It's no secret that working with paraprofessionals can be complex and it's often one of the most challenging aspects of being a special educator.

The tears, the sleepless nights, the moments of frustration, the lack of training, the miscommunications...it's all just about enough to drive even the best special educator right out of the classroom.

And I get it! We didn't go to college to be a BOSS! We went to school to work with children. 

All we really want is to foster an environment where the students, the paraprofessionals are where there and YOU can thrive. Through the highs and lows, one thing has become abundantly clear to me – the transformative power of intentional leadership and collaborative strategies.

So, why am I here sharing my experiences and strategies with you? Because I've been in your shoes. I've stood in front of a team, wondering how to make the best out of a challenging situation. I've felt the pressure to be not just a boss but a leader who inspires, supports, and cultivates a shared sense of purpose.

Now, I want to extend my hand and share the insights I've gained along the way. This isn't just about surviving the complexities of working with paraprofessionals; it's about thriving together as a team. Throughout this journey, we'll explore actionable strategies that go beyond theory. We'll delve into real-world practices that have transformed struggles into triumphs, leading to the creation of cohesive, high-performing special education departments.

Strategy 1: Create an Expectation List

The first strategy is an activity that brings clarity to roles and responsibilities which fosters consistency and accountability within the team. When you have an expectation list in place, it minimizes misunderstandings and promotes open dialogue.

How to create it...

1. Get a sheet of paper and at the top write the words Stop, Start & Continue.  
2. Have a brain dump.
   • In the red section, write down all the things you want your paras to stop doing. It could be things like “I want them to stop gossiping about others”, “I want them to stop being on their phones while in class.”
   • In the green, write all the things you want your paraprofessionals to start doing that they aren’t doing now. Things like... “I want my paras to check in with me each morning when they get to school” or “I want my paras to inform me the night before if they think they might be getting sick." 
   • And then in the yellow section, write down what you want them to continue doing. Even if you are having a rough patch with a para, I bet there are some good things you can find that are positives. For example..."I want them to continue building relationships with the students" or "I want them to continue to text me when they are going to be absent."
3. Then you will take your 3 lists and combine them to create your list of expectations. Write down the things that are non-negotiables for you (about 10-15 is a good number). This is what mine looks like but yours will be different. This isn’t a one size fits all activity. 
4. Create a space beside each one to have the para initial that they have read it and understand it.
5. Then, when issues arise and one of these expectations isn’t being met, this list becomes the bad guy and not you. Just pull it out and say “Hey…remember when we went over this expectation list…you initialed here that you agreed to …. Would you help me understand why this expectation is not being met?”

This strategy not only sets the groundwork for a positive work environment but also establishes a framework for accountability and professional growth.

Strategy 2: Give Staff Members Choice

Strategy 2 is to give your staff members some choice in their schedules and daily duties. If you are a 1 teacher, 1 para show, I understand that it may not be as easy to switch things around as it is when you have 15 paras, but try anyway.

By letting your para have little wins throughout their day, they will begin to trust that you have their best interest at heart and will work harder for you in the long run.

 The easiest way to do this is through the use of a para interest survey.

1.  Create a Google Form to gather information on their preferences, strengths, and even personal interests. Here are some questions I ask...
   • Would you rather go to recess with a student or go to music?
   • Would you like to go on field trips or stay at the school with other students
   • Do you like working with reading or math better?
   • Do you like to work with challenging behaviors or do you feel more comfortable working with students who struggle academically. 
   • What are your strengths? What are your weaknesses?
   • What kind of drink do you prefer?
   • What’s your favorite pizza?
2. Review the data 
3. While not every request can be accommodated, try to give them "wins" in their daily schedule by aligning their strengths and preferences with specific tasks.

Again this looks different in every program because you have different numbers of paras, you have different student needs but when paraprofessionals feel their preferences are considered, they are more likely to be invested and motivated in their roles, and by creating a schedule based on individualization, you're fostering a sense of ownership and commitment within your team. 

Here is the Google Form I use with my staff if you're interested.

Strategy 3: Have Fun Together

Having fun together is more than just a break from the daily grind—it's a strategic move to cultivate a positive team culture.

