Smarter Week

How to automate it

How to automate “write emails and messages to parents”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, once a week
50%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Have AI draft parent emails and newsletters, then translate them

Give AI the facts and the tone you want; it drafts a clear, kind message, including hard ones, and can translate it. You check and send.

Typically saves about 45% of the time5 min to set up
  1. 1Note the facts: what happened, what you need from the parent, next step.
  2. 2Use the prompt below in your school's approved AI tool.
  3. 3Read it carefully, especially for sensitive messages.
  4. 4Send it through your school messaging app, which can also translate.
  5. 5Use only tools your school or district has approved for student data (FERPA). Leave out student names and private details unless the tool is approved for them.
Prompt to copy
Draft a message to a parent about [SITUATION]. Facts: [FACTS, NO STUDENT FULL NAMES]. What I need from them: [ASK]. Tone: warm, respectful and direct. Start with something positive if true, keep it under 150 words, and avoid jargon. Do not promise anything I did not mention. Then give a short version for a text message.

Tools: MagicSchool, Brisk, Gemini for Education, Microsoft Copilot or Khanmigo for teachers · ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

Software feature

Send class messages and forms through a family messaging app

Apps like ParentSquare, ClassDojo, Remind and TalkingPoints send one message to every family, translate it automatically, show who read it, and collect forms and sign-ups.

Typically saves about 45% of the time20 min to set up
  1. 1Use the app your school already has.
  2. 2Post class updates once a week instead of single emails.
  3. 3Use built-in forms and sign-ups for permission slips and volunteers.
  4. 4Check read receipts and follow up only with families who did not see it.

Tools: ParentSquare · ClassDojo · Remind · TalkingPoints · Seesaw

Quick wins

Have you tried…

Do you send class news and permission slips through a family messaging app?
Apps like ParentSquare or ClassDojo send one message to all families, translate it, and collect forms. You can see who has read it.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

TeacherSchool administrator

HourLeak · the 8-minute work audit

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Other common tasks for Teachers