Due: 12th May
He aha te kai a te rangatira? He kōrero, he kōrero, he kōrero.
What is the food of the leader? It is knowledge. It is communication.
Module Objectives:
Upon completion of this module, you will be able to:
- Analyse your current communication style and its impact on interactions within the school community.
- Apply strategies for crafting clear, concise, and culturally responsive messages for diverse audiences.
- Demonstrate active listening techniques to enhance understanding and build stronger relationships.
- Facilitate open and honest communication within your team and across the school.
- Develop clear, concise, and appropriate written communication for various school contexts.
- Foster a culture of respectful and inclusive communication within your sphere of influence.
Learning Material:
As middle leaders, your ability to communicate effectively, both verbally and in writing, is fundamental to your success and the well-being of your teams and the wider school community. This module will explore key aspects of communication, empowering you to build stronger connections and foster a more collaborative environment.
Crafting Clear and Concise Messages:
Effective communication begins with clarity. To ensure your messages are easily understood and impactful, consider the principles outlined by the Plain Language Commission New Zealand. Their resources emphasise using clear and direct language, structuring information logically, and tailoring your message to the audience – crucial elements for effective communication within our diverse school environments. This article is a good place to start thinking about your own communications at your kura – https://www.newleaders.org/blog/inclusive-effective-communication-4-strategies-for-education-leaders Also have a look at this resource from TKI, which is aimed at principals but has many helpful points for all leaders in improving communication in a school environment – https://www.educationalleaders.govt.nz/Managing-your-school/Guides-for-managing-your-school/Effective-communications
The Power of Active Listening:
Truly understanding others requires more than just hearing their words. Julian Treasure’s TED Talk, “5 ways to listen better” (https://www.ted.com/talks/julian_treasure_5_ways_to_listen_better), offers practical techniques to enhance your active listening skills. By focusing on presence, asking clarifying questions, and empathising with the speaker, you can build stronger relationships and gain a deeper understanding of perspectives within your teams.
Fostering Open Communication:
Creating a culture where open and honest dialogue thrives is essential for trust and collaboration. Explore this article for some tips on how to do this – https://www.forbes.com/councils/forbescoachescouncil/2023/05/31/20-smart-ways-managers-can-foster-more-open-dialogue-in-the-workplace/
Developing Effective Written Communication:
In your role as a middle leader, you will frequently communicate in writing with various stakeholders. Focus on the strategies of clarity and conciseness, knowing your audience, providing opportunities for clarification, and being consistent and transparent. Again, this article is aimed at principals but has tips that are applicable to all. To ensure your written communication is professional, clear, and achieves its intended purpose, consider the guidance offered here – https://www.edweek.org/leadership/opinion-principals-here-are-4-simple-tips-to-communicate-better/2023/06
Task: Reflecting on and Applying Communication Skills:
Consider a recent interaction (verbal or written) you had within the school community.
Discuss one of the following scenarios with your learning partner and post your collaborative response on the forum (max. 150 words):
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- Scenario A (Verbal): A staff member on your team consistently misses deadlines and their communication about progress is often vague. Brainstorm two distinct communication strategies you could use to address this verbally, incorporating principles of clear communication and active listening.
- Scenario B (Written): You need to inform parents about a change in the school’s drop-off procedure. Draft two key elements of your written communication (e.g., subject line and first sentence, or two key pieces of information conveyed) ensuring they are clear, concise, and audience-appropriate, drawing on the principles from the New Leaders article.
Assessment:
- Discussion with learning partner
- Collaborative post on the forum
- Engagement with reading materials
22 Responses
I have chosen to go with Scenario 2 for this task. I would begin with the subject line: Important changes to our school drop-off and pick-up. I’ve aimed to keep this line concise while still emphasising that it’s a communication parents need to engage with. Since drop-off and pick-up routines directly impact student safety, it’s essential that all families are aware of the changes. One of my opening lines would be: Due to increased traffic on Hukanui Road, we are making changes to the school’s drop-off and pick-up routines to help keep all members of our community safe. This line highlights both the reason for the changes and the importance of safety. I would then present the changes in bullet points for clarity, and conclude by letting parents know that we will be seeking their feedback on this issue as part of our annual community feedback schedule. Finally, while I am generally cautious about over-communicating, I would consider using additional channels—such as our social media platforms—to share this message, as it relates to an important safety issue.
This comment applies to Fiona, Linda and Jeremy’s post.
Good to be specific about the behaviour. Then offer support, whilst retaining mana, and showing empathy.
Scenario A with Ronelle Clarke:
Firstly, it is important to keep in mind that trust and your relationship with each other is the most important aspect of your next discussion. Therefore, explain that the goal is to leave the discussion with our respective ‘sense of selves’ intact.The next part, remember…
“Be curious, not judgemental.”
There is a reason this is happening, and do not assume you know. Start the discussion with something positive you have noticed. Move into the subject of the discussion, and adopt the FBI approach: Feelings, Behaviour and Impact
Share what you have noticed about their behaviour. Eg: I have noticed that there are some deadlines that have been missed in the past, and this has happened a few times.
