Messaging Tips

The success of any new communication endeavor depends on how it is received by students, parents, staff and the community. This section is designed to share the experience of our staff in developing comprehensive communication strategies. The following tips and ideas will help you get the most from the system.

Tips for sending effective messages:

·        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.