School Communication

End-of-Year Activities: Tips for Keeping Them Organized

End-of-year activities can be chaotic, but with these tips, you can keep everything organized and running smoothly. Utilize digital tools for communication, engagement, messaging, and coordination.

Graduation prep, prom, grade promotions, spring sports banquets, final concerts, theater performances–you name it, it's happening at this time of the year. Let's be real: trying to keep schedules straight and everything organized is challenging. Don’t worry, we’re here to help keep the chaos at bay and ensure everything runs smoothly. Let’s start by maximizing the use of your digital communication tools! 

Get Organized with Your Website

Are you using your school website to the fullest potential to keep all the upcoming activities organized? Your website should act as the digital hub for information and updates. Follow the tips below to make sure it's in tip-top shape:

  • Keep the calendar updated with essential details like location, dress code, or any special instructions
  • Create specific pages for each activity with details, photos, updates, and FAQs
  • Set reminders for regular check-ins to ensure each activity is up to date in the calendar and website pages

Maximize Engagement with a Mobile App:

Utilizing a school mobile app is key to keeping everyone informed and engaged. Here are tips on how to make the most of it this time of year:

  • Add icons to your homepage for major events like graduation or prom
  • Create digital registration forms with payment options to make it easier for parents
  • Set reminders to remove the forms and icons after the events

Stay on Track with Messaging:

Let's face it, we could all use a little help staying on top of things. That's where technology comes in handy. Follow the tips below for best practices for sending out timely notifications and reminders for important dates and deadlines:

  • Send reminders about deadlines, volunteer opportunities, and logistical information to only specific groups that need to know
  • Plan out when reminders need to be sent for each activity
  • Allow recipients to opt out of specific notifications to avoid overwhelming them 

Coordinate with Teachers and Staff:

You can’t do it all and that’s okay!

  • Delegate updates to the teachers & coaches who are in charge of each event
  • Make sure everyone is aware of their roles and responsibilities for each activity and provide them with the necessary resources and support
  • Schedule regular meetings or check-ins to review progress and address any issues or concerns

Promote Volunteer Opportunities:

Again, asking for help is okay and encouraged! 

  • Use communication channels to recruit volunteers for end-of-year activities such as setup, supervision, or cleanup
  • Provide clear instructions on how to sign up for volunteer shifts and communicate expectations for volunteers
  • Show your appreciation for the efforts of volunteers through public acknowledgment or thank you messages

Communication is key, especially during busy times like these. That's why investing in a unified communication platform can be a game-changer. Imagine managing events, forms, social media, and a mobile app all from one central dashboard. Ensure everyone stays informed and is on the same page with Edlio.

Ensure everyone stays informed and is on the same page with Edlio. Schedule a demo today!


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