Best Practices for Communication in Your PTA

Clear, consistent communication keeps every PTA organized and effective. Whether you’re working with other parent volunteers, contacting alumni, or reaching out to the school community at large, you need to be specific and transparent to get everyone engaged and on the same page.

This section of our guide for new volunteers covers essential strategies for effective PTA communication. Whether you’re using our built-in messaging system or other methods, you’ll learn how to make yourself understood—and understand your school’s needs more deeply as well.

Working with other volunteers

A PTA is a team effort, but the various officers and members all have different communication styles. Here are some best practices to follow if you want to reduce potential friction and minimize misunderstandings:

• Set clear expectations: When asking for help, be specific about what needs to be done, who’s responsible, and when tasks are due. Timelines are of great use here.
• Use group messaging tools: Apps like WhatsApp, GroupMe, or our own built-in messaging system can keep everyone updated without long meetings.
• Respect people’s time: Keep meetings focused and limit unnecessary emails. Summarize key points and action items clearly.
• Encourage feedback: Volunteers should feel comfortable sharing ideas and concerns. A simple check-in or open forum can help.

Communicating with parents and staff

Your PTA’s success also depends on keeping parents and school staff informed and engaged—even if they’re not part of your organization. But sending messages to these groups requires a different approach than dealing directly with other members of your PTA.

Pro tip: with your fellow PTA volunteers, you want to be specific. With parents and staff outside the PTA, it pays to focus more on why you’re doing certain projects and what the benefits are.

• Make information easy to find: Maintain an updated website or social media page where parents can quickly check upcoming events and announcements.
• Use multiple channels: Some parents prefer emails, while others rely on text messages or paper flyers. Cover multiple bases to reach more people.
• Keep messages short and to the point: Parents and staff are busy. Stick to key details and avoid overwhelming them with too much information at once.
• Be responsive: If parents or staff reach out with questions, reply as promptly as possible. A quick response builds trust and shows that their input matters. To do this in FutureFund, you’ll need to create a sender profile—here’s how.

Using social media and newsletters effectively

Social media and newsletters can be powerful tools for keeping your PTA connected and engaged with the rest of your school community.

• Post regularly but not excessively: Aim for a consistent posting schedule without overloading followers.
• Share a mix of content: Include event reminders, volunteer spotlights, photos from past activities, and important updates.
• Make posts visually appealing: Use clear images, simple graphics, and easy-to-read text to grab attention.
• Encourage engagement: Ask questions, invite comments, and celebrate successes to keep people involved.
• Send newsletters with purpose: Keep newsletters concise, highlight key events, and provide links for more details. As an example, here’s our guide on how to write an alumni newsletter.

By following these best practices, your PTA can foster a culture of open, effective communication that keeps parents, volunteers, and school staff in the loop.