Connecting with Stressed Families

Everyone carries unseen stress; effective communication can lighten the load.

In today's busy world, staying connected with parents who are doing their best can be hard but important. At ReachWell, we know how crucial it is to keep families at the center of clear and simple communication. As families and school staff get ready for the new school year, we want to share some tips for organizations and agencies that work with families under stress—whether it's the everyday stress of adjusting to new school routines or the intense stress of facing homelessness, job loss, or even domestic abuse. Everyone carries unseen stress; effective communications can lighten the load.

Here are eight easy-to-follow electronic communication strategies to help you connect effectively with families. These strategies are backed by research and best practices and are shown with examples of how ReachWell makes it easier for you and the families in your community to communicate.

1. Use Clear and Simple Language

Why it works: Writing at a third-grade reading level ensures accessibility for all parents, regardless of their literacy levels. According to the National Assessment of Adult Literacy, nearly half of U.S. adults struggle with reading at an eighth-grade level. Simple language helps avoid misunderstandings and ensures that all parents can easily comprehend the information. This can be particularly helpful for children of immigrants serving as interpreters for their parents and busy parents or caregivers working multiple jobs and little time to read long emails.
How we can help: ReachWell offers language simplification tools that suggest alternative language at a third-grade reading level, making it easier to revise communication to engage all communities.

2. Highlight Important Information

Why it works: The use of headers further organizes content, making it easier for parents to scan and find relevant sections. (You probably scanned this article without even thinking about it as you decided whether to read it.) Bolding key dates and events helps busy parents quickly identify important details. This technique draws attention to critical information, reducing the chance of it being overlooked. Our brains are naturally programmed to scan information before fully reading it. When we see text, our eyes first quickly scan for key words, phrases, or visuals that stand out. This helps us decide what’s important and whether we should pay closer attention. After scanning, we then focus on reading the details. This process allows us to quickly sort through information and find what we need.

How we can help: ReachWell's intuitive text editor allows for easy formatting, including bolding and headers, ensuring that important information is prominently displayed and easily accessible.

3. Keep Messages Concise

Why it works: We all have a lot on our plates and our minds. Raising kids and working leave limited time to go through emails or group text messages to find important information. Short sentences and concise messages respect their busy schedules. Short, direct communication is more likely to be read in full and remembered. The Harvard Business Review suggests that concise messages are more effective because they minimize cognitive load, making it easier for the reader to process and retain information.
How we can help: ReachWell provides pre-designed templates that encourage brevity and clarity. Additionally, composition tools condense content to deliver the information in fewer words.

4. Incorporate Simple Images

Why it works: According to a study by the University of Minnesota, visuals are processed 60,000 times faster than text, and they can improve comprehension by up to 89%. Visuals can enhance understanding and retention of information, but be mindful that images with words leave families relying on translation out of the picture. Simple, relevant images that convey emotion can help illustrate messages without overwhelming the reader.

How we can help: ReachWell allows authors to easily add emojis and images integrated into messages, helping to visually reinforce the content.

5. Improve Translation Practices

Why it works: Clear and direct language is crucial for accurate translation and understanding. Avoiding vague terms and cultural analogies prevents misinterpretation and ensures messages are clear across different languages. According to the American Translators Association, proper translation is essential for maintaining the message's integrity and clarity.

How we can help: ReachWell offers built-in translation features that support multiple languages, ensuring accurate and culturally sensitive translations that preserve the original message's intent.

6. Engage with Questions and Reminders

Why it works: Including questions and prompts can increase family engagement by inviting them to take action. Reminders are effective for ensuring important dates and actions are remembered. The Zeigarnik Effect, a psychological phenomenon, suggests that people remember uncompleted tasks better than completed ones, making reminders a powerful tool.
How we can help: ReachWell’s automated reminder system helps parents keep track of important dates and tasks, with customizable prompts and reminders that encourage timely action. Have you taken advantage of ReachWell’s automated reminders system?

7. Focus on Three Key Points

Why it works: Presenting information in sets of three leverages the brain's natural preference for patterns, known as the "Rule of Three." This principle suggests that three elements are more easily remembered and processed by the human brain, which is particularly helpful given that most adults can hold around three to five items in working memory. By focusing on three key points, messages are more likely to be understood and retained by busy families, enhancing communication effectiveness.
How we can help: ReachWell’s AI content structuring tools can summarize content into a few short bullet points, ensuring that communications are both memorable and easily digestible for parents.

8. Communicate in Their Preferred Language

Why it works: When families get information in their own language, they feel understood and included, which helps build trust between them and schools. Research shows that when parents understand what's being shared, they are more involved in their child's education. The U.S. Department of Education found that schools using families' languages saw better involvement. Communicating effectively is especially important when families are under stress. When parents face challenges, like financial or health issues, clear communication in their preferred language helps reduce confusion and worry. This support makes it easier for families to help their children succeed. Speaking in a family’s language shows respect and helps everyone feel more comfortable, even during tough times.
How we can help: ReachWell®'s inclusive communications platform used by hundreds of agencies, schools, and nonprofits across the nation give everyone from teachers in the classroom to executive directors and community-organizers a cost-effective tool to connect with every community member in over 130 languages. Accessible design delivers the alerts, academic tools, and wellness resources to keep everyone "well reached."

Example Welcome Back to School Message

Welcome Back, Families! 🎒 We are thrilled to start the new school year on Thursday, August 15th at 8:30 am.

Have you completed all the necessary forms and got all the supplies for the first day of school? There is still time. reach out to us anytime! To help your child transition smoothly, we've planned a special Back-to-School Night on August 14th at 6 PM. Join us for a fun evening to meet the teachers and learn about the exciting year ahead!

All questions are good questions! Chat through the ReachWell app or reply anytime. We're here to support you and your child's educational journey. Let's make this year great together!"

Welcome Back - we hope you had a great summer!

By following these best practices, you can communicate effectively with stressed families using ReachWell. Research and experience show that clear, concise, and well-structured messages not only save time but also enhance understanding and engagement. Whether you're sending updates about school events or important reminders about benefit enrollments, these strategies, combined with ReachWell's unique tools, will help keep parents informed and families thriving.

References

National Assessment of Adult Literacy (NAAL), U.S. Department of Education.

Harvard Business Review, "Why Conciseness in Communication Is Key," 2020.

University of Minnesota, "Impact of Visuals on Learning and Comprehension," 2017.

McKinsey & Company, "The Power of Personalization," 2019.

American Translators Association, "Best Practices in Translation," 2018.

Zeigarnik, B. (1927). "On Finished and Unfinished Tasks," Psychological Research.

Miller, G. A. (1956). "The Magical Number Seven, Plus or Minus Two: Some Limits on Our Capacity for Processing Information," Psychological Review.

U.S. Department of Education. (2016). Toolkit of Resources for Engaging Families and the Community as Partners in Education: Part 1: Building an Understanding of Family and Community Engagement. Retrieved from U.S. Department of Education website.