Share examples if needed
Then, explain your feelings: I am worried that there may be something that is inhibiting you from meeting these deadlines, so I am very keen to find a way for us to all meet those deadlines.
Share the impact and explain the WHY/PURPOSE for what you are trying to achieve: Meeting those deadlines means as a team, we can move towards our goals faster, and can build trust too. We rely on each other, as all integral parts of our team, on the others in the teamMake sure you stay as positive and calm as possible. Employ an active listening approach with this person. This includes:
Listening and making eye contact
Keeping friendly, non-threatening body language
Ask questions and clarify
Repeat back some parts of what is saidOnce this is complete, often a solution may become apparent. The next approach to adopt is the GLAD, SAD, SURE approach:
I am glad you shared with me
I am sorry/sad that there is something inhibiting you
I am sure we can find a solution togetherFrom here, using storytelling may often help. Share a scenario where you have done something like this, and this may take the tension away from the situation (knowing your leader has been there and can empathise is really powerful).Find a solution, then give an action to complete with a timeframe. Follow up in writing in an email for accountability.
Agreed that trust and your relationship are important aspects of your next discussion. It is also important to remember that you want to understand why the behaviour is occurring and the need for positive change to take place. And that you are there to offer support to enable the change to occur.
Kia ora Tim and Ronelle,
I really love the first two points you’ve made. I think it’s important to acknowledge and uphold the mana of the individual you’re working with—while resolving the issue is key, maintaining mana is essential for a strong professional relationship moving forward. I also really appreciate the “curious, not judgmental” approach. As you say, there may be reasons behind the situation that, once understood, can be worked through. Ted Lasso would definitely be proud!
Scenario A (Verbal): A staff member on your team consistently misses deadlines and their communication about progress is often vague. Brainstorm two distinct communication strategies you could use to address this verbally, incorporating principles of clear communication and active listening.
The first communication strategy would be to schedule a private one-on-one conversation with the team member, using “I” statements to express concern in a non-confrontational way. For example, saying, “I’ve noticed deadlines are often missed, and I’m concerned about the impact on the team’s progress,” helps express the issue clearly without sounding accusatory. This approach promotes openness and reduces defensiveness. The second strategy involves practicing active listening. I would ask open-ended questions like, “What challenges are you currently facing in meeting deadlines?” to encourage honest dialogue. By listening attentively and paraphrasing their responses—for example, “It sounds like you’re feeling overwhelmed with your workload”—we can demonstrate empathy and better understand their perspective. These strategies not only help clarify expectations and foster accountability, but also create a supportive environment where team members feel heard and motivated to improve. Overall, combining clear communication with active listening builds stronger, more collaborative professional relationships.
Good comments made about two useful strategies Michelle.
Zach & Vicki- Scenario B
Subject Line:
Update for Families: Safer, Smoother Morning Drop-Off – Starting Monday
Opening Sentence:
To enhance the safety of all children and minimise congestion at the gates, we are implementing a minor yet significant adjustment to our morning drop-off and afternoon pick-up areas, starting Monday.
Hi Zach, this post looks incomplete? What adjustment is occurring to the pick-up areas?
Zach & Vicki- Scenario B
Subject Line:
Update for Families: Safer, Smoother Morning Drop-Off – Starting Monday
Opening Sentence:
We are opening an additional gate to enhance the safety of all children and minimise congestion. This will begin Monday morning (Monday 26th May). Please follow the directional signs to find the new entrance/exit.
Thanks Zac and Vicki,
Complete now.
Collaborative response: Adele, Rachel and Ashleigh
Scenario A: A staff member on your team consistently misses deadlines and their communication about progress is often vague. Brainstorm two distinct communication strategies you could use to address this verbally, incorporating principles of clear communication and active listening.
Strategy One: Creating a safe place, using active listening skills and developing communication strategies
To begin with we would create a ‘safe place’ for the scheduled meeting, such as an office space or classroom after school (so they don’t have to then go back into the classroom after a hard, honest conversation). This needs to be a face to face communication, to show empathy, commitment and support as mentioned in Educational Leaders, Guides for Managing Your School, Effective Communications. The aim is to be clear, open, and transparent. Because we have built on trust within the team we are hoping this established relationship will help us to have this safe, hard conversation.
Before beginning the conversations, be mindful that your tone of voice and body language is open and non-judgemental. We would begin the conversation with, “I have noticed that meeting deadlines has become an area in your work that you are having difficulty with, is there something on your plate I don’t know about? I would really like to understand why you may be finding this tough and see if there is a way we can work together to make this easier for you.”
