Communication Cheat Sheets
Date postedDecember 19, 2025
These resources provide ways to engage meaningfully with students, staff, and families.
We know how important transparent, open communication is to engage others successfully with the vision and work of our building. Different forms of communication serve different purposes and appeal to different audiences. This resource from author and principal, Liz Garden, and published by NAESP, provides comparison charts of different tools. Similar to the charts in the published resource are the following generated by ChatGPT.
| Tool/Platform | Recommended Purpose | Pros | Cons | What Not to Use this For | Suggested Examples in Practice |
| Weekly Family Newsletter | Share consistent updates, celebrate learning, preview upcoming events | Predictable, builds trust, reaches most families, easy to archive | Can be skimmed or ignored if too long; translation needed for some families | Urgent updates or sensitive individual issues | Weekly e-mail newsletter highlighting classroom learning, upcoming dates, and a principal message |
| School Website | Serves as the official, evergreen source of information | Accessible 24/7, central hub, supports transparency | Requires upkeep; families may not check regularly | Time-sensitive announcements or personal communication | Posting calendars, handbooks, policies, and emergency information |
| School App (e.g., district-approved app) | Push timely reminders and updates | Immediate delivery, mobile-friendly | Notification fatigue; requires families to download | Lengthy explanations or nuanced conversations | Weather-related updates, reminders about picture day or early dismissal |
| Text Messaging System | Share urgent or time-sensitive information | High open rates, fast communication | Limited length; not ideal for nuanced messages | Detailed instructions or emotionally complex topics | Late bus notifications, school closures, quick reminders |
| Communicate detailed information to staff and families | Allows depth, attachments, record of communication | Inbox overload; may go unread | Crisis communication that requires immediate attention | Sharing detailed event information, staff memos, follow-up summaries | |
| Social Media | Celebrate school culture and highlight learning | Builds community pride; highly engaging | Not all families use social media; requires monitoring | Discipline issues, confidential information, or complaints | Posting photos of assemblies, spirit days, and student achievements |
| Video Messages (recorded) | Humanize leadership and share key messages | Builds connection; accessible asynchronously | Time to produce; accessibility considerations | Urgent messages or highly interactive discussions | Monthly principal video sharing school goals or celebrations |
| Live Video/Virtual Meetings | Engage families or staff in two-way communication | Allows interaction and questions; flexible access | Scheduling challenges; tech barriers | One-way announcements better suited for e-mail or video | Virtual family forums, curriculum nights, or staff check-ins |
| Morning Announcements | Communicate directly with students | Builds student connection; reinforces culture | Limited time; requires age-appropriate language | Detailed instructions or adult-only information | Daily announcements celebrating birthdays, attendance, and kindness |
| Staff Meetings | Align staff, build shared understanding, foster collaboration | Allows dialogue; relationship-building | Time-intensive; requires strong facilitation | Information that could be shared asynchronously | Monthly staff meetings focused on instruction, culture, and operations |
| Printed Materials (flyers, backpack notes) | Reach families with limited digital access | Tangible; accessible to all | Can be lost; slower communication | Last-minute updates or ongoing back-and-forth | Permission slips, event reminders sent home in folders |
| Face-to-Face Conversations | Build trust and address sensitive topics | Most personal; allows immediate feedback | Time-consuming; not scalable | Routine announcements meant for large audiences | Greeting families at arrival/dismissal student conferences |
Garden also offers this advice for how to choose your tool:
- Treat communication like curriculum. Map out a plan. Create a messaging calendar and include entries for specific and recurring communications (e.g. weekly staff update, monthly newsletter).
- Keep communication predictable and transparent. Use templates, be consistent.
- Use different modes of communication. Be mindful of which modes work best for which purposes.
- Set aside time to communicate. Set a date with yourself on your calendar to take care of communications.
- Follow through. Be responsive to inquiries, requests for information, and feedback. Expect the same from staff.
- Complete a communications audit. What types of communications does your school/district use? Are they effective? How do you know?
Read the full article.