How technology is shaping parent engagement in schools: Digital tools and strategies

Communication transformation and the use of technology is helping schools stay in control, reducing workloads and improving efficiency. In a school technology survey, at least nine in 10 leaders reported they used technology for parent/carer engagement. 94% said this approach supports engagement and communication, and 46% said it supports them “extremely well”. 

Digital tools are rapidly replacing more time-consuming methods of communication, like writing letters to send home or phoning parents. As well as streamlining processes for schools, digital communication can be more effective for busy parents, who can access communication where and when it suits them.  

Explore six of the most impactful types of digital tool and see examples of schools that are using these to maximise parent engagement.

1. Unified communication platforms

Unified communication platforms bring different channels together, giving parents one destination for all the information they need from their child’s school. This is helpful for busy parents who can get everything they need from one platform, accessing information in real time and receiving notifications when new communications are available.

For schools, unified platforms can be used to consolidate communication strategies and deliver simple, accessible messaging. Schools can manage emails, SMS messages, social media profiles and more via one platform, cutting down on administration and duplicative tasks. This approach can also make data easier to manage.

For Bethany School, moving towards a centralised school portal has transformed management of communications, data processes and pupil consent forms. Parents now have all critical information in one place, from school reports to extracurricular schedules. For administrators, parents and students, the tool ensures seamless communication. Learn more about Bethany School’s approach and how parent engagement software is working in day-to-day life.  

2. Mobile-friendly engagement solutions

Mobile access is a core component of any digital communication offering, helping to create a self-service model for parents to consume information when and where they want. When unified communication platforms and portals are also available on mobile, it opens up a world of convenience for busy parents and ensures that important messages are easy to pick up.

As well as providing updates on the go, a complete communications platform will allow parents to undertake activities such as scheduling meetings with teachers, making payments and getting in touch with the school via their mobile. These mobile-friendly solutions are really helping to break down barriers between schools and parents to make communications a part of parents’ everyday lives.

3. Online payments and digital transactions

Cashless payment systems give parents the means to make payments conveniently and securely. Via a payment system, parents will be able to pay for school lunches and meals, trips, activities, extracurricular sessions, tickets for plays, equipment and more. Parents don’t need to withdraw cash or write out cheques for their child to take into school, saving time across the board.

Cashless systems help schools stay organised and track incoming payments digitally without extra administration work. They’re a secure alternative to keeping cash and cheques on site, which puts schools at higher risk of theft and can increase insurance costs — plus, banking takes time out of the working day. Brentwood School witnessed the benefits of a streamlined parent payment system first hand after moving to Access My School Portal. It’s a one-stop-shop that’s improved the experience for parents and cut the workload for IT and finance teams. All in all, the implementation has resulted in a more efficient and simplified system. Learn more about how digital payments are benefiting Brentwood School. 

4. Smart scheduling for parents evenings and school events

Parents evenings have historically been difficult and time consuming to plan — technology is changing this, with digital booking systems that can handle the whole scheduling process online. It’s much easier for parents to manage, with instant booking features to secure the slots they require for in-person or virtual meetings with teachers. Systems can display slots based on real-time availability, making this an efficient and reliable way to plan for important events in the school calendar.

Some parents evening booking systems will have additional features available to help make meetings run smoothly. For example, Access My School Portal allows teachers to input information throughout the school year, from feedback on homework, to disciplinary logs, to records of participation in after-school activities. This helps save time for teachers and keeps parents informed all year round, ensuring they have the tools to prepare for parents evening and make the most of their time together. 

5. Digital forms and consent management

Online forms are taking the headache out of recording and storing pupil information, making sure it’s accurate, secure and available to those who need it. This approach can save parents and schools a considerable amount of time, and forms can be incorporated into a unified parent platform to keep everything in one place. It can also help schools to manage data compliantly; GDPR sets out that data must be accurate and where necessary, kept up to date, which is especially important for student information and consent management.

For Latymer upper school, switching to digital forms has been transformative. The school previously used paper admissions forms, which involved collating packs and posting them. Parents then had to fill out all the individual forms by hand and return them by post. The school would run through multiple checks, manually keeping track of the forms that had been submitted. Using software has saved Latymer Upper School around 100 hours of time throughout the admissions process, and instant tracking allows them to send automated reminders when forms are outstanding. Plus, it’s a much more user-friendly experience for parents. 

6. Real-time academic tracking and day planners

Within a parent portal, parents can keep track of their child’s progress using reports, attendance data and other essential information uploaded by their teachers. Tools like day planners also help parents stay on top of their child’s day-to-day schedules. They will have insight into what their child is doing, and when, and whether they have homework to complete or extra-curricular activities to attend. For Bede’s Senior School, this approach is bridging the gap between parents and the school, providing everything parents need in one place. With all essential information easily accessible and up to date in an easy-to-use platform, the school feels confident it’s increasing parent satisfaction and engagement.

Digital parent engagement tools can present some challenges for schools and parents. Here are some of the most common challenges and suggestions to help address them.   

1. Difficulties using new software. Digital literacy can be a challenge, and it can be time consuming for parents to learn how to use new software. Make sure any software that’s introduced has full instructions and there is an accountable person to contact with questions. Software should be simple, and provide a good user experience for parents. In the case that parents can’t access software, exceptions can be made and schools can use paper-based communication methods instead.
2. Affordability. Schools can find it challenging to secure additional budget for technology upgrades. Build a business case for new software and emphasise the time-saving benefits — by cutting down on manual work, administration becomes less of a burden. Schools are often surprised by the money they can save through efficiencies when employing new technology solutions.
3. Onboarding for staff and parents. Onboarding can feel time consuming, but it will ensure that apps and portals are usable and there are fewer complications and questions further down the line. Make sure the onboarding process is simple and streamlined, setting parents up for self-service use of tools as far as possible. 

The future of parent engagement in schools

Digital tools are making parent engagement more effective, transforming communication and promoting accessibility. Access My School Portal is an intuitive, secure and efficient solution for the education sector, enhancing parent engagement to effortlessly connect schools and parents.

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