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How do you communicate with K-12 stakeholders online?

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As a K-12 educator, you know how important it is to communicate effectively with your students, parents, colleagues, and administrators. But how do you do that online, when face-to-face interactions are limited or unavailable? Online communication can pose many challenges, such as technical issues, misunderstandings, lack of feedback, and information overload. In this article, you will learn some tips and best practices for communicating with K-12 stakeholders online, using various tools and platforms.

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Melody Mann, M.S., M.A.

Graduate Research Assistant @ University of Maryland | RWJ Health Policy Research Scholar

1 Choose the right tool

Depending on your purpose, audience, and message, you may need to use different tools and platforms to communicate online. For example, you may use email for formal and official communication, such as sending newsletters, announcements, or reports. You may use video conferencing for synchronous and interactive communication, such as holding meetings, webinars, or office hours. You may use social media for informal and engaging communication, such as sharing updates, resources, or stories. You may use learning management systems (LMS) for instructional and academic communication, such as delivering lessons, assignments, or feedback. Choose the tool that best suits your communication needs and preferences, and make sure you are familiar with its features and functions.

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Melody Mann, M.S., M.A.

Graduate Research Assistant @ University of Maryland | RWJ Health Policy Research Scholar
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Be mindful in virtual communications. There is a saying that has generated since the COVID-19 Pandemic which is, "This meeting (Zoom, Meets, etc.) could have been an email". It is important to schedule intentional time and finding the medium to best convey this information. Instead of a synchronous Zoom session, opt for a screen recording to provide a resource that stakeholders can refer to at their own time. Time is of the essence in K-12 education, so pick your mediums of communication in a thoughtful way that contributes to the overall objective.

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2 Be clear and concise

Online communication can be easily misinterpreted or ignored, especially if it is too long, vague, or complex. To avoid confusion and frustration, you should be clear and concise in your online communication. Use simple and direct language, avoid jargon and acronyms, and provide relevant and specific information. Use headings, bullet points, and formatting to organize and highlight your main points. Use visuals, such as images, charts, or videos, to supplement and illustrate your message. Use emojis, gifs, or memes to add some personality and humor, but only if appropriate and respectful. Proofread and edit your communication before sending or posting it, and check for spelling, grammar, and tone errors.

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Melody Mann, M.S., M.A.

Graduate Research Assistant @ University of Maryland | RWJ Health Policy Research Scholar
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Another way to bolster emails is to provide attachments rather than typing at length about the intended topic. Think of how you can restructure your email to become an infographic or handout! Put yourself in the perspective of your students, would you load them with purely written content or would you provide variability in the modes of information representation you are providing?

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3 Be responsive and respectful

Online communication can also be impersonal and distant, especially if there is a lack of feedback, acknowledgement, or empathy. To build trust and rapport with your online stakeholders, you should be responsive and respectful in your online communication. Respond to their messages, questions, or comments in a timely and polite manner, and show that you care about their needs and concerns. Use their names, titles, and pronouns correctly, and address them with courtesy and professionalism. Use positive and constructive language, and avoid sarcasm, criticism, or blame. Express appreciation and recognition for their contributions and achievements, and celebrate their successes and milestones.

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Melody Mann, M.S., M.A.

Graduate Research Assistant @ University of Maryland | RWJ Health Policy Research Scholar
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There have been times I have misaddressed, misspelled, and mistakenly left out all together the title/pronouns of my email recipient due to being in a rush, not mindful, or forgot all together. It is human to make mistakes, however what is important is taking initiative. Send a follow up emailing correcting your mistake and express your sentiments to the recipient. This is a good practice that helps acknowledge flaws, practice quality communication, and engage in responsive respect.

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4 Be consistent and transparent

Online communication can also be inconsistent and unclear, especially if there is a lack of coordination, alignment, or expectations. To create a sense of continuity and clarity with your online stakeholders, you should be consistent and transparent in your online communication. Establish and communicate your online communication goals, policies, and procedures, and make sure they are aligned with your school or district guidelines. Use the same or similar tools and platforms for the same or similar purposes, and avoid switching or changing them frequently. Maintain a regular and predictable schedule and frequency for your online communication, and inform your stakeholders of any changes or updates. Provide feedback and follow-up on your online communication, and solicit feedback and input from your stakeholders.

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5 Be flexible and adaptive

Online communication can also be dynamic and unpredictable, especially if there are changes, challenges, or opportunities. To cope with the uncertainty and complexity of online communication, you should be flexible and adaptive in your online communication. Monitor and evaluate your online communication effectiveness and impact, and use data and evidence to inform your decisions and actions. Seek and explore new and innovative tools and platforms for online communication, and learn from best practices and examples. Adjust and modify your online communication strategies and tactics based on your stakeholders' needs, preferences, and feedback. Experiment and try new and different ways of online communication, and learn from your successes and failures.

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6 Be collaborative and inclusive

Online communication can also be collaborative and inclusive, especially if there is a sense of community, engagement, and diversity. To foster a positive and supportive online communication culture, you should be collaborative and inclusive in your online communication. Invite and encourage your stakeholders to participate and contribute to your online communication, and provide them with multiple and varied opportunities and formats. Acknowledge and respect their different perspectives, experiences, and backgrounds, and promote dialogue and discussion. Collaborate and cooperate with other educators, schools, or organizations for online communication, and share your resources, ideas, and insights. Create and maintain a safe and respectful online communication environment, and address any issues or conflicts promptly and constructively.

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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?

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How do you communicate with K-12 stakeholders online?

1

2

3

4

5

6

7

1 Choose the right tool

2 Be clear and concise

3 Be responsive and respectful

4 Be consistent and transparent

5 Be flexible and adaptive

6 Be collaborative and inclusive

7 Here’s what else to consider

K-12 Education

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How do you communicate with K-12 stakeholders online?

1

2

3

4

5

6

7

1 Choose the right tool

2 Be clear and concise

3 Be responsive and respectful

4 Be consistent and transparent

5 Be flexible and adaptive

6 Be collaborative and inclusive

7 Here’s what else to consider

K-12 Education

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