October 7, 2025
Communicating with Purpose: Choosing the Right Method
How often do you pause to consider how you communicate? Do you intentionally think about your audience and the most effective way to reach them?
In today’s world of endless communication channels, being deliberate about your approach is more important than ever. For extension professionals, this means asking a critical question: Is my message intended for an internal or external audience?
The answer should guide not only what you say, but how you say it.
Effective communication is crucial for the success of any program. When we select the right method for the right audience, we foster clarity, build trust, and strengthen engagement. Poor communication, on the other hand, can lead to missed deadlines, reduced participation, and strained relationships. Intentionality matters.
Websites are often the first point of contact for families, volunteers, and community partners. They serve as public-facing resources and should always be accurate and up to date. Avoid acronyms and jargon and write in a tone that is welcoming to both current and future clientele.
For example, the Kansas 4-H website (https://www.kansas4-h.org) is designed with current and future 4-H families and stakeholders in mind. While improvements are ongoing, the audience remains the focus. Ask yourself:
• When was the last time you reviewed your local extension unit website?
• Is it current?
• Who is your primary audience?
Newsletters, whether electronic or printed, are another valuable communication tool. For the state 4-H program, the Kansas 4-H Tip Sheet serves as an internal newsletter for extension professionals. While some content may be relevant to our 4-H families, the primary audience is staff. Because the 4-H Tip Sheet is published on the state website and not behind a firewall, the team carefully considers what information is appropriate for public view before publishing.
For internal communication, Microsoft Teams is our primary platform. Teams enables us to have real-time chat, file sharing, and virtual meetings, all organized into channels for specific projects or topics. To use Teams effectively, we have created channels by topic, and we should strive to keep conversations in the right channel to avoid confusion.
Upload documents to the appropriate channel’s tab and corresponding file folder, or create one if necessary, and attach them to messages to keep the files organized for ease of locating them later. Use @mentions to alert individuals or groups. If you are not yet a member of the Kansas 4-H Youth Development Team, email kansas4h@ksu.edu with your eID to be added. To notify all team members, use @Kansas4-HYouthDevelopment.
Listservs are ideal for sending announcements to large groups quickly, but they should be reserved for broad updates rather than discussions. Keep subject lines concise and combine updates when possible, to avoid inbox overload.
Email remains best for formal communication, one-on-one conversations, or when documentation is needed. When the state 4-H office sends messages to families via 4-H Online, or posts on the Kansas 4-H Facebook page, we make every effort to notify extension professionals one day in advance, typically through Teams.
No matter if you believe you are the best communicator in the world, there is always room for improvement. Matching the method to the audience and purpose is key. Keep external-facing platforms, such as websites, current and accurate, and utilize internal tools like Teams for collaboration and coordination. Don’t hesitate to leverage tools like Microsoft Copilot to assist you.
By being intentional and consistent, we can strengthen relationships, enhance program success, and ensure that everyone, inside and outside our organization, has the information they need.