Maintaining appropriate communication with parents, faculty, and the Management Team can help ease the pressure on Trustees to share what has occurred during a meeting. Board members are often bombarded in the school parking lot, grocery store, or even online to divulge information they may not be at liberty to discuss. When constituents know that they will be provided with reliable, relevant information on a consistent basis, they are less likely to probe the Board members one-to-one.
All major Board concerns, considerations, and decisions should be shared with the school as a whole in some form, although the method and the degree of detail depend on the topic and the circumstances. However, this information should be distributed on behalf of the entire Board and as a result of Board policy, not by default.
Consider publishing a summary of Board activity to disseminate to faculty and staff the day after a meeting. This information should also go to parents as soon as possible, through the school e-letter or the weekly or monthly mailing. If immediate notification is advisable, a special mailing or “e-blast” to parents may be warranted.
Before each Board meeting ends, hold a brief discussion to determine what will be communicated. The text can then be generated by one of the participants in the meeting—a representative of the Advancement Team, the Business Manager, or the School Head.
Your goal is to provide a general overview of the topics that were considered. Omit nonessential details, even though they might be included in the minutes, as well as specifics about any discussions that do not yet constitute a formal Board decision. For example, the report might note the Board continued its work on a draft of the strategic marketing plan, but would not yet provide details on areas of the plan still under discussion. While readers will recognize that they are not getting all the details, they will appreciate being given general knowledge about the Board’s direction.
Acknowledge the possibility of “loose lips,” even on a dedicated and well-intentioned Board. Train Trustees in the appropriate handling of sensitive issues, and to maintain consistent communication about Board matters with constituents. Discretion is everyone’s watchword when it comes to talking about Board issues.
