount of people who believe that work from home means that they can: stay home with their kids, do things around the house, leave the house to run errands, go shopping, etc. My wfh job we got two 15 minutes breaks, no lunch, could only leave our desk around 2 feet - the length of my corded headset and my supervisor literally told us if we were taking more than a FIVE MINUTE bathroom break we were stealing from the company!!! The ones that think they can get away with having their kids screaming in the background are sadly mistaken because customers will call in and complain about you! And the calls are listened to by management at any given time!!

Most work-from-home jobs are customer service jobs, for insurance companies, airlines, subscription TV services, etc., and you don’t work when you want: you have a fixed, strict schedule. And these jobs don’t pay well. The trade-off is, of course, that you get to work from home, but if you think you are going to be doing child care at the same time, think again!

I work from home most of the time, and I don’t have a strict fixed schedule: I work in marketing and press relations for one nonprofit, I manage the online community for another, and I pick up marketing or volunteer management-related gigs here and there. I work from home 90% of the time, and I don’t have a strict schedule: I can walk my dog when I want, for the most part, I can take a break to watch a movie on TCM if I have time in the middle of the day, I can sleep late some days… but I have to work real hours most every day, and I can’t have distractions while I’m working. The deadlines are real. And I have to be available for phone calls and emails from clients. As flexible as my schedule is, there is NO room in it for child care.

The myths around working from home are important to me for three reasons:

There are so many work-from-home scams out there. I have a plate on my web site about What Work-At-Home / Remote Jobs Look Like and how to avoid scams because there are so many scams (and so many people falling for them).

There are so many desperate people in developing countries that believe the myths about working from home, that think it’s work you can do with just a smart phone and you can do whenever you might have some time, that you don’t need a computer or absolutely perfect and fast Internet access. They are among the prime targets for work-from-home scams.

The myths about working from home are similar to myths about virtual volunteering: that volunteering roles online don’t require a schedule (they do – extra time for online volunteering does not magically happen), that the deadlines aren’t strict (they are – if you don’t do an assignment, it often leaves the nonprofit scrambling to get something essential done that they were counting on you for), that you don’t need any skills (you do), etc. Here’s a list of myths about virtual volunteering, from the Virtual Volunteering Wiki.

cover of Virtual Volunteering book with hands raising up various Internet connected devices

There are a LOT of parallels between working online from home and volunteering online from home. My book The Last Virtual Volunteering Guidebook is focused primarily on people who want to engage online volunteers, and covers how to create online roles, and how to properly onboard and support online volunteers during their engagement. If you are a manager of online employees, you might find it helpful. It’s available both as a traditional print publication and as a digital book.

If you have benefited from any of my blogs or other parts of my web site and would like to support the time that went into researching information, developing material, preparing articles, updating pages, etc. (I receive no funding for this work), here is how you can help.

Be careful using Canva – nonprofit graphics are starting to all look the same!

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three cartoon people are jumping

I had never used Canva before August 2022. I’m not much of a graphic designer and would never be hired for such, but since I work mostly for nonprofits, I also usually don’t have a budget for a professional graphic designer, so I have to make due on my own. But my primary employer these days has an account with Canva and I’ve been able to use it.

Canva is really amazing and I use it often. BUT, I am also noticing something: a lot of graphics on social media produced by nonprofits and independent bloggers is starting to look the same. The drawn human images on Canva look very similar in style. And I live in a small community and I’ve seen one particular Canva design used by three different nonprofits for their galas – same image and colors.

Here are some tips for making your products produced via Canva unique:

  • Never use a template without a LOT of alteration. Add or change the graphics, change colors, change fonts, etc. Otherwise you risk having an image that looks almost exactly like someone else’s.
  • Never use photos from Canva. Use your own photos. Make sure your volunteers and staff have all signed photo releases, and use photos of them. Same for clients: make sure you have photo releases and, of course, that using their photos publicly is allowed.
  • Alter any ready-made images in your own designs. Flip some horizontally. Change the clothes colors for what the people in the drawings are wearing, for instance. Change skin tones. Change hair colors. If you can’t do this in Canva, use whatever graphic design software that came free on your computer to do it.
  • Follow nonprofits in your area on social media and read their posts regularly. This can help you avoid using similar designs.
  • Canva images tend to not be as diverse as you might need. It can be hard to find a family image with diverse members, for instance, or a family that might better represent a Latino family, a black family, a family where the mother is wearing a hijab or chunni, a family where the men are wearing a dastaar, etc. Or to find a classroom drawing with a diversity among students. I sometimes search for images representing a cultural group specifically so I can make sure my imagery of a family scene, a crowd scene, a classroom, etc. better reflects the community served by the local nonprofit I work for.
  • Standards in graphic design still apply when using Canva: you need to have excellent color contrast for text versus the text background, you need to have an overarching word, phrase or image, one that is bigger than everything else so that it draws in the viewer, you need to think about how you want someone’s eye to move across the graphic, the image should be easily and immediately understood, you need to make sure the graphic has all of the information needed or will be accompanied by the text of all that is needed, etc.

