Activity 4-5:
Systems for Sharing
Purpose: Participants will look at their program's formal structures for information sharing to determine how effectively they are reaching all parents.
Materials
Handout 17, pens
Process
Divide participants into groups of 5-8.
| Trainer Preparation Notes: If possible, include parents in this activity. Also, if participants come from different centers, group participants together by center. |
Begin the workshop by stating that all Head Start programs have information-sharing systems in place. These systems may include logs, phone trees, calendars, bulletin boards, newsletters, or other ways that communications are centrally conveyed. These systems ensure that basic information is shared in a consistent and thoughtful way that enables both staff and parents to have access and give input.
The goal behind these systems is to ensure that all critical information reaches all affected parents and staff. But do they do this consistently? That is what will be examined in this activity.
Give each participant Handout 17, Systems for Sharing. Walk through the questions on page 1 of this handout so that the groups are comfortable with the process for filling out the form.
Direct each group to work together to complete a form for the information sharing systems in place at their programs. Let them know that each group will need to select a recorder and someone who will report out on their process.
After participants have had approximately 20 minutes to complete page 1 of the handout, reconvene the large group. Record the responses of each group on chart paper as they report on the following:
- Which system did your group examine?
- What are your recommendations for improving that information sharing system in your programs?
- Who was not being reached through that system and how will those improvements ensure that they receive information?
- Who will need to be involved if these improvements are to take hold?
Note that there is nothing wrong with having overlapping, redundant ways of sharing information. The problem occurs when there are holes in the communication-sharing system - where some parents or staff are not involved in the information-sharing. This activity, which involved evaluating and planning for more effective information-sharing, is something that staff need to engage in periodically to ensure that essential information is shared with all families. This same process can be repeated with parents to gain their input into the communication planning process.