TOP 6 TIPS FOR HOW TO IMPROVE COMMUNICATION BETWEEN HOSTING AND SENDING PARTNERS
Introduction
All of us working with Erasmus+ mobilities want our students to have a good learning experience when on their mobility abroad. Organising a learning mobility is a complex activity that requires the coordination of many actors in order to deliver high-quality mobility experiences to learners. When we work together and have clear channels of communication, we can better support the student’s professional growth, address any challenges, and create a more cohesive internship process.
To help strengthen these partnerships, we have compiled a list of top 6 tips on how to improve communication between hosting and sending organisations. These practical strategies will help us foster better collaboration, promote mutual understanding, and ultimately enhance the quality of internship placements for everyone involved. They will also provide guidance on how we can improve the collaboration between each other and increase trust and satisfaction among all parties.
- 1. Be on time with delivering information
The sending partner should submit key documents such as the student’s CV, motivation letter, and internship details at least two months in advance to the hosting partner. This gives the host company enough time to review the documents sent, ask questions to clarify things that are unclear, plan the internship tasks according to the information received, and make any necessary arrangements for the student’s arrival. Delays could cause confusion and disorganisation on both ends.
- 2. Info package about the upcoming mobility
The hosting company should send a detailed information package at least two weeks before the mobility begins. This should include practical details such as accommodation arrangements, transport, the work culture (e.g., formal or informal), dress codes (e.g., safety equipment required), company policies and general safety information. For instance, if the host company requires steel-toe shoes for safety and the student is required to bring them with him/her, this should be communicated well in advance to avoid any issues.
- 3. Be clear and informative when sending information
To avoid problems, it is recommended to make written agreements that cover essential aspects like rules, cancellations, and expectations for both parties. For example, if a student decides to cancel their participation, the agreement could outline a minimum notice period required. The more information you add to the agreements/rules of conduct the less misunderstandings there will be. Written agreements also give a feeling of security to all partners involved. This not only sets expectations but also prevents misunderstandings.
- 4. Communication rules
It eases collaboration to have set communication rules that clarifies the various communication channels that will be used. For instance, daily updates on the student’s progress might be sent through email, while urgent matters could be discussed via phone calls or messaging apps like WhatsApp. This avoids confusion about where to communicate certain issues and ensures everyone knows when and how to respond. Make sure you know who you should include in the conversations. Having a clear communication path between partners helps avoid misunderstandings and makes it easier to solve potential problems.
- 5. Be honest
Remember that honesty is always is the best policy. If the hosting partner cannot find suitable companies where students can do the tasks they are expected to do, it’s essential to be upfront with the sending partner. As for accommodation, it is better to be upfront with what kind of accommodation is on offer. For instance, if accommodation for the student involves shared housing rather than individual apartments, this should be communicated clearly. The sending partner should also provide an accurate picture of the student (e.g. language skills, potential challenges that can be expected). Making unrealistic promises can lead to disappointment and trust issues between partners.
- 6. Establish a relationship built on trust and respect with your partners
Whenever possible, arrange face-to-face meetings between the hosting and sending partners, whether at formal networking events or over informal dinners. This helps build trust and makes communication smoother over time. Even virtual meetings, if in-person is not possible, helps to establish a human connection and foster trust for long-term collaborations.