Video

Communication Reflection

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Guiding Questions

Notes

What are our existing communications structures?

 

 

 

 

 

 

Are the existing structures effective?

 

 

 

 

 

 

 

What do we need to communicate to students, parents, teachers, and leaders in a remote learning setting?

 

 

 

 

 

 

What will be the cadence of our ongoing communication in a remote learning setting?

 

 

 

 

 

 

Communication Plan Template

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Communication Routines for a Remote School Environment

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Overview Document

Communication is key in a remote learning environment. Keeping teachers and families up-to-date on critical information and pertinent updates is a high priority. Beyond just considering frequency and mode of communication, the messages that you intend to send are also important.

This resource and the sample communications only serve as a guide that you may tailor to fit your needs.

Key Points: 

  • Communicate to all stakeholders in a clear and compelling way that rallies team members to rise to the challenges presented and collectively tackle them 
  • Provide a clear roadmap for consistently communicating with stakeholders, so they feel informed about priorities, specific impact, and expectations for how they can support 

Internal Communications 

 

Role:   

Superintendent/

CEO

CAO/Network Leadership Team

School Leaders 

School Leaders/ Coaches 

Teachers/

Counselors 

Teachers/

Counselors 

Audience:

Network/School 

Leadership Team Members

School Leaders / Managing Staff Members

Coaches / Managing Staff Members 

School Staff

Students

Families

Key Messages 

As the leader for the organization, communicate the commitment to staff, students, and families and communicate that the safety and well-being of everyone is the first priority.

You want your school community to know,  “We’ll get through this together” and you are working tirelessly to  identify community priorities, understanding what’s happening and sharing that information, how we’ll organize as a school community to strategically leverage community stakeholders and actively problem-solve amid challenges as they arise.    

As the CAO and/or a member of the Network Leadership Team, reinforce messages from the Superintendent/

CEO and express a continued commitment to the safety-and well-being of the school community.

Ensure staff know there are a myriad of challenges ahead, but you have every faith in your team, that you will solve them together. Include language that concretely outlines priorities and timelines, directly names challenges, and communicates a tone that “We’ll get through this together.”  

As the school leader, reinforce messages from the district/network office and communicate the continued commitment to the safety -and well-being of the school community. 

Ensure staff knows that you are here to support them and believe in the power of your school community. You want them to know you are here for them and will develop a plan together to ensure you will do everything in your power to support both them and students in coming out on the other side stronger and more united than ever. 

As the school leader and coach, reinforce messages from the district/network office and communicate the continued commitment to the safety -and well-being of the school community. 

 Ensure teachers know that you are here to support them and believe in the power of your school community. You want them to know you are here for them and will do everything in your power to support both them and students. 

When communicating with students, express overall excitement for this remote learning opportunity, connect with them on a personal level and how you remain committed to supporting and uplifting them during this transition.  

    

When communicating with families, express a continued commitment to supporting them during this time and thank them for their support.

 

You want them to know you are here for them and will do everything in your power to support both them and students in coming out on the other side stronger.    

Key Points

Send communication to stakeholders that include:

  • Motivational Quote/Message
  • Stakeholder Message
  • Weekly Priorities
  • Weekly updates on community impact & needs w/ Key Resources 
    • Updates on Community Feeding Programs  
    • Individual school updates  
  • Key Covid-19 & Community Updates 


 

Send communication to stakeholders that include:

  • Motivational Quote/Message
  • Stakeholder Message
  • Name weekly priorities
  • Weekly updates on community impact & needs w/ Key Resources
  • Key Covid-19 & Community Updates 

Send communication to stakeholders that include:

  • Motivational Quote/Message
  • Stakeholder Message
  • Name weekly priorities
    • Share expectations around priorities
    • Provide progress monitoring updates 
    • Outline timeline for sharing expectations with teachers/ students
    • Provide updates for printing instructional resources, checking in with teachers, etc. 
    • Share meeting times/

expectations for Leadership team meetings

    • Weekly updates on community impact & needs w/ Key Resources
    • Key Covid-19 & Community Updates  

Send communication to stakeholders that include:

  • Motivational Quote/Message
  • Stakeholder Message
  • Name Weekly Priorities
    • Identify instructional preparation guidance/ priorities  
    • Outline timeline for sharing expectations with teachers/ students
    • Identify when personal connections/check-ins will take place
  • Communicate at-home expectations/ check-in structures 
  • Weekly updates on community impact & needs w/ Key Resources
  • Key Covid-19 & Community Updates 

Send communication to stakeholders that include:

  • Motivational Quote/Message
  • Weekly/Bi-weekly Priorities
    • Updates on modules and topics for focus
    • Content themes for the week
    • Expected assignments
    • Reminders with schedules
    • Communicate at-home expectations/check-in structures
  • Weekly updates on community impact & needs w/ Key Resources

Send communication to stakeholders that include:

  • Motivational Quote/Message
  • Communicate updates for students and assignments 
    • Student’s Weekly/Bi-weekly          Priorities
    • Updates on modules and topics for focus
    • Content themes for the week
    • Expected assignments
    • Reminders with schedules
    • Communicate at-home expectations/ check-in structures
  • Support and guidance /documents for families
  • Weekly updates on community impact & needs w/ Key Resources
  • Key Covid-19 & Community Updates 

Frequency/ Format

 2-3 times each week

  • Posted on website COVID-19 page organized by date
  • Emailed to parents/school community
  • Highlight message in text and robocalls

2-3 times each week

  • Emailed to entire school team 
  • Follow up with individual school leaders as needed

2-3 times each week

  • Emailed to all coaches 
  • Follow up with individual coaches as needed 

2-3 times each week 

  • Emailed to all staff on a consistent day/time

1-2 times each week

  • Posted on Google Classroom (or other digital platform)
  • Emailed to students by grade level
  • Text/ robocalls

Daily 

  • Vulnerable student outreach via phone

1-2 times each week

  • Emailed and with direct links to website 
  • Posted on the website 

 

External Communications 

*Note:  While this is a typical structure that could appear within networks/schools, there may be additional roles present within individual school contexts that will vary and impact communications.   

