As a teacher, you know how important it is to communicate with parents regularly and effectively. But how do you reach out to them in a way that builds trust, respect, and collaboration? In this article, you will learn some practical tips and strategies to improve your parent-teacher communication skills and make the most of your interactions.
Before you contact a parent, be clear about why you are reaching out and what you want to achieve. Do you want to share some positive feedback, address a concern, or request some support? Depending on your purpose, you may need to choose a different mode, tone, and timing of communication. For example, a phone call may be more appropriate than an email for a sensitive or urgent matter, while a newsletter may be more efficient than individual messages for general updates.
A phone call makes all the difference when is actually needed. Don’t waste your time by thinking that everything is going to be fixed on its own. So, if it’s something important just call the parent and don’t overthink. If it’s something that the whole class needs to know send an email. It’s as simple as that.
If possible, make an effort to: 1. Avoid calling during the parent's work hours. 2. Avoid mealtimes. 3. Find a time that the parent is most likely available. Be available. Ask the parent initially if it is a good time. If it is not, schedule a time that is more convenient. As a teacher, I always worked around the parents' schedules, even if it was not the most convenient time for me; I made sure the parent felt that their needs were met.
Once you have decided on your purpose and mode of communication, plan your message carefully. Use clear, concise, and respectful language that avoids jargon, slang, or assumptions. Focus on facts, observations, and solutions rather than opinions, judgments, or blame. Provide specific examples and evidence to support your points and avoid vague or general statements. Also, consider the parent's perspective and anticipate any questions, concerns, or emotions they may have.
Plan your message using a sandwich technique: Nestle the questions or concerns between positive feedback. State something positive, then share your questions or concerns, and end with something positive. This facilitates a positive relationship between you and the parent. The parent leaves with confidence that you care about the student and see his/her strengths as well as his/her areas for growth.
Communication is a two-way process, so make sure you invite feedback from the parent and listen to their views and needs. Ask open-ended questions that encourage them to share their thoughts, feelings, and experiences. Acknowledge their input and show empathy and understanding. Try to find common ground and align your goals and expectations. If you encounter any disagreements or conflicts, stay calm and respectful and seek to resolve them constructively.
Practicing reflective listening is powerful. In this process, I do not worry about or spend time contemplating what my responses will be; I focus only on listening. I restate what I hear the parent is saying in my own words and seek confirmation of my comprehension. It is imperative that the parent feel heard and understood. I can deliberate my reaction and potential solutions later. My singular focus in the initial conversation is to truly hear and accurately comprehend what is being shared. This conversation may end with no solution, and that is okay. Again, the most important thing is the relationship; a positive relationship creates the foundation for all long-term success.
After you have communicated with a parent, follow up with them to ensure that the message was received and understood. You can send a brief summary of the main points and action steps, or ask them to confirm or clarify anything that was unclear. You can also thank them for their time and cooperation and express your appreciation for their involvement. Additionally, you can check in with them periodically to monitor the progress and outcomes of your communication.
Following up is as important as the initial interaction. With good reflective listening and with sandwiching feedback, the relationship was started on a firm foundation. The follow up further strengthens the relationship by increasing the parent's faith in the process and in the teacher. Follow up with a summary of the decisions made, follow up with feedback on how it's going, and follow up just to connect again. Any relationship that is expected to be positive and constructive must be fed by ongoing communication.
To reach out to parents effectively, you need to use multiple channels of communication that suit their preferences and availability. Some parents may prefer email, while others may prefer phone calls, text messages, or face-to-face meetings. Some parents may be more responsive to online platforms, such as websites, blogs, or social media, while others may prefer traditional methods, such as newsletters, flyers, or notes. You can survey your parents at the beginning of the year to find out their preferred modes and frequency of communication and adjust accordingly.
At the beginning of the school year, when parents are filling out various contact forms, include questions about the preferred modes and times of communication. Some parents rely on the social media apps used in schools, others rely on emails or texts, while others prefer printed communication or simply want a phone call. Gather this info early in the year, keep it handy, and consult it as you reach out to parents.
Finally, the most effective way to reach out to parents is to build positive and lasting relationships with them. Show genuine interest and care for their child and family and celebrate their achievements and strengths. Share your passion and enthusiasm for teaching and learning and demonstrate your professionalism and competence. Be approachable and accessible and create a welcoming and inclusive environment. By building trust and rapport with parents, you will foster a strong partnership that benefits your students.
Integrate, Complement and Involve Parents are the first teachers of a child. Their thoughts, values and beliefs are the foundation. Understand that, build on that and keep them involved.