3 Tricks for a Successful Open Door Policy

Educational leaders know the importance of being accessible and transparent, and a popular strategy to underscore these values is the leader’s statement that he/she has an open door policy. An open door policy is a great strategy for building trust, cultivating relationships and setting an example for open communication among community members. There are some pitfalls with an open door policy, however, and a leader should adequately consider the implications and outcomes so that it can be implemented successfully and without frustration. These three strategies will help set boundaries and ensure a successful open door– so come on in!

1. If You Say it, Mean it

An open door policy means that, whenever your door is open, community members are welcome to come in without a scheduled meeting. This strategy breeds positive and open communication, provided that the leader actually leaves their door open and receives people with a positive attitude when they stop in. If you say you have an open door policy, you must be sure that the majority of your time your door is open. Community members will interpret this policy to mean that they can stop by and have the opportunity to check in with you; if every time they stop by your door is closed, the policy becomes a source of frustration as it doesn’t fulfill the expectation that it sets. In order to make sure your door is open for community members, consider arranging meetings outside of prime time for visits. Teachers, as an example, will most likely be able to utilize an open door policy during non-instructional times such as before/after school and during recess/lunch. In order to be accessible, try to avoid scheduling meetings or tasks requiring a closed door during these prime times so that your faculty can stop into your office and take advantage of the open door policy. Remember, too, that the policy is an invitation to enter your office unscheduled when the door is open. When people enter your office, even if you are busy or in the middle of an important task, you must positively reinforce the open door message by stopping your work and positively receiving the visitor. In short, the answer to the likely question “do you have a moment”– in an open door school where your door is open– will always be “of course”, regardless of the truth of that response.

2. Plan “closed door” Time for the Completion of Important Tasks 

There are tasks that need to be completed during the work day that are priorities and cannot be interrupted. While meetings are clear opportunities to close the door, many educational leaders feel that outside of meetings the door must be open to be in compliance with the policy. This is not the case. In order to joyfully serve community members in the open door model, a leader must be clear about those tasks that cannot be interrupted or must be completed and make them a priority. Preparations for an important meeting, budget reviews or documentation of a significant episode on campus require a leader’s full attention and must be completed with attention to detail. In these cases, where interruption will be problematic, leaders in open door environments must consider these tasks as important as confidential meetings and close the door. Set aside the amount of time you believe will be required to complete the task and schedule the task as you would any other meeting or priority item. Alert the secretary or office staff that you are working on a priority project and that your door will be closed, indicating that you should be distributed only in an emergency situation. This practice will enable you to compete important work and will reinforce your positive reception of visitors in all other cases when your door is open.

3. Set Norms for “Drop Bys” 

Most often in an educational community, the open door policy is utilized as a chance to have brief, causal conversations or check-ins on a variety of issues. There are some cases, however, where a topic or community member’s need is not best served in this model. Setting norms for drop-bys with an open door is the easiest way to avoid uncomfortable interactions or ad hoc meetings where you find yourself with insufficient time or underprepared. Make sure your community knows that they are welcome to stop by for advisement or feedback on minor items but that the expectation for major issues or dialogue is that an appointment be made with you. Unless the issue is significant and time sensitive, most major items can be addressed in a timely manner using a traditional scheduling approach. For community members who are unable to gauge the difference between open door items and appointment worthy items, have some scripted statements prepared so that you can redirect an open door  visit to a scheduled meeting. Responses such as, “I would like to discuss this further; when might you have some time this week for us to carve out 30 minutes (or whatever duration of time you see as adequate) to meet and discuss?” will save you time and discomfort and allow you to preserve accessibility by defending the purpose of open door visits.

Having an open door policy is a great strategy as an educational leader- with a bit of preparation and a few simple strategies you can maximize your accessibility while still maintaining the time necessary to complete the many tasks of the job. So, open that door and move education forward– with Momentum!