Welcoming New Families: Volunteering Handbook Ch3

Chapter 3: Welcoming New Families

From: The Practical Volunteering Handbook for School and Club Volunteers

Effective communication is fundamental to finding and retaining parent volunteers in school settings. Clear, consistent, and engaging communication not only helps to recruit new volunteers but also keeps them motivated and informed. This chapter will explore the importance of communication and provide practical strategies for enhancing your communication efforts.

The Importance of Communication

It is essential that you understand what your P&C (Parents and Citizens) or other volunteer Committee does and effectively convey that to the school community. The more open and transparent a P&C is with the school community, the more likely they are to engage with them.

Kiah Snell humorously says, "You mean I can’t hide behind the bushes to wait for people to talk to them anymore? Joke aside, the volunteer sign-up sheet to share personally in class WhatsApp groups did work well. Try to get a good representation from all Year levels in the P&C team and everyone talking to their own network of parents." This underscores the need for direct, personal communication to effectively engage volunteers.

Introducing School Committee Members

One way to break down the 'cliquey' stereotype often associated with school committees is by introducing your committee members. When families can put a face to a name, it makes your group more approachable and relatable. Here are some effective methods:

• Photo Board: Display a photo and short bio of each committee member in a prominent place like outside the school office.
• Facebook: Post committee profiles on your school's Facebook page, spacing them out to maintain interest. Note that we have a heap of funny memes related to volunteering that you are free to share - you can download them from our Free Toolbox!
• Newsletter: Include profiles in the school newsletter, either all at once or spread over several issues.
• Assembly Introductions: Have committee members introduce themselves at school assemblies and talk about their roles and achievements.
• Short Video: Create a fun, engaging video featuring committee members, your goals for the year, and past successes. This can be shown at assemblies and shared on social media.
• Meet and Greet at the School Gate: Keep it casual and friendly. Engage parents in conversation without making them feel pressured.

Setting Expectations Early

Setting clear expectations at the beginning of the school year helps in establishing a culture of involvement. Use the early part of the year, when families are fresh from holidays, to communicate your needs and goals. Here are some ways to set expectations:

• Informal BBQs and Morning Teas: Use these events to introduce new families to the community and talk about the importance of volunteering.
• Principal’s Support: Get on the agenda at information nights to explain your plans and how parents can help.
• Specific Requests: Clearly specify how you will be counting on support. For example, let families know about upcoming events and the type of help needed, such as selling raffle tickets or organising a trivia night.

Effective Communication with Your Community

Effective communication is not just about frequency but also about content and transparency. Here are five key strategies:

• Be Open and Transparent: Communicate openly about what the P&C is doing, especially if there are controversial topics. This builds trust and encourages more parents to get involved.
• Regular Newsletter Updates: Ensure there is something in the newsletter every week. This keeps the community informed and engaged.
• Clarify Funding Goals: Be clear about where the fundraising money is going and invite parents to suggest how funds should be used.
• Focus on Impact: Highlight how the funds raised will benefit the children. For example, explain that the P&C is buying new books to make reading more interesting for students.
• Balance Your Communication: Avoid overwhelming parents with too many emails. Use social media platforms like Facebook to keep parents engaged and excited about events and initiatives.

Practical Tips for Communication

• Use Multiple Channels: Don’t rely on just one method of communication. Use newsletters, social media, school assemblies, and face-to-face interactions to reach the widest audience.
• Personal Touch: Personalise your communication whenever possible. A direct request, as Kiah Snell mentioned, can be more effective than a general call to action.
• Engage in Conversations: Instead of just disseminating information, encourage two-way communication. Ask for feedback and suggestions from parents.
• Visual Aids: Use photos, videos, and infographics to make your messages more engaging and easier to understand.
• Consistency: Maintain a consistent schedule for communication to keep parents informed without overwhelming them.

Conclusion

Effective communication is the cornerstone of successful volunteer recruitment and retention. By being open, transparent, and engaging, you can build a strong and supportive community around your school. Remember, good communication is not just about sharing information but also about building relationships and fostering a sense of belonging. With these strategies, you can create a vibrant, connected, and active volunteer community that will support your school’s goals and initiatives.