*Classroom Management | Back to School | Teacher Tips
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How to Communicate with Paraprofessionals Effectively

As special education teachers, we wear many hats. We’re educators, mentors, and sometimes even advocates. But one of the most important roles we play is that of a team leader.

Now, supervising a team of paraprofessionals may be a responsibility that our teaching degrees may not have fully prepared us for, but these valuable team members are essential to helping us meet the diverse needs of our students.

To make sure we’re all working together seamlessly, clear communication is key!

Whether you’re juggling different student schedules, coordinating multiple staff members, or simply trying to keep the day running smoothly, communication with paraprofessionals can make or break your day.

But don’t worry! There are effective strategies that can help you manage it all with ease. Continue reading to learn how to communicate with paraprofessionals effectively!

Stay Organized with This Free Digital Teacher Organizer!

Before we get into those strategies, I want to share a tool that has been a lifesaver for me: a free digital Teacher Organizer! This organizer has helped me keep track of everything—from student schedules to staff responsibilities—while also taking care of effective communication with my team of paraprofessionals.

An infographic titled "Keep track of everything!" on the left side features checkmarks next to "Schedules," "Responsibilities," "Contact info," and "Data." On the right, there is a sample paraprofessional two-week schedule, showing daily tasks and responsibilities. A clickable button at the bottom right reads "Click here!"

If you’re looking for a way to keep everything running smoothly in your classroom, I highly recommend giving it a try!

Why Communicating with Paraprofessionals Is Important

An illustration featuring the text, "Clear and consistent communication can lead to a harmonious and successful classroom." Next to the text, two people are engaging in a conversation, with speech bubbles above them, emphasizing the importance of dialogue and understanding. The image promotes effective communication in educational settings.

Paraprofessionals are an essential part of the special education team. They work directly with your students and usually do tasks such as:

That being said, paraprofessionals play a very important role. Because of this, they must understand your expectations, routines, and the specific needs of each student.

Good communication ensures that paraprofessionals are well-prepared to support students in the way that you, as the teacher, have planned.

It also helps build a positive working relationship, where everyone feels valued and respected.

When you don’t communicate with your staff, it can lead to confusion, frustration, and a less effective learning environment for your students.

On the other hand, clear and consistent communication can lead to a more harmonious classroom where there is effective learning and where both staff and students thrive.

Communicating with Paraprofessionals

Now that you understand how important it is to communicate with paraprofessionals, it’s time to know how to do it effectively. Here are some tips!

Set Clear Expectations from the Start

A group of professionals is gathered around a table, attentively listening to a woman presenting in front of a screen titled "Our Classroom." The slide outlines the type of classroom and services provided, such as special education and transition services. The top and bottom of the image feature bold text reading "Expectations" and "Responsibilities," each with a checkmark beside them.

When working with paraprofessionals, it’s important to set clear expectations right from the beginning.

Make sure they know what their roles and responsibilities are, as well as how your classroom runs. If necessary, train your paras before the start of the school year. This might involve going over daily routines, specific tasks, or even the way you prefer certain activities to be handled.

By laying everything out clearly, you help avoid misunderstandings and ensure that everyone is working toward the same goals.

Keep the Lines of Communication Open

An illustration showing a group of four people collaborating at a table with papers, a laptop, and a book. One person is standing and talking while the others are seated, listening attentively. A speech bubble suggests active communication. The caption below reads, "Regular communication is key."

After setting your expectations at the start of the year, keep this in mind: regular communication is key.

Schedule a few minutes each day or week to check in with your paraprofessionals. This doesn’t have to be a formal meeting—it can be a quick chat before school, during lunch, or even after the students leave.

The important thing is that everyone has a chance to voice concerns, ask questions, and share ideas. These regular check-ins help you stay connected and makes sure that issues are addressed quickly.

Address Issues Promptly and Respectfully

A group of people in a bright office setting are cheering and clapping, while two individuals in the foreground are giving a fist bump. The scene exudes a positive and collaborative atmosphere, with the team showing excitement and support.

Speaking of addressing issues, address a problem as soon as possible. But, do it with kindness and respect. Approach the conversation with the goal of finding a solution rather than placing the blame.

Remember that everyone has the same goal: helping students succeed.

Be a Team Player

An illustration featuring the quote, "When everyone feels like a part of the team, they're more motivated to give their best." Below the quote are stylized figures working together, including one holding a large pencil and another in front of a chalkboard. The image conveys a theme of teamwork and collaboration.

Remember, you and your paraprofessionals are a team. Yes, you’re the teacher, but you’re not a boss that makes all the decisions.

Make sure your teammates feel valued and appreciated. Ask for their input, listen to their suggestions, and involve them in planning and decision-making whenever possible.

When everyone feels like a part of the team, they’re more motivated to give their best.

Use Simple, Clear Language

An "Observation Feedback Form" is placed on a desk. The form has handwritten feedback, including the notes: "Very supportive with the students" and "Try to remember to not repeat the directions," with additional empty bullet points for more comments.

When giving instructions or feedback, use simple and clear language. Avoid jargon or overly complex terms that might confuse the paras.

If you’re explaining something new, break it down into easy steps and make sure to check for understanding. This will help avoid any misunderstandings and ensure that tasks are done correctly.

Provide Professional Development Opportunities

A man is leading a training session for a group, smiling while holding a tablet. A screen behind him displays a slide titled "Helpful phrases to use with students," providing examples of supportive phrases. The text below the image reads "Para & Staff Training."

Encourage your paras to take part in professional development opportunities.

Whether it’s attending workshops, webinars, or even in-house training sessions, continuous learning helps everyone grow. Plus, it shows your paraprofessionals that you care about their development and value their contributions to the classroom.

Stay Organized and Plan Ahead

A graphic titled "Data Collection" with six labeled sections (AH, AP, GP, JS, NP, RB). Each section contains a placeholder for QR codes and instructions to insert QR codes for data collection and to print/hang in class. There is a clickable link at the top that says, "If you need a data collection system, click here."

Finally, stay organized and plan ahead. Use tools like the free digital Teacher Organizer to keep track of schedules, tasks, and communication. You can even use Google Forms for your data collection so the paraprofessionals can access them easily when needed.

When you’re organized, it’s easier to communicate clearly and keep the classroom running smoothly.

Communicate with Your Paras!

Effective communication with paraprofessionals is crucial in a special education setting, especially when teaching high school and transition students.

By setting clear expectations, keeping communication open, being a team player, and staying organized, you can create a positive and productive working relationship with your paraprofessionals.

Remember, when the whole team is on the same page, our students benefit the most.

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