How can you communicate with parents during school closures?

1 Choose your platforms

The first step to communicate with parents is to decide which platforms or tools you will use to share information, updates, feedback, and support. You may already have some established channels, such as email, phone, or a school website, but you may also want to explore some new options, such as video conferencing, messaging apps, or social media groups. Whatever you choose, make sure it is accessible, reliable, and secure for both you and the parents. You may also want to survey the parents to find out their preferences and needs, and create a clear communication plan that outlines the purpose, frequency, and expectations of each platform.

2 Be clear and concise

When communicating with parents, especially in written form, you want to be clear and concise. Avoid jargon, acronyms, or technical terms that may confuse or overwhelm the parents. Use simple and direct language, and organize your messages into short paragraphs or bullet points. Highlight the main points, such as deadlines, instructions, or action steps, and use headings, bold, or underline to emphasize them. Provide relevant and specific information, but avoid unnecessary details or repetition. If you need to share a lot of information, consider attaching a document or a link to a resource, rather than writing a long email.

3 Be positive and supportive

Communication is not only about sharing information, but also about building rapport and trust with the parents. You want to convey a positive and supportive tone, and acknowledge the challenges and successes that both the parents and the students are facing. Start and end your messages with a friendly greeting and a sign-off, and use polite and respectful language. Express appreciation and recognition for the parents' efforts and involvement, and celebrate the students' achievements and progress. Offer encouragement and feedback, and invite questions and feedback from the parents. Avoid criticism or blame, and focus on solutions and collaboration.

4 Be responsive and flexible

Communication is a two-way process, and you need to be responsive and flexible to the parents' needs and concerns. Respond to their messages or calls promptly, or set a reasonable time frame for when you will get back to them. Listen attentively and empathetically to their questions or issues, and try to understand their perspective and situation. Provide clear and accurate answers or solutions, or refer them to other sources of support if needed. Be flexible and adaptable to the parents' preferences and circumstances, and offer options or alternatives when possible. For example, you may offer different times for a video conference, or different formats for a project.

5 Be consistent and transparent

Communication is also about creating consistency and transparency between home and school. You want to communicate regularly and frequently with the parents, and keep them informed of the learning goals, expectations, and outcomes for their children. You also want to communicate openly and honestly , and share any challenges or changes that may affect the learning process. For example, you may explain the rationale behind a new assessment method, or the reasons for a schedule adjustment. You may also share some insights or tips on how to support the students' learning at home, or how to cope with the stress or anxiety that may arise from the school closures.

6 Be respectful and inclusive

Communication is also about respecting and including the diversity and uniqueness of the parents and the students. You want to communicate in a culturally and linguistically sensitive way, and acknowledge the different backgrounds, values, and beliefs that may influence the parents' expectations and experiences. You may also need to communicate in different languages, or use interpreters or translators, to ensure that the parents understand and participate in the communication. You may also need to communicate in different ways, or use different strategies, to accommodate the parents' abilities and needs. For example, you may use visual aids, audio recordings, or phone calls, rather than emails or texts, for parents who have low literacy or visual impairments.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?