During the meeting, use active listening principles outlined in the article Educational Leaders, Guides for Managing Your School, Effective Communications. ‘asking questions instead of just giving answers, focusing on what you might learn instead of what you want to teach or instruct, seeking clarification and explanation, especially when the tone of the speaker is somewhat critical, restating what you think they have said in order to seek clarity and agreement, asking how you might help’
Strategy Two: R.A.S.A and Promoting Input
Before offering solutions, ask the respondent if they have any ideas on how they could improve on meeting deadlines and communication. Use the acronym suggested by Julian Treasure In his TED talk “ 5 ways to listen better’. Emphasise on the A – Ask. Ask them where to now, what steps can they take to make change, what support do they need? Make time to check in and see how they are going, this could be as simple as a pop in, a coffee or if they need it, another conversation. Hopefully by following these steps this will not only help with the missing deadlines and vague responses, but as they have contributed their own input they will feel and be seen as valued (listened to, supported and accrued on) therefore they will naturally become more vocal, Forbes – Fostering Communication.
By giving the respondent the agency to come up with a solution, you may find they have a new and better way to work, and even if they don’t, then at the very least, it is empowering to give people the opportunity to develop their own problem-solving processes and strategies. Give Employees Space For Creative Thinking.’Too many managers I work with assign work without giving employees any space for coming up with new and better ways to work. Allow time for brainstorming sessions where everyone can contribute.’ 20 Ways Managers Can Foster More Open Communication in the Work Place
A couple of useful strategies posted here thanks Ashleigh. I’d favour the first strategy if a leader was raising concerns about my performance.
Task 4: Reflecting on and Applying Communication Skills:
Scenario A (Verbal): After meeting with my Learning Partner Erin today we had an excellent discussed around scenario A
Approach One: Use clear communication and active listening to address the issue effectively:
Direct, Constructive Feedback with Open-Ended Inquiry
My Approach: Schedule a one-on-one meeting and begin with a clear, non-accusatory statement about observed behaviour. Follow up with open-ended questions to understand the root cause and engage in problem-solving together.
Example Dialogue:
“I’ve noticed a pattern where some deadlines are being missed, and updates on progress have been unclear. I want to understand what’s getting in the way. Can you walk me through how you’re managing your workload and any challenges you’re facing?”
Communication Principles Used:
Clarity: State the specific issue without ambiguity.
Active Listening: Invite their perspective and listen without interruption.
Collaboration: Signal that you’re looking for solutions together, not assigning blame.
A good approach Maddie. I think it is important that there is no ambiguity about the issue that is being addressed. Then questioning seeking clarity and understanding in order to seek solutions.
Learning partner: Gail
Scenario A:
Visit the staff member in their classroom after school finishes – it is their safe place where they may be more open for a first conversation about this. Casual visit shows that it is more of a ‘checking in’ rather than moving towards a reprimand as this is the first instance you are intervening.
– Start the conversation with asking how they are, even asking how a child is, sport they like etc is going etc to set a relaxed climate.
– Be direct… “Hey I’ve popped in to see you as I noticed lately that you have missed a couple of deadlines for XYZ. I just wanted to check in to see if everything is okay with you and with XYZ ?
– Listen actively, nod. Finish by asking questions to show you understood and took in key points. Mention the importance of deadlines due to the following steps so there is a clear understanding of school goals etc.
– Then ask for feedback “what is and isn’t working for you with the *reporting process deadlines”
– If the teacher is seeming stressed or uncomfortable, mention a personal story about how you understand and have been in the same boat in previous situations.
– Utilising the initial feedback from the teacher collaboratively solve the situation through prompting “What can we do to support you with ABC to meet these deadlines in the future?”
– “Let’s schedule a brief check-in [suggest a timeframe] to discuss progress on next term’s report comment deadlines.” This sets clear expectations for future communication and establishes accountability.
Scenario B:
School Drop-Off Procedure TEMPORARY UPDATE
Due to upgrades on our school entry, the main entrance bus bay will no longer be accessible for student drop off and pick up between Monday 12th May – Friday 16th May.
During the time if parents can please utilise the rear car park for all student drop offs. Teachers of our Year 1-6’s will guide students to this area for pick ups.
(Photo attached of school map with rear car park)
I think we have both used problem solving strategies with active listening being in the forefront. We have also used a collaborative coaching approach. Great response.
I like how you have structured your approach in scenario A. Questioning for understanding is important as is showing empathy and offering support to resolve the issue, collaboratively problem solving to change the behaviour to what is required.
Scenario B – Good clear, concise messaging.
I like how you have brought yourself to their safe environment, rather than them meeting you – often the perceived power shift can be so helpful.
Fiona + Linda + Jeremy
Scenario A (we thought this was the harder one)
Ask the staff member for a time for a chat (don’t impose)
{Assume best possible intention – don’t pre judge the actions/situation}
Open the chat “I’ve noticed that you’ve missed X & Y deadlines (be specific, not vague) – what’s been happening for you/is everything OK/this seems a bit out of character… etc”
Respond to their answer, ask what support they might need/assistance/resources etc if appropriate (tailor your response to the person – always aiming to keep their Mana intact). e.g. What can we put in place to make sure this task is completed by the deadline? (create ownership/buy-in).
Additionally – use the art of story telling to share an example from your own teaching experiences if you perceive that this might be helpful (giving a “you’re not alone in this” message along with showing empathy).