Strong relationships between schools and families are the foundation of great education.
At Kyoto International School, we wanted to strengthen our home-school partnership in a way that was personal, efficient and inclusive, while also protecting staff time so they could focus on what matters most: teaching, learning and meaningful interactions with students.
With this in mind, in August 2024 I began recording a short - seven minutes or so - video update for parents at the end of each week, highlighting student achievements, upcoming events and practical advice for families.
Recording video newsletters
It is something I have done in past headships in Egypt and Morocco, where I saw how it can become a popular part of parental engagement, alongside more comprehensive newsletters that we send out every five weeks, annual reports, academic updates and meetings with teachers.
It brings warmth, tone and authenticity that text cannot match. Parents hear my voice, see our messages and successes, and sense the pride that underpins our progress each week. This approach has humanised communication and helped to build trust across our community.
Each update begins with a moment of celebration and reflection, recognising student accomplishments, creative projects, staff development and innovative teaching.
These recognitions reinforce our culture of celebration and progress. When parents see their children’s and the school’s achievements valued publicly, it strengthens pride and motivation across the community.
The videos allow parents to see leadership in action - approachable, visible and consistent - and to understand our educational philosophy, learning goals and shared values.
Over time, this approach has influenced other leaders and initiatives in our school, ensuring that key messages and priorities are clearly understood.
Practical advice
A second element of the video updates is providing practical guidance for parents. Alongside reminders about events and important dates, we include advice on social-emotional wellbeing, sleep recommendations for different age groups, and positive parenting strategies.
We also share digital pamphlets from The National College, offering evidence-based advice on topics such as online safety, AI use in education, and managing technology at home.
These resources have become a valued part of our communication, giving families confidence in supporting learning and wellbeing.
Regular updates also highlight our curriculum and assessment workshops, where families can explore how the International Baccalaureate continuum works in practice, and learn strategies to support inquiry-based learning and reading development at home.
Through connecting these initiatives in weekly videos, parents feel part of a shared educational journey rather than observers on the sidelines.
Another important part of each update is the Parent Teacher Association (PTA) segment. This section offers insight into PTA meetings, upcoming events and volunteering opportunities.
Parents appreciate being able to stay informed and connected even if they cannot attend meetings in person. It sustains a culture of shared ownership, where everyone feels they have a role in the life of the school. For new international families, it helps to build a sense of belonging as soon as they arrive in Kyoto.
Inclusivity sits at the heart of the project. Each update is available in video, written and audio formats, allowing parents to engage in the way that suits them best.
Hosting the videos on YouTube enables automatic subtitles and translation, ensuring that non-English-speaking families can fully participate.
We know not every family watches each week, but accessibility and choice are what matter most. Parents can watch, listen or read in their preferred language, reinforcing the message that every family’s engagement matters.
Reducing workload
In terms of workload, while filming a video may sound like a lot of work, the reality is it has reduced staff workload. Instead of teachers writing long reports for a weekly newsletter, leaders curate highlights, gather photos and craft the story of the week.
For me, it’s then just a case of working out the order for each item, using my laptop’s camera, Zoom and Google Slides to record the video, and uploading this file to YouTube. The whole process only takes about an hour and yet it has had a huge impact.
It makes our school’s leadership approachable and visible and helps us to demonstrate clearly what we are doing and why, and how it links to key areas of our school: student wellbeing, inclusion, learning excellence and partnership.
Ultimately, these weekly updates are about presence, belonging and shared purpose. In a world where communication often feels fleeting, this simple act of storytelling keeps our community aligned, informed and inspired, one week at a time.
Matt Topliss is principal at Kyoto International School in Japan
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