10 Ways to Share What Matters Without Overwhelming Others
Author’s Note: As part of The Good Lemon’s 10-year anniversary celebration, we’ve been sharing the strategies and lessons that help us build strong, lasting client partnerships. In case you missed it, check out our last installment, 10 Things We’d Never Let Our Clients Do (and Why You Shouldn’t Either), where we shared the red flags and risky habits we help our clients avoid.
Today, we’re shifting focus to a challenge we see nonprofits face all the time: staying connected with your community, whether that’s your board, donors, or partners—without overwhelming them.
Keeping stakeholders engaged is essential for any mission-driven organization, but too much communication can lead to burnout, confusion, or even disengagement. Whether you’re managing relationships with funders, coordinating with board members, or keeping community partners in the loop, finding the right balance in your communication is key.
Drawing from years of experience supporting clients, we’re sharing 10 practical strategies that help keep communication clear, purposeful, and aligned—without overwhelming the people who matter most to your mission.
1. Set a Communication Cadence That Works for Everyone
Great communication starts with alignment. From the beginning, establish how often you’ll check in and through what channels. Whether it’s biweekly emails or monthly video calls, a predictable rhythm helps everyone feel informed without being overwhelmed. It also keeps things moving forward.
2. Don’t Over-Meet. Make Each One Count
Meetings should be energizing, not exhausting. Avoid meeting just for the sake of it. Use agendas that match your rapport with the client. Some want casual catch-ups; others want structured decision points. When used right, meetings lighten workloads, build clarity, and boost collaboration.
3. Tailor the Format to the Message
Not everything needs a meeting. Sometimes, a quick email or a short PowerPoint deck is a better way to deliver key updates. For example, you might send a three-slide summary highlighting key takeaways instead of scheduling a call or writing a long email. Choose the format based on urgency, complexity, and how your client prefers to receive information—whether that’s a short deck, a walkthrough video, or a quick ping on Slack.
4. Match Your Tools to Their Workflow
Whether your client lives in Google, Microsoft, or prefers tools like Notion or Trello, meet them there. It’s not about what you’re used to. It’s about making things easier for them. (Little humble brag: this flexibility has made our projects smoother and more enjoyable for everyone.)
5. Make Metrics Meaningful
A spreadsheet full of numbers isn’t helpful without context. Present data with quick analysis, insights, or next steps so clients don’t have to interpret it all on their own. Your job isn’t just to report progress. It’s to help them understand what it means.
6. Focus on Clarity Over Volume
More isn’t always better when it comes to updates. Prioritize purposeful, timely communication that highlights what’s changed, what’s stuck, or what decisions are needed. Thoughtful communication reduces back-and-forth and helps clients feel supported without overwhelm.
7. Avoid Pre-Read Pressure
Don’t assume clients have time to review materials in advance. Instead, summarize key points during your meeting or in a quick intro message. Removing “homework” from the equation makes collaboration feel lighter and more accessible.
8. Be Transparent and Stay Realistic
If things shift, say so. If a timeline changes, explain why and what it impacts. Clients value honesty, even when it’s not perfect news. Transparency helps avoid confusion and builds long-term trust.
9. Respect Budgets When Recommending Solutions
Offering the latest tool or trend can be tempting, but if it doesn’t fit a client’s budget, it’s not a helpful suggestion. Find creative solutions that work within their means. A great partner makes smart recommendations that balance aspiration with reality.
10. Simplify Decisions
Too many options can stall progress. Instead of presenting five possible directions, narrow it down to two or three strong paths. Clients feel empowered when they’re given clear, thoughtful choices, not overwhelmed by endless possibilities.
Whether you’re managing relationships with donors, funders, board members, or community partners, these 10 approaches can help you keep your key stakeholders informed, without overwhelming them.
If you found these tips helpful, consider subscribing to our newsletter. We regularly share free resources, like webinars, key platform updates, marketing training, and more—all designed to help you build stronger relationships and work more efficiently.
Up next in our 10-year anniversary series: 10 Tips to Master Your Work-Life Balance, practical ways to organize your time, protect your mental health, and stay present in your personal life while still delivering high-quality work. Don’t miss it!
In the meantime, we’d love to hear from you: How do you strike the balance between staying connected and respecting your donors’ and funders’ bandwidth? Share your tips in the comments!