10 Steps for Effective Consultation to Enhance Staff Wellbeing and School Culture

Schools nowadays are increasingly more complex environments that require leaders, teachers, staff, students and the wider community to collaborate and work together on interconnected projects, tasks, and, of course, student learning! At times, these experiences are challenging to manage as leaders and staff.

Navigating the challenges demands collaboration, trust and open communication from everyone involved. At the heart of a thriving school culture is effective consultation, a process that ensures all stakeholder voices are heard, valued and acted upon.

Fair Work Australia and Safe Work Australia emphasise the importance of well-structured consultative processes, highlighting the need for multiple opportunities for staff to engage in meaningful dialogue. 

A word of warning here is that a truly consultative approach goes beyond simply forming a department-recommended consultative committee or offering an “open-door policy” as a standalone solution or offering. Staff need diverse, multimodal avenues to engage with leaders at all levels, ensuring consultation is not just a checkbox to be ticked off but a deeply embedded and valued practice. 

Schools where leaders and staff experience a culture of transparency, collaboration and genuine consultation report higher workplace satisfaction, engagement and trust. This, in turn, leads to a more positive school culture, greater staff wellbeing, and improved staff satisfaction and retention—all of which contribute to attracting high-caliber educators and enhancing overall school and student performance. 

This article covers: 

• Why effective consultation is a skill every leader should master
• The benefits of effective consultation on school culture and student and teacher wellbeing
• The differences between consultation and cooperation
• Ten steps every school leader can take to engage in effective consultation with staff

Why Effective Consultation is A Key Skill For Leaders

Effective consultation is a critical leadership capability that influences school culture, staff engagement and overall performance. Leaders who master this skill foster environments where trust, collaboration and transparency are the norm. 

However, consultation remains an area for growth in many schools. According to data obtained from our staff wellbeing surveys across over 50 Australian schools:

• On average, only 55% of staff agree that school leaders consult with staff on issues that affect them
• 62% of staff agree that leaders in their schools ask for their opinions before making important decisions.

This means that nearly half of staff feel left out of key conversations that impact their work and wellbeing. Without strong consultative leadership, schools risk disengagement, misalignment and missed opportunities for meaningful change. 

When done well, consultative leadership enables school leaders to:

• Build a culture of trust and psychological safety: When staff feel confident that their voices are heard and valued, they are more likely to contribute openly, leading to richer discussions and stronger team cohesion.
• Enhance credibility and influence: Leaders who consistently engage staff in meaningful consultation gain greater respect and buy-in from their teams, making it easier to implement change and drive progress.
• Strengthen problem-solving and decision-making: Seeking input from diverse perspectives allows leaders to make more informed, strategic decisions that consider the real needs of staff and students.
• Increase adaptability and resilience: Change is constant in schools. Leaders who engage in effective consultation help their teams navigate transitions with greater confidence and less resistance.

Developing this leadership capability ensures that consultation becomes a proactive, ongoing practice rather than a reactive measure used only during times of change or crisis.

The Benefits of Effective Consultation

A well-structured consultative approach leads to a range of benefits for schools, staff and students:

• Improved decision-making: Staff input provides valuable insights that lead to more informed and well–rounded decisions
• Stronger relationships: Open collaboration fosters trust, respect and a stronger sense of teamwork among staff and leaders
• Enhanced change management: Involving staff in planning and decision-making reduces resistance, uncertainty and anxiety around changes
• Increased engagement: Staff who feel heard and valued are more motivated, productive and committed to their roles
• Better problem-solving: Diverse perspectives bring fresh ideas and innovative solutions to challenges
• Better school and team performance during change: Less time is spent managing misunderstandings, rumours, or disputes, allowing for a smoother transition