Role:   

Superintendent/CEO  

School Leaders 

Audience:

Larger School Community 

Teachers/Students/Families

Spirit of Communications

As the leader for the organization, communicate your commitment to staff, students, and families and communicate that the safety and well-being of everyone is the first priority.  You want your school community to know,  “We’ll get through this together”  and you are working tirelessly to  identify community priorities, understanding what’s happening and sharing that information, how we’ll organize as a school community to strategically leverage community stakeholders and actively problem-solve amid challenges as they arise.    

As the school leader reinforce messages from the district/network office and communicate the continued commitment to the safety -and well-being of the school community.  Additionally, outline weekly priorities, timeline for communicating, and/or expectations for school teams during a specified timeframe.  Communications explicitly name how to contact leaders and/or support staff amidst challenges.

Core Messages:

Send communication to stakeholders that include:

  • Motivational Quote/Message
  • Stakeholder Message
  • Weekly Priorities
  • Weekly updates on community impact & needs w/ Key Resources 
    • Updates on Community Feeding Programs  
    • Individual school updates  
  • Key Covid-19 & Community Updates 

Send communication to stakeholders that include:

  • Motivational Quote/Message
  • Stakeholder Message
  • Name Weekly Priorities
    • Identify instructional preparation guidance/priorities  
    • Outline timeline for communicating expectations with teachers/ students
    • Identify when personal connections/check-ins will take place
  • Communicate at-home expectations/check-in structures 
  • Weekly updates on community impact & needs w/ Key Resources
  • Key Covid-19 & Community Updates 

Frequency/Format

2-3 times each week

  • Posted on website 
  • Emailed to school community 

1-2 times each week

  • Posted on Google Classroom/ school website
  • Emailed to students and families by grade level

Communication Log

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Sample Communication

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<Today’s Date>

Motivational Message: 

Insert a motivational quote 

<Stakeholder> Team Message:

Good morning/afternoon <Insert Team Name>

Happy <Insert Day>! I am so proud of this team! Across our schools, we were able to <Insert Daily/Progress Updates>.  

THANK YOU – this took a lot of hustle after some last-minute changes and you all executed amazingly! I continue to be WOWED by the dedication of our school family to support each other, our community, and the students we serve.  Below, you’ll find our targeted priorities for this week, how we’ll continue forward as a team, and some additional support resources.  

Please don’t hesitate to reach out should you have any questions at all regarding the priorities below or foresee any challenges.  I want to make sure that as a team, we are continuing to uplift each other during this time.   

Please reach me via <insert contact information> if you need anything at all.  

<Insert School Saying/Uplifting Motto> 

[Insert Name] 

Shoutouts:  

  • <Insert Individual/Team Shoutouts> 
  • <Insert Individual/Team Shoutouts>
  • <Insert Individual/Team Shoutouts> 

 

<Naming Weekly Priorities> 

This week’s Priorities: *Pick 1-2 priorities for each week. Examples are listed below.   

  • Take Care of Yourself - Make sure your own Oxygen mask is on first! It might be easy to put our heads down right now and disappear into the work given how much is going on. Make sure, however, that you are touching base with your manager/school leader and flagging any concerns you might be facing as you try to help your teams navigate through the remote learning setting. 
  • Family Contact / Chromebook Distribution Our #1 job is to check-in with families, show our compassion and care, and make sure they have everything they need; we will work to figure out how to support families who do not have what they need. At this point we should be getting close to 100% contact and ensuring that every student who needs a Chromebook gets one!
  • Staff 1:1 Check-ins This week, leadership team members will do a 1:1 with all staff members in the building. It is our leader’s job to ensure that staff members are all okay, have what they need to be successful at work over the next <insert time frame>, and talk through any challenges that they may be facing. One of the most important pieces of information that you will discuss during these check-in’s are if staff members may be facing any hardships that will inhibit their ability to work “full time” over the next <insert timeframe>
  • <Identify Instructional Preparation/Guidance> 
    • Identify instructional preparation guidance/priorities  
    • Outline timeline for communicating expectations with teachers/ students

Instructional Updates and Progress Monitoring:  

  • <Communicate at-home expectations/check-in structures>
  • Student Progress Monitoring  
    • For ongoing/ real time updates on connecting with students please access <Insert  Link to student contact log
    • Updates as school:  We’ve successfully reached “x” student

<Insert Date> Goal

x% of all <Insert School Name> families are contacted.  

 Completion AVG

x%

<Insert Date Data was pulled>

  • Key Covid-19 & Community Updates    
    • The guidance here is the most descriptive with general facts about COVID-19. Please read at least the links below to make sure you are informed about the basics.