Have you ever gone to a store when it was supposed to be open, but when you got there it was closed? Or have you ever written an email to a company and got an automated e-mail with an inquiry number and a “we’ll get back to you within 24 hours” and it never happened or it happened 4 days late? What does that do to us? Makes us angry? Makes us promoise never to go back to that business? Whatever your feeling, it’s not a good feeling. It breaks our trust in these companies, and if it continues to happen, it erodes our trust in the institution.
Could it be that we are over-demanding people and that we just need to learn some patience? No. It’s because the company said it would do something, created a commitment – and therefore – an expectation within us, and then didn’t fullfull what it said. A school is an institution that needs consistency for it to run smoothly and build trust in both their students, their staff, and the community of families it serves. When trust is broken or when trust erodes, the school looses staff and students. Consistency in our stated commitments builds trust – what we need for healthy relationships at school.
Establishing a communication strategy with families at the start of the school year can make all the difference in creating a collaborative, trusting environment. For bilingual school or international school educators, this is even more crucial, as families can come from many different places around the world and often have varied expectations and experiences with school communication. But, family relationships can easily be eroded if that established strategy isn’t carried out with CONSISTENCY! So, how can we make parent-teacher communication consistent, effective, and impactful? Let’s dive into some practical strategies that set the tone for a successful year.
Why Consistent Communication Matters
This is probably obvious by now, but if it is not: consistency in communication isn’t just a “nice-to-have”; it’s the foundation of trust between parents and educators. Here’s why:
- Families need to know they can rely on teachers to be consistent, honest, and approachable. Regular communication reassures families that their child’s education is in good hands.
- Misunderstandings are minimized when teachers and parents are on the same page. Clear communication creates a shared understanding of goals, rules, and expectations.
- Parent groups – either in-person meetings or virtual platforms – can be a fantastic resource for collaboration and community building, but, unassisted, they can also escalate small issues into big problems. As school leaders, it’s essential to create a system where parents can quickly address concerns. For instance, a simple acknowledgment like, “Thank you for bringing that to my attention. I’ll look into it and get back to you tomorrow,” can diffuse tension and build trust. But – you have to get back to the parent when you said you would! It’s always better to change the expected feedback time than to break what you said you would do.
Laying the Foundation for Consistent Communication
Setting the stage for consistent communication begins with clear guidelines and opportunities for families to actively participate.
The First Parent Meeting of the School Year
The first meeting with parents is an ideal time to outline your communication strategy, basically to tell the families what you are committing to during the year. Use this opportunity to:
- Share the school’s communication channels (phone, email, apps, or in-person meetings).
- Set school response expectations, such as replying to messages within 24 hours or responding to app messages sent by 3 pm before the end of the school day. This is also a commitment the whole school is assuming, so be careful what you say!
- Introduce or request a parent liaison or spokesperson from the parent group, ideally someone familiar with the school, such as a parent of an older student. This person can act as a bridge between the class parent group and the school, gathering feedback and working with a school leader or teacher to address concerns or brainstorm engagement ideas.
- Emphasize the importance of respectful, two-way communication and collaboration. Show examples of what is helpful and what isn’t helpful.
- Share with the families that the week(s) leading up to big events at the school are very busy for the school and to try to schedule non-emergency meetings outside of these periods. We need their collaboration and understanding as well!
- Be explicit on when and where families can talk to the teachers. This is a big deal for families, but many times, they come to school unannounced or think that a certain time is better for a teacher, when in fact, it is not.
The First Newsletter
Not all families can attend in-person meetings. That is why that your first newsletter should reiterate the communication guidelines and expectations. Share specific dates for monthly meetings or events where parents can engage with teachers and staff.
Ongoing Updates
Again – and I can’t state the importance of this enough – maintain a consistent schedule of updates using the agreed-upon communication channels. This consistency builds trust and ensures that families stay informed – if they so wish. Consistency does NOT mean long texts or meetings, NOR does it mean daily communication. Choose your frequency wisely!
Also, be sensitive to families own past school experiences. Not all parents had positive school experiences as children or teenagers. Some may carry lingering mistrust or negative feelings from their own childhoods. This can impact their relationship with the school and their engagement with their child’s education. Be mindful of this and ensure that communication isn’t solely about negative behavior or issues. A balance of positive updates and constructive feedback helps shift the dynamic and create a collaborative relationship. All of this, done consistently can deliver powerful results!
However, even with the best intentions and with 100% consistancy, communication isn’t always straightforward because not all families engage in the same way. Some parents may not attend ANY events, respond to emails, or participate in parent meetings or trainings. This doesn’t necessarily mean they don’t care.
Possible reasons families do NOT communicate with the school:
- Some parents trust the school implicitly and feel their involvement isn’t necessary.
- Others may be overwhelmed by work or personal commitments.
- Some may simply not feel comfortable or confident engaging with the school.
- Others probably don’t know that research shows that their involvement can impact their child’s learning.(I mean, of course they don’t! WE are the pedagoges!)
The solution? Get to know your silent families. What are their assumptions about school? Are they overloaded with all the information the school provides? Do they know who they can ask for help? Ask these questions and more like them, then adjust your approach based on their needs (and when possible, preferences). Consistent communication is key, even if the response isn’t always visible.
Keep Communicating
Regardless of the response, remain consistent in your efforts. Over time, even hesitant families may begin to engage when they see your persistence and genuine care.
Just like when a store closes unexpectedly or an email inquiry goes unanswered, inconsistent communication from a school can leave parents feeling frustrated and uncertain. By committing to consistent communication and delivering on those commitments, schools build trust—a cornerstone of any thriving educational community. When parents see that teachers and administrators follow through on what they say, it strengthens their confidence in the school and fosters positive, collaborative relationships. Remember, consistency isn’t just about policies or protocols—it’s about showing families that their trust is well-placed and their children are in good hands. Trust builds loyalty, engagement, and, ultimately, a stronger school community.