I’m not at all saying don’t use Canva. But don’t get complacent and confuse ease of use with good practice.

a simplistic drawing of a wizard

Quick tip for your nonprofit if it uses Google Workspaces (formerly Google Drive)

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At the small Habitat for Humanity affiliate where I work, someone long before me set up a Google account at the organization just for photos – photos@OURNAME…. It was SUCH a smart thing to do and I wish I could thank the person! It makes it so easy to tell employees, board members, volunteers and ReStore customers where to send the photos they take, and it’s easy to save those photos from the gmail account to the Google photos space.

That same person also set up a Google account just for volunteer management – volunteers@…. and we use the email not only to give out to anyone that wants to volunteer, but also, we can use (and share) the associated Google calendar to show all staff when there are volunteer events.

Now if I could just get all staff to log into YouTube and subscribe to our agency YouTube channel and “like” each of our videos, so we could increase the number of people who saw them!

If you have benefited from this blog or other parts of my web site and would like to support the time that went into researching information, developing material, preparing articles, updating pages, etc. (I receive no funding for this work), here is how you can help.

Nonprofits: be honest with yourself, your staff & the public about how the November 2024 elections may affect you

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a primitive figure, like a petroglyph, shots through a megaphone

Most nonprofits are terrified of being perceived as political. It’s not just a fear that they will violate the strict IRS rules regarding political activities by 501 (c) (3) nonprofit organizations; it’s also a fear that they will anger donors and other supporters with a statement that might in any way be perceived as political, and therefore lose funding and volunteers.

Nonprofits in the USA are prohibited from endorsing a political candidate, but not from encouraging their staff, volunteers, clients and supporters to vote. Nonprofits can also say if proposed legislation or a proposed policy has the potential to change how they do their work or affect their clients, adversely or positively.

Whether you choose to engage in those kinds of communications or dialogues or not, there is one thing all nonprofits need to be honest and open about: how the November 2024 elections may affect your work.

Do you know where the candidates for state and national offices that represent your area stand with regards to your cause? If an office holder that’s been friendly to your organization is voted out, will you already have a relationship with the new office holder or will you be introducing yourself for the first time when you add that person to your press release mailing list?

If a candidate has said he or she will work to eliminate funding that your organization has received and hopes to receive again, you need to let your staff know so they know the financial viability of the organization and can make plans for their own future accordingly. You need to have a list of funding you have received that is directly or indirectly tied to federal programs and consider what to do if that funding ends. And you might need to be working overtime NOW to increase your number of major donors (corporations, foundations, wealthy individuals) and individual donors to make up for potential financial shortfalls when budget cuts come if new representatives will be working to eliminate your government funding.

You also need to consider if budget cuts will increase demands on your services, and plan for that accordingly.

Elections matter. Cuts and proposed cuts under the Trump administration to the budgets of USDA, USAID, education, energy and environment had consequences for nonprofits and those they serve. AmeriCorps, VISTA, other CNCS programs were on the chopping block in 2017 and again in 2018 and 2019, and though those programs were ultimately saved in the past, I don’t think they will be again if those folks are elected again. All these budget and program cuts will be happening again – but in far greater percentages – in a second Trump administration. Expect far greater numbers of people in need of assistance at organizations that are helping with food and shelter. Expect government scrutiny and probable hostility to nonprofits serving women seeking abortion services, nonprofits serving LBGTQ people, and refugees, asylum seekers and immigrants. Some staff may need to move on as soon as the results of the election are known, to avoid challenges to their own livelihoods and families, and to protect the safety of some family members.

Be realistic: do you have at least the start of a plan of what you are going to do if the election goes either way? The future of your nonprofit, and the cause you are addressing with your clients, depend on it.

Also see:

National Service Has Presidential Support Again! (2021)

Bill before US Congress: Pandemic Response & Opportunity Through National Service (2020)

Trump is trying to eliminate national service – again

Trump’s War on Volunteerism

Trump wants to eliminate national service

Governor Bevin & Donald Trump Are Wrong on Community Service Requirements

Volunteering to help national public lands cleanup after shutdown

How Will Trump Presidency Affect Humanitarian Aid & Development?

Charity isn’t enough

Volunteering is no substitute for government programs