K-12 School Construction Projects: Don’t Forget this 6-Step Communication Plan!

Transparent communication is critical for a successful construction project. Open communication builds trust among stakeholders and mitigates misunderstandings while managing expectations. Regular updates to the community, school leaders, staff, and the construction team lead to successful project outcomes. In addition, this creates strong buy-in and even excitement for celebrating the new school structure.

Start by creating a 6-Step Communication plan that includes from the outset: 1) appoint a designated team with one clearly established leader, 2) create multiple communication channels for all stakeholders, 3) schedule regular updates, 4) provide multiple opportunities for community feedback early in the project cycle, 5) create creative ways for the community to engage with the project, and 6) establish and communicate clear safety procedures for the new construction.

Details about these steps are as follows:

Step 1: Appoint a Designated Communication Team

Create a team that is responsible for all communications about the new construction project. Establish clear roles and responsibilities and assign one person to lead and oversee all communication activities. Ask the lead to set up a concise plan and timeline for all communication activities.

Step 2: Create Multiple Communication Channels 

Assign one person to run point on creating and updating information about the project in multiple formats. Only updating information on the school website is not sufficient as different stakeholders access information in different venues. At least one channel needs to be in print.

Create a dedicated web page to share photos, documents, and designs. Create an FAQ page to answer anticipated questions about the project. In addition to the website, provide information in a school newsletter, school meetings, and also via social media. You can also provide instructions in appropriate second languages that remind people to cut and paste the contents of the information into Google Translate.

Focus especially on any impact the school construction project could have on households that are close to the school. Many of these neighbors might not have children attending the school, in which case sending letters out to these stakeholders might be the best way to inform them about the project. Try to get out in front by conveying information about the project early and often.

Step 3: Provide Scheduled Updates

Providing regular messaging about the progress being made on the new school construction is important. Continue to inform all members of the community about any disruptions to foot or vehicle traffic flow and remind them of project timelines. Announce milestones reached as they happen and celebrate successes.

A weekly or bi-monthly update likely makes the most sense, but send out information more frequently if something has changed about the project such as project delays or a change in scope. Clear signage at the construction site can also provide updates and information about the project as well as safety guidelines and information about how to access the school during construction and changes including parking and building entry access.

Step 4: Set Up Multiple Opportunities for Community Feedback 

Create several ways for all stakeholders to provide concerns and feedback including direct email, a phone number, and community meetings so that everyone has a clear opportunity to provide input and ask questions. Feedback over social media may not be advisable as sometimes comments can get out of hand. Encourage people to communicate directly with one of the project leaders whose role is designated for this purpose.

Depending on the size of the construction project, consider holding one or more community meetings to provide project information, updates, and answer questions about the project.

Respond quickly to any concerns expressed by community members. Address the issues raised transparently and respectfully acknowledge the concerns being raised while explaining the reasoning behind the decisions made about the project.

Step 5: Foster Community Engagement with the Project 

Create activities for students, staff, school leaders, and families to engage with the project. In the early stages seek input about how the new space will be designed.  If there is fencing around the new project, provide students with opportunities to draw pictures of what the new space will provide or set up a contest with an opportunity to vote for the name of the new space or opportunities to choose the color of the walls or carpet.

Step 6: Clearly Convey Safety Information

Ensure that safety information is conveyed to families, students, teachers, staff, and school leaders. Safety plans need to include establishing designated construction zones, safety procedures when near the construction zone, and changes to traffic and transportation situations.

Create designated access points so that students and staff can safely enter and exit the school and avoid construction areas. Train staff to be proactive in creating a safe environment for their students during construction. Review construction-related safety procedures and changes to school access and suggest that for younger students, teachers walk through changes to accessing places within or outside of the school. Update emergency evacuation plans that might be impacted by the construction work.

This 6-point Communication Plan needs to be established prior to the start of the new school construction project to ensure everyone is one board at the start of the project. Ongoing adherence and tweaks to the communication plan can help customize these steps to the particular needs of your school project.

Leslie Stebbins is the director of Research4Ed. She has more than twenty-five years of experience in higher education and K-12 learning and instructional design. She has an M.Ed. from the Technology Innovation & Education Program at the Harvard Graduate School of Education and a Master’s in Library and Information Science from Simmons College.