A Principal’s Cheat Sheet to a Universe of Messaging Tools

As principals, we spend a lot of time communicating with different stakeholders throughout the day. We send emails, record announcements, create newsletters, post updates on social media, build website content, host meetings, present to school boards, and have conversations with students, staff, families, and community members. That’s a lot of communicating!

Yet, miscommunications still happen. Why? Because as leaders, we often assume—sometimes incorrectly—that our messages are received exactly as we intend them. That’s not always the case in the fast-paced world of education, where every minute and every message count.

One of the most important skills for principals to master is clear and purposeful communication. It’s the thread that ties us all together, whether your goal is to build trust with staff, connect with students, partner with families, align to district goals, or reach out to the larger community.

Research consistently shows a strong link between family engagement and improved attendance, academic achievement, motivation, and good behavior, according to a 2019 research review conducted by the American Psychological Association. And we know that the best way for schools to engage families is through two-way, meaningful school-home communication.

As leaders, we also need to make sure that our communication with educator colleagues goes beyond logistics. We need to use different communication methods to provide support, build collaboration, and problem-solve.

A Range of Options

Take a look at the following communication cheat sheet. It is not an exhaustive list, but it provides a quick summary of many of the communication tools you might already use to engage with families and with faculty. What would you add?

Beyond the Basics

New communication tools are being created fast. Many listed below might best be used in combination for better reach. Whether you try these tools alone or in combination, be consistent.

Emerging Tools

Tried-and-true communication tools including phone calls, emails, and face-to-face meetings will always be useful to principals wishing to maintain effective two-way communication. But new tools are constantly being developed to boost communication efforts. Here are some new apps leaders might want to check out:

ClassDojo for Districts

Launched in 2025, ClassDojo for Districts can help centralize communications across schools. The app supports more than 130 languages.

School Signals

School Signals features AI writing support to help with efficient communication. Used effectively,
AI assistants can save users time while enhancing tone controlin messaging.

How to Choose

There are lots of communications tools a school leader can use, and it’s up to you to select the right combination for your school. Perhaps the most important thing to remember is that you must develop a consistent communication plan and model superior two-way communication for your staff. Here are some important steps to help with your planning:

1. Treat communication like curriculum. Like you would map out curriculum units, map out
a communication plan. Schedule messaging on a calendar, whether it’s a digital spreadsheet or
a paper wall calendar. Include entries for specific, recurring messages such as a weekly staff update or monthly newsletter.

2. Keep communication predictable and transparent. Consistency builds engagement. If you have to adjust a scheduled communication, let people know about the change and why it’s happening. Use standard templates whenever possible to help you update information.

3. Mix delivery methods. Model multiple communication methods: General announcements are best delivered through mass emails and texts, while sensitive topics such as underperformance or absenteeism might require a personal phone call. Mix the formal and informal for maximum impact.

4. Protect time for communication. Schedule communication into your week and add it to your calendar—and encourage staff to do the same.

5. Close the loop. Follow-​through is key. If stakeholders reach out to you for feedback, action, or information, respond in a timely manner. People will notice how you model accountability.

6. Audit and adjust. Take inventory of the types of communications the school issues. Review what works and what doesn’t periodically throughout the year. Ask staff, students, and families: Are you getting the information you need in a way you like?

In the end, effective communication does more than push out information; it builds trust, fosters connection, and creates a shared sense of purpose in a school community. When school leaders communicate well, we don’t just inform—we inspire. Every message you send (or fail to send) shapes the culture, trust, and direction of your school.

The tools listed here can create efficiencies, but the real goal is to create influence. Use them well, and you won’t just keep people informed; you’ll keep them invested in the learning community.

Liz Garden is principal of Henry P. Clough Elementary School in Mendon, Massachusetts.