Kentucky School Advocate

February 2025

By Kathy McFarland

Chief executive officer, Ohio School Boards Association

Among our members, one recurring comment resonates louder than any other: “Our board is not communicating well with one another!” This sentiment underscores a fundamental aspect of a board’s health and effectiveness: the need for robust and transparent communication within its ranks.

Navigating through potentially sensitive viewpoints – some of which may be your own – without unsettling the dynamics of the board can be daunting. Difficult conversations are inevitable.

Whether it’s resolving conflicts, discussing sensitive topics, setting policies or addressing community concerns, these conversations are crucial for the success of a district. Hard conversations are not just about confronting problems; they’re about seeking understanding, finding solutions and strengthening relationships. Avoiding these conversations can lead to unresolved issues, resentment and misunderstandings. Recognizing their necessity is the first step toward approaching them with courage and empathy.

Effective board communication is not merely about the transmission of information; it is about creating a shared understanding and alignment around the district’s mission, vision and strategic priorities. When communication falters at the board level, it can have far-reaching consequences, impacting everything from governance and decision making to district culture and community trust.

Creating a space where individuals can effectively share contrasting perspectives while preserving mutual respect, especially amid deeply ingrained personal disparities, is a formidable undertaking even when you don’t have skin in the game and, as a member of the board and the community, you probably do.

Addressing poor communication requires a multifaceted approach that acknowledges the complexities inherent in board dynamics and communication processes. It involves not only identifying the root causes of communication breakdowns but also implementing strategies to foster a culture of openness, collaboration and accountability within the board.

Board members must feel empowered to express their views, raise concerns and challenge assumptions without fear of reprisal or judgment. This requires cultivating an environment where diverse perspectives are valued, dissent is welcomed and constructive feedback is encouraged.

Following are suggestions for establishing a culture of trust and psychological safety that encourages open and honest communication within the boardroom.

Before initiating a difficult conversation, take time to prepare yourself mentally. Clarify your intentions and objectives for the conversation. Reflect on your emotions and biases to ensure that you approach the discussion with an open mind. Consider the other person’s perspective and anticipate their potential reactions. Planning what you want to say and how you’ll say it can help you stay focused and maintain control during the conversation.

Listening is a fundamental aspect of effective communication, especially during difficult conversations. Practice active listening by giving your full attention to the other person without interrupting or formulating your response prematurely. Validate their feelings and perspectives to build trust. Reflect back what you’ve heard to ensure clarity and understanding

Approach the conversation with empathy and respect for the other person’s feelings, opinions and experiences. Use “I” statements to express your thoughts and emotions without placing blame or accusing the other party. Avoid using aggressive language or making personal attacks, as it can escalate conflict and damage relationships. Focus on finding common ground and working toward a mutually beneficial solution.

Hard conversations can evoke strong emotions, but it’s essential to remain calm and composed throughout the discussion. Take deep breaths and use relaxation techniques to manage any feelings of anger, frustration or anxiety. Pause the conversation if tensions rise or emotions become overwhelming, and resume when both parties are ready to engage constructively.

Rather than dwelling on past mistakes or assigning blame, focus on finding solutions and moving forward collaboratively. Brainstorm possible outcomes and alternatives and work together to identify actionable steps to address the issue at hand. Keep the conversation goal-oriented and solution focused to achieve a positive outcome.

After the conversation, follow up with the other person to ensure that any agreements or resolutions are being implemented effectively. Reassess the situation periodically to gauge progress and address new issues that may arise. Continuous communication and feedback are essential for maintaining healthy relationships and resolving conflicts in the long term.

Collaboratively establishing ground rules for expression with your team is a crucial step in fostering productive discourse and preventing potential conflicts. By outlining clear boundaries, you commit to constructive engagement. Presenting the rationale behind creating an environment that embraces diverse perspectives can reinforce the importance of these ground rules. Inviting all board members to contribute to the rule-making process ensures that the guidelines reflect the team’s specific needs and preferences

Following are a few examples of communication expectations:

• Embrace discomfort: Recognize that challenging conversations are opportunities for growth.

• Be respectful: Express your viewpoints thoughtfully and aim to promote understanding, not necessarily agreement.

• Show grace: Acknowledge that difficult discussions can be awkward and not everyone is adept at handling them.

• Give others the benefit of the doubt: Approach discussions with curiosity rather than preconceived judgments.

• Speak for yourself: Use “I” statements to convey personal perspectives instead of assuming the stances of others.

Treat others’ views as legitimate: Respect differing opinions even when they diverge from your own.

In addition to establishing communication expectations, it’s essential to discuss the appropriate response if these expectations are violated. Encourage team members to address concerns in a respectful, timely manner. Review these expectations at the outset of meetings. Ultimately, observing these guidelines not only facilitates difficult conversations but also promotes a culture of respectful and inclusive communication.

Investing in board education and training can help equip members with the necessary skills and competencies to communicate effectively in a board setting. This includes training on active listening, conflict resolution, decision making and consensus building as well as workshops on topics such as governance best practices and boardroom etiquette.

Addressing the issue of poor board communication requires a concerted effort from all board members as well as the superintendent and leadership team. By fostering a culture of transparency, trust and collaboration, and by implementing strategies to enhance communication processes, boards can overcome communication challenges and unlock their full potential as drivers of district success.