Communications

Induction Phone Call

The induction phone call would include individual calls with each of the participants of the program, where participants are informed of their acceptance in the program. This call would also include informing participants of the requirements and commitments of the program. 

A few talking points for this are provided below:

1. Checking availability:

This would include checking the time constraints of participants during the program. Time constraints would include college/school classes, extra-curricular activities, internships, work commitments, etc. 

2. Time:

The timings of the session should be confirmed with participants. While you don’t need to mention exact timings, you should broadly mention when sessions would usually take place. For example, if sessions have primarily been scheduled in the evening, then you should check with them if evenings are a time that would be relatively free for them. 

3. Importance of communication:

This includes asking participants to inform the team in case they are missing sessions or if they would be late for submissions. You should also mention that this would help the team reach out to them and provide them the requisite information for the session they have missed or were be late for. The primary objective of this is to ensure better coordination. 

4. Deliverables:

The primary deliverables would include the ‘A’ session group presentation, ‘I’ session reflection, as well as submitting the 12-minute video submission for the ‘R’ session. This should be mentioned to participants so they know what to expect and can plan their calendars. 

5. Internet connectivity:

Since the program would be conducted online, you should check with participants to see if they have the internet connection to attend the session. In case they don’t, then other means should be figured out to help them attend the session. 

6. Mode of communication:

For ease of communication, you should either create Skype/WhatsApp groups, as well as an email chain, where all participants and the team are included. Participants should be informed that they would be part of these groups and that it will be used to communicate information to them. 

7. Pre-program sessions:

You should mention to participants that the pre-program sessions, such as the Open Houses, would be conducted as ice-breakers and to help everyone get to know each other better. 

8. Reading material:

To help provide context links of The F.A.I.R. Project website, The F.A.I.R. Methodology document, amongst other reading materials should be sent to participants. In the phone call, you should mention to participants that while it isn’t compulsory to read these, it would be helpful for them.

Selection Email

This is the email you could send to participants informing them of their selection in the program. This email should only be sent once the participant has confirmed their participation in the program. 

The email should request for the image of the participant, in case you would want to use it for social media, and their ID proof, for your records. 

You should also mention that only on receiving the image and the ID proof will the participation be confirmed. 

Confirmation Email

This is the email you would send to participants once they have confirmed their participation by sending their photograph and ID proof. 

In addition to the confirmation email you must also send a WhatsApp message on the WhatsApp group.

Each of these communications should be sent out in a timely manner. Here are the templates for the communications.