Engaging in enjoyable activities and sharing laughs builds camaraderie and a sense of unity (hint, hint...a team!). The evidence-backed truth is that the most effective teams are those that laugh together. In the often stressful world of special education, finding humor in shared experiences creates a subconscious signal of relaxation and safety. So, whether it's participating in team builders, joining school events, or simply finding the humor in the challenges of a special education classroom, having fun together becomes a powerful glue that strengthens the bonds within the team.

Strategy 4: Clearly Communicate

Effective communication is the backbone of any successful team. In special education, where coordination is paramount, this strategy can be a game-changer. Communicate with your team about schedule changes, parent concerns, and student progress in a clear and timely manner.  

Implementing the use of a communication app can streamline information sharing, enhance collaboration, and ensure everyone is on the same page at the same time.

1.  Choose the Right App: Select a communication app that suits the needs of your team. In this case, GroupMe has proven to be effective for many special education departments. (If you use hand held talking devices such as walkie talkies and this works for you, no need to change what's working)

2. Daily Updates: Encourage regular updates through the app. Whether it's schedule changes, important announcements, or quick updates on student progress, parent pick-ups, toileting needs, etc., having a centralized platform ensures everyone stays informed.

3. Instant Communication: The app provides an avenue for quick, real-time communication. This is particularly valuable in situations that require immediate attention or adjustments.

4. Document Sharing: Use the app for sharing documents, resources, or any essential information related to classroom activities. This ensures that important materials are easily accessible to all team members.

5. Establish Guidelines: Set clear guidelines for app usage to maintain professionalism and avoid unnecessary distractions. Emphasize the importance of relevant and timely communication.

Using a communication app like GroupMe not only keeps your team connected but also creates a sense of unity. It's a modern and efficient way to ensure that crucial information doesn't get lost in the shuffle, contributing to the overall success of your special education department.

Remember, a well-informed and connected team is better equipped to navigate the challenges and celebrate the successes of the special education journey together.

If you struggle with communication (like I did when I first started teaching), these free Conversation Starters might come in handy!

 Working productively with a paraeducator includes maintaining straightforward and frequent communication. Because student and classroom aides are a part of education today in many schools, it's important to develop the interpersonal skills needed to work together effectively.

 This guide provides you with:

• 2 questions to ask yourself when you are afraid to engage in a difficult conversation
• 5 tips for successful conversations
• 25 courageous conversation starters to help prepare you to have a productive discussion

Strategy 5: Implement an Employee Handbook

Incorporating an employee handbook into your department's practices can streamline communication, reduce daily queries, and ensure consistent expectations.

When you think about it.. All jobs have handbooks. Your district is run on policies that are outlined within a handbook. Your school most likely gives you a handbook when you are hired. The special education laws and procedures are given to you as a handbook. So why haven’t we all been using a handbook to train our staff all along?

What should be included?

• Outline Policies and Procedures: Clearly document the expectations, policies, and procedures relevant to your department.

• Accessibility: Ensure that the handbook is easily accessible to all team members.

• Regular Updates: Periodically review and update the handbook to reflect any changes in policies or procedures.

Why is it important?

• A para handbook (sometimes called a para binder) reduces the amount of questions you need to answer on a daily basis and allows your staff to easily review information.
• It keeps everyone organized and on the same page so you aren't having to repeat yourself a million times a day
• And it becomes an accountability piece when issues arise. The handbook becomes the "bad guy". A para not following through on a responsibility? Use the handbook to get them back on track. A para coming in to work late or leaving early? Pull out the expectation list from the handbook and make a point.
• A well-structured handbook serves as a reference point, empowering your paraprofessionals to find answers independently and fostering a culture of transparency and consistency.

Here's the handbook I created to use within my department. You can edit it to meet your needs.

By combining these strategies, you'll be well on your way to not just being a boss but embodying the principles of leadership that create a positive and thriving educational environment. Remember, it's about building a sense of family among all staff and inspiring a commitment to shared goals.

Don't miss out on your opportunity to get the FREE resource "How to Have Courageous Conversations."