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Messaging Tips

Tips for Effective Communication

The success of any new communication endeavor depends on how it is received by students, parents, staff and the community. These tips will guide you in developing comprehensive communication strategies. 


Tips for sending effective messages:


  • Consider crafting a series of messages when introducing a new program or service.  A coordinated program of 3 to 5 messages, spaced over time, is often more effective than a single message.

  • Consider your target audience when planning the spacing and timing of the messages in a communication campaign.

  • Write separate messages for email, text and voice.

  • Text Messages should be a maximum of 140 characters.

  • Include the following at the end of every voice message, "If you would like to hear this message again, please press the star key."

  • Write your message down before recording it: To create a professional sounding recording that flows smoothly, always script your message first. Also, have someone else read the script and give feedback before sending the message.

  • Make your first call a positive one: Rather than making your first call an absence notification, start by calling all parents with a short message introducing them to the messaging system. Briefly explain how it will be used to provide them with relevant and timely information.

  • Be professional, but do not be afraid to have fun: Many schools have found that they can achieve the goal of getting important information delivered while putting a smile on a parent’s face.

  • Always repeat important information such as dates and times of events several times throughout your message: Doing so allows recipients time to write down important information.

  • Start your messages by identifying who you are and the reason for the message: To ensure that recipients immediately recognize the message as coming from your school or district, start each message by identifying yourself and the nature of the call.

  • Practice your recordings until you find the most effective speaking volume: As with any type of recording, the volume of your voice and the distance at which you position the microphone affect the quality of the sound. By practicing your recordings before sending messages to parents, you can find the combination that works best for you.

  • Do not be afraid of feedback from your recipients: Ask recipients if the messages you are sending are clear and how they could be improved. Also find out the type of information recipients desire and how often they want to hear from you.