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Clear communication and well-planned promotion can help your organisation reach the right people, build trust and encourage action.
Good communication and promotion support your mission. They help people know you exist, understand what you offer, trust you and take the next step – whether that means accessing support, volunteering, working in partnership or sharing your message.
They can also help you attract support, strengthen relationships and show funders and partners the difference your work makes.
When time, money and capacity are limited, promotion often happens in bursts – lots of activity around an event or urgent need, followed by long gaps when delivery takes over. Most organisations do not need to promote everything, everywhere. They need a few small, repeatable actions that keep them visible, even when they are busy.
This page offers simple, practical steps to reduce stop-start activity and make your communication and promotion focused, clear and easier to sustain.
| Flow | Ask | Turn it into a practical step |
| Purpose | What are we trying to achieve right now? | Choose one clear objective, such as more referrals, better attendance, new volunteers or greater awareness |
| Who | Who do we need to reach? | Identify and prioritise the audiences who matter for this activity |
| What | What do they need to know? | Explain your service, activity or offer clearly |
| Why | Why should they care or trust us? | Show the benefit, relevance and proof |
| Where | Where are we most likely to reach them? | Choose affordable channels they already use and trust |
| What next | What do we want them to do next? | Give people one clear and manageable next step |
| Manage | How will we keep this communication going? | Choose one small, repeatable action you can sustain – and agree who will do it |
| Measure | How will we know whether it helped? | Record a simple result, then review what happened and what you learned |
Marketing is the thinking behind who you need to reach, what matters to them and how your organisation can meet that need. Communication is how you explain your work through messages and stories to build trust and drive action. Promotion is how you actively share those messages through the channels people use to build awareness.
Different groups need different information, reassurance and ways to reach them.
You may need to communicate with several groups. Your audiences may include:
Trying to speak to everyone at once often creates a broad message that does not feel especially relevant to anyone.
Audience segmentation means dividing a broad audience into smaller groups with shared needs, circumstances or behaviours.
You don’t need complicated data or a formal research project. You may already know that different groups need different support or face different barriers. They may respond to different messages, use different channels and trust different people. They may also be at different stages of deciding whether to act.
Segmentation does not mean excluding people. It helps you see the different groups you may need to reach and make each message more relevant. Think of it as your map. A parent, funder, volunteer and potential participant may all care about your organisation for different reasons.
Once you have mapped your audiences, choose one or two priority groups for each service, campaign or piece of communication. This is targeting - deciding where your limited time and resources are most likely to make a difference.
Ask:
Choosing a priority audience does not mean other groups are unimportant. It simply helps you focus each piece of communication.
Once you have identified a priority audience, try to see the situation from their point of view. Good communication begins with listening rather than assumptions.
You can learn from:
Even a few well-chosen conversations can reveal useful barriers, motivations and language.
The clearer you are about what matters to each group, the easier it is to make your message feel relevant.
Some people may be less likely to see, trust or respond to your usual communication. This does not mean they are not interested or do not need your support.
They may include people:
Equally, the barrier may be transport, cost, language, accessibility, digital access, confidence, privacy or lack of trust – rather than simply a lack of awareness.
Think about:
A clear message helps people understand what you offer, why it matters and what to do next.
Your message is more than a description of your service, activity or event. People may also need clarity, relevance, reassurance and a simple next step.
Help people understand the difference your work makes and why it is relevant to them.
Be clear about the main audience and begin with what matters to them. Who benefits from what you do?
Explain the service, activity, opportunity or support in simple terms. What need, concern or opportunity are you addressing?
Describe the benefit or difference it could make. What will people gain from taking part, accessing support or getting involved?
Trust is especially important in local and rural communities. Plain language, familiar faces, real stories, local partnerships and clear contact details can all help. Include relevant experience, evidence or reassurance.
Make the call to action specific and easy to complete. Tell people whether you want them to contact you, ask for help, make a referral, book a place or take another action. Include the link, phone number, email address, date or location they need.
Using the same core message, tone and basic visual style across your communication helps people recognise and remember your organisation.
Basic description
We run a weekly support group for unpaid carers.
Clearer audience-focused message
We support unpaid carers who may be feeling stretched, worried or alone. Our friendly weekly group offers practical information, a listening ear and the chance to meet people who understand. It can help you feel less isolated and more confident about where to turn for support. Contact us for a confidential conversation or to find out about the next meeting.
