Bad communication can sink your school’s events, here’s how and what to do about it.
School events are a cornerstone of a vibrant school community. From bake sales to back-to-school nights, events are the lifeblood of schools. They’re necessary for connection with the community, enrichment for students, and numerous studies show they have a positive impact on student mental health, performance, and engagement. The problem is: events take a lot of work to organize and properly coordinate. They must be carefully orchestrated down to the smallest detail. If things go awry, the school looks bad and event organizers and attendees are unhappy. Communication is often cited as one of the top challenges for event organizers. Even the most well-intentioned event can flounder on the rocks of poor communication.
Here’s how miscommunication can torpedo your school event:
1. The Disappearing Act: When Attendance Goes MIA
Imagine spending weeks planning a fantastic science fair, only to have a disappointing turnout. One culprit? Lack of clear communication. Parents might not have received registration information, or the event details (date, time, location) could be unclear. Social media posts might be cryptic, and flyers might be poorly distributed. The result? Ghost town!
2. Crossed Wires: Confusion Reigns Supreme
Ever go to set up for an event to find that the room you thought you scheduled is double-booked? What about volunteers having no idea where they’re supposed to be assigned? This chaos stems from unclear communication. Was the reservation lost or overlooked? Were scheduling conflicts addressed? Did everyone receive clear instructions about what to bring and what to expect? Without clear communication and proper school operations management, events can go off the rails quickly.
3. The Broken Telephone Game: Misinformation Spreads Like Wildfire
Imagine a school musical where the A/V equipment wasn’t set up because the IT team heard a rumor that the event was rescheduled. Or when expectations aren’t communicated clearly, parents can get talking and take matters into their own hands, driving an event in a direction it wasn’t meant to go. Yikes! Misinformation travels fast, especially in the digital age. Without a central source of truth and clear communication channels, rumors and confusion can quickly derail an event.
4. Event Reality Disconnect: A Bridge Left Unbuilt
Events rely on a strong underlying plan with details that need sharing in order to make that event run smoothly in reality, including contingency plans. But what happens when those details don’t see the light of day? Teachers might be overwhelmed with event details without effectively communicating them to parents. Parents, in turn, might feel uninformed and disengaged. Things like where to park, fees to pay, and weather contingencies are critical details that matter when it comes to actual event execution. This disconnect can lead to a lack of support and a less-than-successful event.
5. Saving the Day: Communication Strategies for Smooth Sailing
Here’s how to ensure communication is your life preserver, not an anchor:
- Utilize Multiple Channels: Don’t rely solely on emails. Leverage school websites, social media, flyers, and even text messages to reach a wider audience. Coordinate & manage these tasks via a centralized system that can produce real-time updates.
- Clarity & Consistency is Key: Be clear, concise, and specific in all communication. Dates, times, locations, and expectations should be crystal clear. Utilize templates to avoid missing details, deliver consistent information, and provide details well in advance.
- Two-Way Street: Encourage feedback and questions from parents, teachers, and volunteers. Create open communication channels to address concerns promptly. An event management tool can provide a way to centralize communications for transparency.
- Embrace Technology: Use an online platform to enable self-service reservations, automate workflows, sync calendars, and communication all in one place, streamlining processes and improving information flow.
By prioritizing clear and consistent communication, you can navigate the often-choppy waters of event planning to ensure a successful, well-attended, and positive experience for everyone involved. Now get out there and create some amazing school events!
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