It’s a definite conundrum. You want colleagues to be informed but you don’t want to overwhelm them with information.
As a school principal, I spend a considerable amount of time preparing a weekly newsletter for staff. Using Smore digital newsletters, I create a Friday Focus that I try to keep short. I usually include a funny meme, a calendar of upcoming events, and two instructional links. Even with brevity in mind, I often wonder how much staff members are actually engaging with the information.
It’s has made me consider sharing an Un-Newsletter. This would be something succinct and exactly to the point. The information would be read in no more than thirty seconds.
Let colleagues get in and out and know everything they need to know.
Some formats to consider:
The 3-2-1 Update. Three bullet points of Need to Know information (School pictures, grades due, fire drill scheduled, etc). Two quick shoutouts to staff members (Thanks to Mr. Smith for the science fair setup!). One action item for the week (Click this link to share your wish list items). In and out. Simple and brief while sharing exactly what needs to be shared.
The Stoplight Method. Red = What we need to stop doing this week (Stop leaving the door open!) Yellow = What is coming up (State testing is at the end of the month). Green = Immediate actions to take this week (Be sure to send your scheduling email for parent conferences). This allows for extreme brevity and provides direct Do’s and Don’ts so that staff know exactly what is expected.
TLDR Version. Announce that you anticipate that staff members won’t read the newsletter with a Too Long, Didn’t Read version. Type an email with the subject line: TLDR – 3 Things for This Week. The body of the email should include a simple link to the weekly calendar. One additional bullet point reminder (Remember to utilize the questioning structure we reviewed at last week’s staff meeting). A third bullet point shouts out a staff member. Directly to the point. TLDR!
Need to Know versus Nice to Know. This format breaks down information into two categories: one critical and one helpful. The Need to Know section lists non-negotiables (Thursday’s assembly schedule has changed; Submit attendance by 9am during testing week). The Nice to Know section offers optional or lower stakes information (Click on this link for a great instructional grouping strategy; Optional tech training is after school on Wednesday). Two categories establishes what is a must versus what is a choice.
The One Thing Focus. Minimalism at its’ best. Establish the one thing (Our singular focus this week is making sure we are providing individualized feedback on all writing assignments). Along with the One Thing, share the calendar for the week. This again allows for staff to get the must do information quickly and efficiently.
Ultimately, our goal as school leaders is to communicate effectively. We don’t need the most visually stunning newsletters. The Un-Newsletter can respect your colleagues’ time as well as your own. You can save the hour you normally spend on the newsletter and put it toward something that actually moves the needle.
This week, try ditching the bells and whistles. Pick one of these formats. Set a timer for five minutes, and hit send. You might find that the less you write, the more your colleagues read.
Rich
For more productivity strategies, pick up a copy of Autopilot: Practical Productivity for School Leaders.