The second version explains the “so what?” behind the message:
Stories, quotes, testimonials and evidence can make your message more human and memorable. They also show that your claims are based on real experience.
Useful forms of proof might include:
Choose evidence that is relevant to the audience and the point you are making. One strong quote or result is often more useful than a long list of statistics.
People featured in your communication should understand how their words, photograph or story will be used. Take particular care with children, young people, people receiving support or anyone whose circumstances may be sensitive.
You do not need endless new ideas. Good communication is often about repeating useful messages in different ways.
Most organisations can build a useful bank of content from:
Capture – Save – Reuse
Rather than starting from scratch every time, capture useful things as you go – stories, quotes, photos, questions. Save them in one place and reuse them across social posts, newsletters, funding bids and reports.
The aim is not to create more work. It is to build a few repeatable habits that make communication easier to sustain. A simple rhythm of useful activity is more manageable than an occasional burst that is difficult to maintain.
Choose channels your audience already uses and trusts. You do not need to be everywhere.
You may feel pressure to use every available channel – a website, several social media platforms, email, posters, newsletters and local media. Trying to do too much can spread limited time and energy very thinly.
Choose a small number of channels that:
Online communication can be quick, affordable and easy to update. It can also help people find more information or act immediately.
Different platforms suit different audiences and purposes.
LinkedIn may work well for funders, partners, professionals or trustees. Facebook may be stronger for local groups, parents or older audiences. Instagram and short video through TikTok or YouTube may help you reach younger people if you have the skills and capacity to use it well.
Offline communication remains important, especially where people have limited digital access, lower confidence online or greater trust in local sources.
A short item in a parish newsletter, a poster in a trusted venue or a recommendation from a local professional may reach people who would never see an organisational social media post.
People often need to see or hear a message more than once before they notice it or act. A multi-channel approach uses a small number of complementary routes rather than relying on one.
For example, to promote a local support group you might use:
The core message can stay consistent while the length and format change for each channel. You do not need to create completely new content every time.
People may be more likely to act when information comes through a person or organisation they already know and trust. Trusted routes might include:
Asking trusted voices to share your message can help you reach people who may be difficult to contact directly.
Some channels are free to use but still require time. Others may involve printing, advertising, design or subscription costs.
Before choosing a channel, consider the cost, the time and skills needed, who will manage it, whether information can be kept up to date and whether the likely benefit justifies the effort.
A free channel is not truly free if it takes more time than you can realistically give it.
A few repeatable actions are easier to sustain than big bursts of activity.
Simple ways to keep communication going:
A shared folder or spreadsheet reduces the pressure on one person to remember or create everything.
Make sure people know where it is stored, what can be used without approval and who keeps it updated.
Templates make it easier to create clear and consistent communication quickly:
Tools such as Canva and Mailchimp enable you to create reusable templates, making it quicker to produce consistent content and newsletters.
Communication is more sustainable when responsibility is shared:
Champion or ambassador schemes can help bring in voices you might otherwise miss. Youth champions may help shape messages for young people, while volunteers or community representatives may identify trusted local routes.
Give contributors simple directions on your communication style, key messages and how to submit content. They should also have guidance on consent, confidentiality and safeguarding. Keep permission records and make it clear who checks and approves content before it is published.
Take particular care when working with children, young people, people receiving support or anyone in vulnerable circumstances. Where useful, anonymise details or use a composite example.
Choose a small number of tools that solve a clear problem and that you have the capacity to manage. Some offer non-profit discounts or free access.
AI tools can save time, but they should support human judgement, empathy and local knowledge rather than replace it. They may help you turn notes into a short post, suggest headlines or adapt a message for different audiences.
Always:
Keep measurement simple. Focus on whether people took the action you hoped for.
Useful signs that your communication has helped may include:
Avoid relying only on followers, impressions or likes. These may be useful, but they do not always show whether people understood the message or took meaningful action.
Review your activity monthly or at the end of a campaign. Use what you learn to improve future activity and report back to funders, partners and trustees.
| Activity | Audience | Channel | Desired action | What happened? | What did we learn? | What will we change? |
|---|---|---|---|---|---|---|
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