I'm not a natural communicator. I am usually quiet. So this is an area I have had to work on. I usually think about communication when I have a parent that I have heard horror stories about from previous teachers. I obsess and make it my second job to find out what makes them tick...what are they looking for. What makes them happy and what upsets them. Often times, I find that it boils down to communication. Several years ago, I knew of such a parent that was coming up through the grades with her child...until I was staring at the year I would have her, like a deer in a headlight.
I decided that I was going to become a communication super-star that year because that is what I found her to need most from a teacher. And so I went about researching and devising a plan to help our communication be open and so that we could have a great working relationship. That work paid off and that parent is one that I still consider my friend even all these years later.
My communication methods and processes have morphed over the years. Some have stayed the same, some have been tweaked to meet my current needs, I have added more and in the process, I am growing as a communicator and educator.
So here are eleven of my tips for being a better communicator.
1. Start the year with a positive phone call home. A quick phone call at some point during the first week of school is ideal. It gives you time to make a positive connection while students are generally on their best behavior and before any problems arise. I usually just tell parents that I am enjoying having Johnny in my class. I try to point out one specific thing to praise. Then I close by telling them I look forward to working with them and if they ever have any questions or concerns to please contact me right away.
Done...simple. And parents enjoy a first and happy phone call. This is especially true with parents who are often the recipient of many negative calls because their child may have had problems in the past.
While I usually do this at the beginning of the year, I have also done this throughout the year as well.
2. Communication Binders are a necessity, especially in the primary grades. I am telling you that this is the number one way I won over my "tough" parent. I know this because her friend told me. She was on the school board and took it there to show the other members and suggested that it should be a requirement that all teachers do a communication binder.
My original binder was a M.O.O.S.E. binder that was an acronym for Management of Organizational Skills Everyday. Through the years, I have made all kinds of different covers for the binder, but the important thing is what is inside. I used to have the students keep a lot more in there, but I have paired it down to just the essentials. I start with a one inch binder that has the clear plastic sheets in front and back. I slide my cover in that usually has a picture to match the classroom theme and the school calendar goes on the back cover (our school gives a new monthly calendar at the start of each month). At the very front, I have the students keep a zipper pouch. This is perfect for sending little things back and forth between home and school. It is especially perfect for sending lunch money or money for field trips. With the zipper, you don't have to worry that something might get lost.
The other thing I have students keep inside their binder is a folder. We use the homework folder that you can find here. This is a folder that all teachers are required to use in our school. I do like it because it also has a clear pocket on the front and back where you could slip your newsletter or anything else that you want. It has two pockets inside marked with keep at home and return to school. Our folders did not come hole punched to fit in the binder, but it was easy to do that myself.
I use this folder to send returned work home each Friday. I also send home the newsletter and new spelling list for the upcoming week. Parents always know where to look.
When I taught 3rd and 4th grades, I also required them to have a planner inside to write their assignments. We got the full 8 1/2 x 11 inch ones that had holes and could fit in the binder. Here are a couple of binder covers that I have in my TPT store here and here.
3. Have a rockin' newsletter. This is so important. In the past, I have not had a set day necessarily to send home the newsletter, but this year, I wanted consistent communication and I saw this as a good way to achieve that. In the past, I formatted my own newsletter (sometimes with the help of my husband. But then I purchased a template that was cute and attractive for my newsletters. The newsletter template I purchased felt a little small for the details I wanted to include in my newsletter, so I just whipped up a template for the back and do a full front and back sheet.
Just today I got positive feedback on my newsletter. The one thing the parent mentioned liking most was the details. I included details on the back to show what we are learning and how you can help. The newsletter goes through many of the core subjects and breaks it down so parents do not just see that we are learning about jobs, for instance. They can see that we are specifically learning about why we need jobs. I let them know that we are working on needs and wants and and finding out how jobs can supply those needs and wants at home, at school, and in the community. Then I give them a section that shows ways they can reinforce that skill at home. Going back to my example about the jobs....I put simple things that parents can do or talk about with their child. The parent can choose whether or not they actually do it, but some parents want more...they want to keep the learning alive in their homes and this will give them a simple way that is not stressful. So for the job topic, I might put things like...talk to your child about things your family needs. What things do you want and how does your family decide when to spend money on something the family wants. Talk to your child about your job and how it provides for your family. Point out what needs are taken care of when your child completes a job at home.
4. Pictures speak a thousand words. Take pictures in class. Parents love to see what their child is doing throughout the day. I try to take pictures of anything interactive or fun...or even students doing quiet work like when they are engrossed in a book. I share them on the school website and will even email them to the parents on occasion. You could include them in your newsletter too.
At the end of the year, give each parent a cd of pictures from throughout the year. What a treasure that is to them.
5. Keep a binder for parent communication. You can document what you have talked about with a parent and when. You could even document the method that you used to communicate and of course the date. This gives you documentation on any discussions you have had during the school year in case you need to refer back later. I keep a page for each student in ABC order. Then I can include any letters that I sent and document any other conversations. If I run out of space, I can just add another sheet with that child's name. I used a one inch binder and one of my binder covers from this set.
6. Send positive notes home + positive texts often. Seriously, who doesn't love to feel that you value their child and see what is good in them? The parents will be on your side when they know that you are looking for good. I made it my goal to send two positives every month for every child. I don't think I've quite met my goal, but I have sent notes home fairly often. And of course parents love this. I even had a parent tell me that I can feel free to tell them negative things too. I created these little notes to use in my classroom and have received positive feedback on them from parents.
Parents these days also text a lot. So send texts too...you can even include a picture here or there.
7. Have positive parking lot conversations. As you tuck students into cars during car line, send them off with a quick positive something from the day. Address the positive comment to the parent. They will leave the school with a smile on their face for sure.
8. Look forward to conferences. LOOK FORWARD TO CONFERENCES! Usually I do not take my own advice. I actually get nervous and have butterflies. I'm always relieved when they are over, but when I look back, I am usually very pleased at how the conferences have turned out. In all my years of teaching, I have had very few bad conferences. This year, as a part of my conferences, I specifically asked parents if there was anything they would like to see me doing in class that I am not currently doing. All of them assured me that what I was doing was what they want me to continue to do but giving them an opportunity to tell me ways I could improve is a great way to show that you are flexible and willing to grow.
9. In your report cards comments use the model: good, needs work, good...like a sandwich. In other words, tell the parent something good that the student is doing. Then share what needs work. Finish it off on a good note with something else that is positive. Sandwiching the work that needs to be done between two good comments takes the sting out of hearing about the need for improvement. It softens the blow. Make it a rule to always notice more positives in your students than negatives. Then share those positives.
10. Send follow up letters from parent teacher conferences. This year I decided that I was going to send letters thanking parents for taking the time to come in to discuss their child's progress and just recapping some of the main talking points of our time together. Again, I try to keep the tone of this letter positive, focusing on mostly what the child is doing well at within the classroom. It's the little things that make a difference.
11. Send thank you notes. Anytime a parent sends you something personally or for the class, be sure to follow up with a thank you note letting them know that you appreciate it. If a parent spends time helping out on a field trip or program for your class, send a note to thank them. People like to feel appreciated and a quick hand-written note is easy and effective.
