Fostering Genuine Stakeholder Involvement in Continuous School Improvement

by Justin Kirby

Understanding and responding to the needs of a diverse school community is central to building a thriving educational environment. For international schools, stakeholder engagement often becomes most visible during reaccreditation or organizational review cycles. Feedback is collected through surveys and focus groups, yet too often, this data is underutilized – employed only as a compliance tool rather than as a catalyst for meaningful change and continuous improvement.

Accrediting bodies like the Council of International Schools (CIS) and the Western Association of Schools and Colleges (WASC) emphasize the importance of stakeholder involvement. However, the real value lies in embedding these practices year-round, making feedback an ongoing process rather than a one-time event. By implementing structured, inclusive approaches to change management, schools can transform feedback into actionable insights that drive sustainable improvement. This article explores practices for integrating stakeholder feedback into the everyday culture of schools and highlights how change management models, like Dr John Kotter’s 8-Step Process, can foster a culture of engagement.

Why Surveys Alone Aren’t Enough

Surveys and focus groups provide valuable snapshots of community needs, particularly in international schools where diverse perspectives enrich the learning environment. However, collecting data without a deliberate plan for action risks diminishing its value and eroding trust. Feedback must go beyond data collection; it should be part of an ongoing, dynamic system that continuously informs decision-making.

Schools that openly and effectively integrate feedback within their culture view it as a tool for empowerment and growth rather than a compliance exercise. By embedding this mindset into the fabric of school life, schools foster transparency, trust, and accountability.

From Vision to Action

Schools that are committed to continuous improvement are constantly evolving. Whether it’s introducing new programs, refining existing practices, or addressing emerging challenges, change is always occurring. This dynamic nature of schools makes it essential to have a clear strategy for managing change effectively. Even seemingly minor adjustments – such as tweaking a curriculum, enhancing communication protocols, or revising assessment practices – can have ripple effects across the community. Without a deliberate approach, these changes may lead to confusion, resistance, or missed opportunities for meaningful engagement, even if these changes were brought about through community feedback.

This is why frameworks like Kotter’s change management model are valuable. Kotter outlines an eight-step process for implementing successful organizational change in his book Leading Change (Kotter, 1996). When viewed through the lens of a school leveraging stakeholders, these steps can provide a structured way to involve them and ensure that change is purposeful, inclusive, and aligned with the school’s strategic goals. By focusing on two key steps from Kotter’s model, Forming a Strategic Vision and Initiatives and Enlisting a Volunteer Army, schools can foster a culture where stakeholders feel empowered to contribute to ongoing improvement.

Form a Strategic Vision and Initiatives

A clear, compelling vision is the cornerstone of any successful change effort. This vision serves as the “north star,” guiding decisions and helping stakeholders understand how ongoing improvements connect to the school’s mission and vision. Involving the community in forming this vision ensures it reflects shared values and priorities, making it more likely to gain buy-in.

Refining processes, enhancing programs, or even addressing feedback from the community can be challenging without clear direction. For instance, if a school aims to improve student well-being based on feedback, the strategic vision might include specific goals such as launching a new counselling initiative, revising the advisory program, or integrating mindfulness practices into the curriculum.

The vision must also be broken down into actionable initiatives. For example, schools might:

● Introduce quarterly data reviews to track progress toward improvement goals.

● Create accessible feedback dashboards for stakeholders to monitor how their input is being used.

● Develop professional development sessions that teach staff how to interpret and act on stakeholder data.

Equally important to setting the vision and implementing initiatives is the consistent communication of progress and successes throughout the journey. Sharing milestones, such as achieving short-term goals or implementing community-driven changes, ensures stakeholders understand that their feedback is being actively used to guide decisions. For instance, a school might highlight improvements – such as increased participation in student well-being programs or early results from new initiatives – in newsletters, staff meetings, or town halls.

By regularly showcasing progress, schools reinforce transparency, build trust, and keep stakeholders engaged. These updates can include:

● Highlighting tangible successes, such as program enhancements, in newsletters under a “You Spoke, We Listened” section.

● Providing quarterly updates during parent-teacher or board meetings to outline key advancements and next steps.

● Sharing testimonials from students, parents, or teachers about how these initiatives have positively impacted their experiences.

● Leveraging school-based social media platforms to share outcomes and highlight successes.

Such communication not only validates the importance of stakeholder contributions but also inspires confidence in the school’s commitment to continuous improvement. By ensuring all stakeholders see the link between their feedback and its outcomes, schools can cultivate trust and motivation to engage in future change efforts. Transparent communication throughout the process transforms stakeholders into active partners in the school’s growth journey, ensuring long-term buy-in and collaboration.

Enlist a Volunteer Army

Change cannot succeed without widespread participation. While leadership teams often drive initiatives, sustainable improvement requires the collective effort of the entire community. Enlisting a “volunteer army” of diverse stakeholders – including teachers, parents, students, and administrators – ensures that the process is collaborative and inclusive.

This step recognizes that different perspectives enrich the process. Teachers and staff bring firsthand knowledge of day-to-day operations, parents contribute insights about community priorities, and students offer valuable perspectives on the learning experience. By creating volunteer committees to review feedback, propose solutions, and oversee implementation, schools can ensure accountability and develop ownership across all groups.

Embedding stakeholder feedback into daily school practices transforms it from a compliance activity into a powerful tool for growth. Schools create an inclusive environment where all voices are valued by building transparency and developing trust, and collaboration. This approach not only strengthens the community but also drives meaningful, sustainable improvements that benefit everyone.

Reference

Kotter, J. P. (1996). Leading change. Harvard Business Review Press.

Justin Kirby is the Senior Head of Academic Pathways & Student Achievement, XCL World Academy, Singapore.

LYIS is proud to partner with WildChina Education

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