Efficient School Communications

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​Time is short, budgets are tight, and staff are minimal. In today's climate of education, institutions find it difficult to research and implement improvements in operational efficiencies. One key area of operations is communication, both internal and external. From our experience in education, we have put together a list of considerations to implement within your organization's staff and operations; even one change can have a profound impact on the efficiency and value of communications.

Internal Communication: One-Way

• ​The organization's leader hosts a welcome address to update, encourage, and excite staff
• Read all organization-wide emails, inclusive of weekly staff newsletter (yes, you need one!), emergency notifications, press releases, and Board/Cabinet meeting summaries
• Maintain a professional schedule within Outlook, Google, or other organization platform; mark out of office days and activate an automatic reply for out of office days or response delays

Internal Communication: Two-Way

• Refrain from sending emails that only state a thank you or confirmation
• If uncertain of the appropriate recipient, send it to just one colleague and request the message be forwarded on to the appropriate person if needed
• Respect student and staff privacy; use initials when references are required
• Address concerns and questions with colleagues directly
• Reply to emails appropriately; Reply All is rarely needed
• Respond to Outlook calendar invites within 24 hours
• Arrive to meetings on time; cancel or reschedule well in advance

External Communication: One-Way

• Use mass notification system (i.e. Blackboard Connect) to communicate with families and staff
• Maintain updated and accessible content on website, newsletters, and learning platforms
• Utilize district-issued stationary packages
• Notify administration and/or Public Relations Department of newsworthy stories
• Protect student and staff privacy; avoid publishing names if not necessary

External Communication: Two-Way

• Be an ambassador for the organization
• Always use organization email for job-related communications
• Always reflect professionalism, respect, and compassion when interacting with external stakeholders
• Check voicemail at least once a day; utilize Do Not Disturb function when out of the office
• Check email at least twice a day; activate auto-reply when out of office​

If your organization is looking to address inefficiencies or reinvent your communications operations, contact Hansen Public Relations today to find out how we can help you.