Communication Guide

Effective Communication

As a District Chair, you’re the communication bridge between State leadership and Lodge Chairs. How well you communicate directly impacts how informed, supported, and engaged your lodges are.

Your Communication Role

Information Flow

National Directors
        ↓
   State Chair
        ↓
  District Chair (You)
        ↓
   Lodge Chairs

Downward: Pass relevant information from State/National to Lodge Chairs Upward: Report lodge activity, challenges, and successes to State Chair

What Flows Down

Program updates and changes
Deadlines and reminders
Resources and materials
Training opportunities
Recognition and encouragement

What Flows Up

Lodge activity summaries
Challenges and support needs
Success stories
Questions and concerns
Suggestions and feedback

Communication Rhythms

With Lodge Chairs

Frequency	Method	Purpose
Monthly	Phone/email	Check-in, offer support
As needed	Text/email	Quick questions, reminders
Quarterly	Meeting (optional)	Training, planning, connection
Event-based	Various	Before/after events

With State Chair

Frequency	Method	Purpose
Monthly	Email summary	District status update
As needed	Phone/email	Escalations, questions
Quarterly	State call/meeting	Full team coordination

Monthly Lodge Chair Check-In

Making Contact

Choose the best method for each Chair:

Phone: Best for relationship building and complex conversations
Email: Good for Chairs who prefer written communication
Text: Quick for simple check-ins with responsive Chairs

Check-In Framework

1. Open warmly

“Hi [Name], how are things going?”

2. Ask about activities

“What DAP activities have you done this month?” “Anything coming up?”

3. Ask about challenges

“Any challenges I can help with?” “Do you need any resources or support?”

4. Confirm CLMS

“Have you had a chance to log your activities in CLMS?”

5. Share updates

“Here’s what’s coming up…” [relevant news/deadlines]

6. Close with support

“Let me know if you need anything. I’m here to help.”

Tracking Check-Ins

Keep a simple log:

Lodge	Chair	Contact Date	Status	Follow-up Needed
#100	Jane	1/10	Active, planning event	None
#101	Bob	1/8	Struggling, needs materials	Send resources
#102	-	1/5	No Chair	Escalate to State

Monthly State Chair Update

What to Include

Quick Format:

District [X] Update - [Month/Year]

ACTIVE LODGES:
• Lodge #100: [brief activity summary]
• Lodge #101: [brief activity summary]

NEEDS ATTENTION:
• Lodge #102: [issue and what you're doing about it]

UPCOMING:
• [any events or activities planned]

SUPPORT NEEDED:
• [specific requests for State Chair help]

Sample Update

District 5 Update - January 2026

ACTIVE LODGES:
• Lodge #501: Planning health fair booth 1/20, school presentation 2/5
• Lodge #502: Completed Red Ribbon follow-up, strong CLMS reporting
• Lodge #504: New Chair settling in, first event scheduled 2/1

NEEDS ATTENTION:
• Lodge #503: Chair unresponsive, attempted contact 3x. May need your help.

UPCOMING:
• Lodge #501 health fair 1/20 - I'll attend
• District meeting tentatively 2/15

SUPPORT NEEDED:
• Materials for Lodge #504 (new Chair, no inventory)
• Help reaching Lodge #503 Chair

Questions? Let me know.

Passing Information Down

When State Chair Sends Updates

Read and understand the information
Assess relevance for your lodges
Simplify if needed - don’t just forward
Add context specific to your district
Send promptly - don’t sit on time-sensitive info

Sample Message to Lodge Chairs

Instead of forwarding the State Chair’s email:

Hi Team,

Quick update from State:

Contest Deadline Reminder: April 15 is coming up. If you have entries, get them to me by April 1 so I can compile for the state.

New Materials Available: State has new brochures on vaping. Let me know if you want some.

Upcoming: State convention is June 15-16. Details coming soon.

Questions? Just reply or call me.

[Your name]

What to Always Forward

Deadline reminders
Policy changes
New resources or materials
Training opportunities
Recognition announcements

Communication Templates

Monthly Reminder Email

Subject: DAP Check-In - [Month]

Hi [Name],

Quick monthly check-in!

📋 REMINDER
• [Any current deadline or priority]

❓ QUESTIONS FOR YOU
• What activities have you done or planned?
• Do you need any materials or support?
• Have you logged recent activities in CLMS?

📞 I'M HERE TO HELP
Reply to this email or call me at [number] if you need anything.

Thanks for all you do!
[Your name]

Event Follow-Up

Subject: Great job at [Event]!

Hi [Name],

Just wanted to say great job at [event]! [Specific positive observation].

A few follow-up items:
• Don't forget to log the event in CLMS
• [Any other follow-up needed]

Thanks for representing DAP so well!
[Your name]

Deadline Reminder

Subject: Reminder: [Deadline] Coming Up

Hi Team,

Friendly reminder that [deadline/event] is [date].

What you need to do:
• [Specific action item]
• [Specific action item]

Questions? Let me know!

[Your name]

No Response Follow-Up

Subject: Checking In - [Lodge]

Hi [Name],

I tried to reach you a couple times and wanted to make sure everything is okay.

No pressure - I just want to see if there's anything I can help with for DAP.

Give me a call when you get a chance, or just reply to this email.

[Your name]
[Phone number]

Difficult Conversations

When a Lodge Chair Isn’t Performing

Approach with curiosity:

“I’ve noticed we haven’t connected much lately. How are things going with DAP? Is everything okay?”

Listen first - understand the real situation

Offer help:

“What would make this easier for you?” “Would it help if we…”

If needed, set expectations:

“To keep the program going, we need [specific actions]. Can you commit to that?”

When You Have Bad News

Be direct but kind:

“I need to share something that’s disappointing…”

Explain the context if it helps

Focus on next steps:

“Here’s what we can do…”

When There’s Conflict

Stay neutral - listen to all sides

Focus on the work:

“Let’s focus on what’s best for the program…”

Involve State Chair if you can’t resolve it

Communication Best Practices

Do’s

✅ Be responsive - reply within 24-48 hours
✅ Be consistent - regular contact builds trust
✅ Be positive - lead with appreciation
✅ Be specific - vague requests get vague responses
✅ Be honest - even when news isn’t good
✅ Follow up - close loops on open items

Don’ts

❌ Go silent - even bad news is better than no news
❌ Over-communicate - respect their time
❌ Just forward emails - add value
❌ Assume they got it - confirm important messages
❌ Be negative - keep frustrations professional
❌ Skip the thank-you - recognition matters

Tools and Methods

Choosing the Right Channel

Situation	Best Channel
Routine update	Email
Quick question	Text
Sensitive topic	Phone call
Complex discussion	Phone or in-person
Need documentation	Email
Urgent matter	Phone, then follow up in writing

Staying Organized

Keep contact info easily accessible
Track when you last contacted each lodge
Note follow-up items after conversations
Set reminders for regular check-ins

Consistency Wins

You don’t need to be a communication expert. What matters most is being consistent, responsive, and supportive. Regular brief contact is better than sporadic lengthy messages.