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Why independent schools can't afford messy communication

For fee-paying parents, excellent teaching is non-negotiable. What often tips the balance is how clearly and consistently a school communicates. A missed email, a duplicate message, or a last-minute update buried in the wrong channel might feel small, but it sends a message: this school is not as organised as it should be.

For independent schools, that perception matters. Competition for pupils is intense, and families expect clarity and transparency as standard. When communication works, confidence grows. When it does not, parents disengage, staff get overloaded, and costs rise.

5 minutes

by Rich Newsome

Thought Leadership Expert

Posted 07/10/2025

The hidden costs of messy communication

Every leader knows how quickly poor communication can escalate. A parent misses a trip reminder. A fee notice ends up in the wrong inbox. A paper slip never makes it out of a pupil’s bag. None of these on their own seem catastrophic, but together they create frustration and erode trust.

The result is not just stress. Staff end up duplicating effort, chasing parents for responses, and firefighting issues that should never have arisen in the first place. Systems become cluttered, costs rise, and leadership time is pulled into operational firefighting instead of strategic priorities.

Bethany School, an independent day and boarding school, faced this challenge. Before using My School Portal, information was scattered across multiple platforms, and parents often received duplicate or irrelevant updates. Collecting consents was slow and messy. By consolidating everything into one hub, Bethany gave parents a single place to go for all communication and forms. The impact was immediate: parents only received information relevant to their children, and administrators saved hours each week.

Database Manager Katja Thornton summed it up: “The real value of My School Portal is having so many tasks, communications, and information in just one tool. It makes life easier for administrators, parents, and teachers alike.”

Simplifying systems is a leadership choice

It is tempting to see communication platforms as just operational tools. In reality, the way a school communicates reflects its identity and values. Independent schools that project clarity and consistency signal professionalism to parents and staff.

James Allen’s Girls’ School shows how communication can align with broader strategy. Committed to sustainability, the school wanted to cut down on paper. By digitising reports and daily updates through My School Portal, they reduced paper usage significantly while giving parents instant access to the information they needed.

Headmistress Alex Hutchinson made the link clear: “As a school that’s very committed to a sustainable future, one of the really quantifiable values of My School Portal has been the immediate access to information, which has meant we can cut down on unwieldy amounts of paper.”

Strong communication is not just about efficiency. It is about leadership showing that the school is organised, responsive, and forward-looking.

Leading through change

Adopting new systems is rarely without resistance. Staff are used to established routines, and introducing new technology can feel disruptive. Leaders need to demonstrate not only the functionality, but the real-world benefits that save time and reduce stress.

Ewell Castle illustrates this point. When Data Manager Daniel Halstead joined, he discovered the school was paying for My School Portal but barely using it. Notifications were being sent through other channels, causing duplication and inefficiency. At first, the admin team hesitated to change, but Daniel showed how consolidating into one system could remove unnecessary steps and save hours.

A task that once took two hours could now be done in less than 30 minutes. As staff saw the benefits, confidence grew and adoption followed.

Daniel explained: “Once we aligned everything within Access My School Portal, the difference was night and day. Everything just started to click.”

This highlights the role of leadership. The technology is already capable. What makes the difference is guiding people through change and proving the benefits quickly.

Why seamless communication matters more than ever

Independent schools are under pressure on all sides. Parents expect transparency. Staff want relief from administrative overload. Leaders need to control costs without compromising quality.

Schools that invest in seamless communication stand out because they make life easier for every stakeholder:

  • Parents engage more when information is clear and consistent.
  • Staff recover valuable hours each week by reducing duplication.
  • Leaders cut costs by retiring redundant systems and reducing paper.
  • New families feel welcomed and informed from day one.

Communication is not a background process. It is a leadership priority that shapes the experience of every parent, teacher, and pupil.

Moving forward

Strong schools start with seamless communication. Whether it is building trust with parents, supporting staff, or aligning with values like sustainability, schools that simplify communication set themselves apart.

This is what My School Portal was designed to do. By bringing messaging, forms, calendars, payments, and reports into one secure, mobile-first platform, it helps independent schools strengthen trust, reduce admin, and save money, while giving parents the clarity they expect.

If your school is looking for ways to simplify communication and build stronger relationships with families, it may be time to take a closer look. 

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By Rich Newsome

Thought Leadership Expert

Meet Rich Newsome, a thought leadership expert with a passion for education that stems from his background as a teacher. Committed to shedding light on the most significant issues in education, Rich goes above and beyond to provide schools with the guidance and support they need without the burden of extensive research.

Drawing from his firsthand experience, he brings the voices of the education sector to life, allowing those within schools to share their experiences, exchange ideas, and explore best practices.

As our in-house Content Manager, Rich is dedicated to creating a platform where the collective wisdom of educators can flourish, fostering a community that thrives on shared knowledge and innovation in the ever-evolving landscape of education.