Communication is a critical aspect of any organization. If ideas and information cannot move up and down the organization clearly and timely, then important work will not get done in the way that is needed. My organization has staff working in 20 different buildings in 4 different towns. If we are not strategic and intentional about our communication, then communication will not happen.
With this in mind, this summer we developed a communication plan that has been implemented for the last semester. Below are the details of that plan. This includes the type of communication, who is being communicated with, and details of how this plan was to be shared with staff.
Communication Plan
Effective June 2023
Email Expectations – Shared at Certified and Para Kickoff
Within 1 work day – Staff are responsible for knowing the information in their email.
Within 2 work days - Staff are responsible for responding appropriately to an email if a response is needed.
Responses are needed when a question is asked or a task is assigned.
If responses are not received, escalation of issues will follow these steps.
Original Email
Reminder Email
Call to Staff
Call to Principal
A list of people needing to contact the Coop office will be included in the Weekly Update and Midweek Memo if we have reached the Reminder Email step for a given issue.
Individual or Small Group Communication – One person or issue involved
Email sent to those involved. Those directly involved will be added to the “To” line of the email. Those indirectly involved will be added to the “CC” line of the email. Those on the “To” line are responsible for responding until a resolution has been reached. If an email feels like it will go back and forth more than 2 times, schedule a time to call to clarify the issue. A summary email of the call can be sent if it is needed to get everyone else on the same page following the call.
Standard Broadcast Communications – Certified Staff and Admin – Only two emails per week. Collapse all broadcasts to these two times.
Weekly Update – Schedule Delivery for Fridays at 7 AM
Message, Announcements, Reminders, Upcoming Events, Celebrations/Recognitions, Contact the Office List
Midweek Memo – Schedule Delivery for Wednesday at 7 AM
IEP Updates and Reminders, Resources, Reminders that can’t wait until Friday, Contact the Office List
School Psych One on One Bulletins – Share information to be shared with teachers and related providers in their buildings.
Standard Broadcast Communications – Paraeducators
Teacher Waterfall – Shared in Weekly Update with guidance to share with paras.
Inservice Days – Announcements, Reminders, Content
Standard Broadcast Communications - Administrators
Hays – District Admin Meetings – Announcements, Reminders, Policies, etc.
All – Weekly Update
New Guidance Roll Out
Develop Written Guidance plus a One Pager for long policies. Include stakeholders in development.
Share with Administrators at Admin Meetings – Include guidance for sharing with staff
Share with School Psychs at the next School Psychologist Department Meeting – Include Guidance for sharing with teachers
Share with Teachers on Inservice Days or in Broadcast Emails – Include Guidance for Sharing with Paras.
When needed include guidance for how to share with parents.
So far this plan has been going well. Staff responses to emails from our office staff are more timely than last year, and guidance seems to be being followed more accurately. The amount of times I am contacted about someone not responding to another staff member has also reduced. Reducing down to no more than 2 broadcast emails also seems to help people not feel overwhelmed by the amount of communication. We will review this plan at the end of the semester to see if changes are needed.
I hope you find this useful. What are some features of your organization’s communication plan that I should consider adding? Share below.