How to Build a Strong Referral Network

It is common for adult learning organizations and other support service providers to build partnerships and relationships. By building good working relationships with each other, each organization can focus on their own area of service while still providing access to all the resources necessary to help learners succeed. Having these relationships also allows you to focus on your CALP's purpose instead of trying to be everything to everybody. Here are some steps you can take to build strong referral networks in your own community.

Select Partners for Your Referral Network

It is great for CALP staff to get out in the community so other organizations can get to know who you are and what you as a CALP do. This can be a great marketing strategy for raising awareness about your CALP to bring new learners through your door. However, building an effective referral network is about more than just marketing and increasing your visibility. To really serve learners' needs, it's best to create a referral network that is focused and intentional. Think about how many organizations in the community you could be connected to, or might already be connected to. Every connection is another link in your referral network. Each relationship will only be as productive as the energy you put into it. Think of it like a marriage. The more time you spend getting to know each other, and the more you provide complementary services, the greater the chances are of building a lasting relationship that holds value for each organization involved. It's okay to be selective in who you choose to build your network with and invest your limited time with.

Research Your Referral Network:

1.  Who is the best person to contact in the organization?

2.  What is the best way to contact them? Email? Phone?

2.  What does the organization currently do in your community?

3.  Have they worked with other organizations? What did it look like?

4.  Does their purpose fit well with your CALP?

5.  What clients do they currently serve?

Make Connections 

Introduce Your CALP 

Quickly introducing your CALP to a new person or organization can be really intimidating. Having a good introduction allows the other organization to see the value in working with your CALP. Here is a sample of how you could introduce your CALP by email, over the phone or in the community:

Hi, my name is… I work with…

Our focus is serving learners with foundational needs like reading and writing skills. We offer programs like basic computer skills, math, and budgeting. We are working on a list of resources in our community, and would like to talk with you about how we can best support our learners and your clients. Are you available to meet for coffee so I can get to know (name of their organization) better and explore how we might work together to make this happen?

Connecting in Person

Having a quick 15-20 minute coffee break meeting with an organization at their location can be a great way to get to know each other and make a memorable first impression. It might seem like 20 minutes is not enough time to share information with each other, but hopefully this initial meeting is only the beginning of your relationship. Your future partners will also appreciate that you recognize that their time is valuable.

One example of how some CALPs do this is "The Brew Crew" from Taber Adult Learning. They go to an organization they would like to introduce themselves to and bring coffee and snacks. While they are there, they learn a little about the organization and also leave behind some information on what they do. It's a simple, memorable, and effective way to meet new organizations in your community!  

Remember, when meeting with a new organization it's important to ask questions about their work as well. This helps build trust and stronger relationships.  

• Make sure you create a really great "leave behind", to help reinforce the information you want people to know about your CALP. Here are some ideas for the kinds of information you should include on your "leave behind":
• Name of organization
• Your name and contact information (where they can find you)
• Program lists
• Services offered
• Examples of other collaborations (if you have them)

Download as a Word Document

Participate in Interagency Meetings

What is an interagency meeting? 

Interagency meetings are an opportunity for organizations working with similar clients to get together to discuss their current activities and explore potential ways of working together. The informal networking opportunity presented by these meetings can also often result in formal collaboration.

What happens at the meetings?

These meetings are a great way for organizations to meet and create space for honest sharing. Organizations can share resources and services they are currently providing, resources they feel they are lacking, and present opportunities to share projects or events they would like to collaborate on.

Interagency meetings are also an excellent opportunity to strengthen relationships on a more personal level. Meeting in person allows everyone to put faces to names, and this builds trust. Most people are much more likely to refer someone to an organization like your CALP if they feel like they know you. 

How often are these meetings?

This is different in every community. Some organizations meet monthly, others choose quarterly. The most important thing to remember is to keep in touch with your network even between meetings.

Nurture the Relationships

In order for a relationship to work as it should, you should also refer people to the services of others in your network, when it is appropriate.

Here are some ways to showcase to your learners the opportunities you can connect them to:

• Maintain a folder with up to date information for all the members of your referral network, including contact information and brochures, so you can always provide current information to learners
• Create a display of your network's brochures in an area learners can access
• Provide links to the websites of other agencies from your CALP's website, or highlight your collaboration with them in an online or printed brochure
• Work together to provide a new learning opportunity for your learners