From chaos to calm

How to get your school communication working for you

School communication can often grow into a complex web of newsletters, departmental updates, and office notices. While each has its purpose, the result can be overwhelming for both parents and the school team. Important messages get lost, parents feel inundated, and staff spend too much time creating communications that don’t get the response they need. 

With a few key steps, you can transform your school’s communication from chaos to calm, creating a system that works for everyone. 

Start with what parents need 

The first step is understanding what parents truly need to know. Too often, schools try to include everything, leading to information overload. Speak to parents - find out what they value most and how they prefer to receive it. This insight can help you focus your efforts, cutting out unnecessary messages and delivering what matters. 

Use the right channels for the right messages 

Every channel has its place, but clarity is key. Think about what belongs where: 

Newsletters / school website: great for sharing school-wide celebrations, events, and major updates that are not time critical.

Targeted emails / school app: perfect for curriculum-specific information, classroom news, key dates or administrative updates.

Texts: save for urgent or time-sensitive reminders. 

By assigning clear purposes to each channel, you can reduce duplication, save time, and ensure parents know where to look for specific information. 

Less Is more 

Parents are more likely to respond when they aren’t overwhelmed with irrelevant information. Streamlined, targeted communication makes it easier for them to act on important messages, ensuring deadlines are met and vital updates are seen. For staff, fewer but higher-quality communications mean less work and more time for impactful engagement. 

Be consistent 

Consistency builds trust and makes communication easier for everyone. Use The Four Pillars of Parental Engagement to guide your approach: 

Traffic Lights: Label messages as red (urgent), amber (important), or green (general updates)  - click here for a template to help you. 

Air Traffic Control: Coordinate communication to avoid parents receiving too many messages at once - click here for a template to help you.

This structure creates a clear hierarchy, helping parents prioritise and engage effectively. 

Make it a two-way conversation 

Finally, give parents opportunities to ask questions, share feedback, and feel heard. Two-way communication strengthens trust and ensures your system evolves to meet everyone’s needs. 

By focusing on what parents need and simplifying your approach, you’ll create a calmer, more effective communication system that truly works.