Managing External Relations - Disaster Management Center ...

Communicating With Your Network
Chapter 1
Electronic mail (email) has revolutionised the ability to network. It allows you to receive and send
communications when you have time. Most email systems can also keep a record of your email
contacts. Documents for distribution may be sent via email and printed at their destination.
Check your programs to ensure that documents can be sent efficiently and inform the receiver
which program is being used. Emailed documents may arrive in an altered format so it is wise to
experiment with someone in your network to ensure that the document is received as you intended.
The ability to quickly and easily send email messages is both an advantage and a disadvantage,
particularly in emergencies, where information overload can be as difficult to deal with as a lack of
information. The simplicity of email often means that people receive many unwanted and useless
messages. Unfortunately, they must spend time sorting through these messages and disposing of
them. Another disadvantage of email is that people do not always answer their messages. Many
people prefer more personal approaches, such as meeting face to face or talking by telephone.
Finally, some people do not yet have email capabilities so you must be able to communicate with
them using alternative means. Even if email is not always the ultimate mechanism for networking,
it allows you to keep in contact with your network more easily than has ever been possible.
Readily available communications software, such as ACT, Goldmine and Up-to-Date, are data
management programs that organise information about your contacts and maintain a history
of faxes and phone calls. Some programs even remind you when you should make contacts.
How can networking be managed without email, Internet, or
reliable telecommunications?
Many complex interpersonal networks have been developed in communities and regions where
there are no telecommunication facilities. It should be possible to develop local networks using
methods, such as frequent meetings, use of mail services, etc. Documents and messages might be
relayed back and forth from the field through available telecommunications or other means.
Information You Can Share With Your Network
In addition to your personal communications and advice during emergencies, there are many options
for sharing information on UNHCR activities that may be useful to support contingency planning
and general emergency preparedness in your particular situation. The PI Section offers public service
announcements, special events, exhibits, and many forms of printed material including:
♦ Refugees monthly magazine with the broadest audience of any UNHCR publication.
♦ A world map and fact sheets, both produced twice yearly, showing major refugee
situations and giving basic information on the main areas where UNHCR is working.
♦ Basic information leaflets on UNHCR.
♦ A booklet entitled 20 Questions and Answers About UNHCR.
♦ A wide variety of posters, information kits, and materials for use in schools.
♦ A UNHCR calendar.
♦ Round table reports from UNHCR co-ordination meetings.
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