The Link Between Consultation, Staff Wellbeing and School Culture

When consultation is embedded into a school’s leadership approach, it directly contributes to a healthier workplace culture and improved staff and teacher wellbeing. Schools that prioritise staff voices create an environment where staff feel respected, valued and supported. This sense of inclusion reduces workplace stress, fosters psychological safety and strengthens professional relationships. A consultative culture also enhances job satisfaction, as staff are more likely to feel invested in decisions that shape their daily work experience. Over time, this leads to increased retention, stronger team cohesion and a more positive environment that benefits both staff and students

The Differences Between Consultation and Cooperation

While consultation and cooperation are interconnected, they serve distinct roles in fostering a positive and effective workplace culture. Understanding the difference enables leaders to navigate change while building trust and mutual respect with their staff.

• Consultation: Leaders actively seek and consider staff input before making decisions, ensuring that voices across the school are heard
• Cooperation: Leaders and staff work together harmoniously to implement solutions, ensuring a smooth execution of decisions.

Both approaches are essential during significant workplace changes, such as restructuring, implementing new policies, or introducing new curriculum and system changes.  Consultation lays the groundwork for trust and buy-in, while cooperation ensures that changes are effectively carried out. 

Interestingly, data from our staff wellbeing surveys reveal that, on average, 64% of staff across schools agree that leaders in their schools build trust-— which is often a reflection of strong consultative practices. When staff feel heard in decision-making, trust naturally follows, making cooperation and successful implementation far more achievable. 

By embedding both consultation and cooperation into everyday leadership, schools can foster environments where staff feel valued, engaged and empowered to contribute to meaningful change. 

10 Steps for Effective Consultation

1. Build Trust

Leaders who demonstrate personal attributes congruent with trust-building, such as honesty, openness, and benevolence foster reciprocal trust with their staff and teams. 

Practical Tips:

• Establish and maintain rapport and trust with staff and teams 
• Communicate openly and without distortion
• Decentralise decision-making, where possible

2. Learn to Communicate Effectively as a Leader 

Best practice leaders know how to communicate effectively and encourage their middle leaders and staff to also communicate clearly, honestly and respectfully. 

However, our survey data shows that communication remains a challenge in many schools:

• On average, 39% of staff report ‘poor communication’ between leaders and staff as a workplace stressor
• 36% identify ‘communication between staff’ as a key source of workplace stress

While these are the average figures across surveyed schools, some schools report significantly higher levels of communication issues. This variation highlights why staff surveys are so valuable—they help pinpoint where communication breakdowns exist and guide targeted improvements. 

The following initiatives can be used to promote effective communication in the workplace:

• As leaders, role model the standard of communication you want and, if needed, work on your own communication skills
• Openly recognise staff who communicate effectively and constructively
• Establish co-created norms alongside staff and teams. Ensure you take the time to review norms regularly, as well as explain your expectations about communication or communication norms to any new staff before they start. 
• Regularly share information about the school’s direction, plans and operations. Consider what can be shared with staff, and make a point to involve staff, where possible 

Download our FREE resource for establishing staff norms 

3. Develop a Communication Strategy or Plan

Consultation is about more than town hall meetings or having an “open door policy.” Effective consultation is also built on a strong and unified leadership team. An internal communication strategy outlines exactly how the school will deliver key messages to staff. 

Our surveys highlight that many staff are calling for better communication: 

• 37% suggest ‘more/improved communication with the school leadership team’ 
• 38% are highlighting the need for more opportunities for consultation and involvement in decision-making

A strong communication strategy ensures key messages are delivered consistently and effectively.

Your communications strategy should cover:

• What: The types of information or key messages that will be communicated to staff by all leaders
• Who: Messages should come with the authority of senior leaders. Engaging middle leaders ensures the communication is seen as having broad support by the greater leadership team.
• How: Messages should be clear, consistent, and given with context so staff can better understand them. Consider which communication methods will be used (e.g., Staff meeting announcement, team meeting, email, or staff bulletin)
• When: The communication should be delivered in an appropriate setting, prompt and give staff time to respond

TIP: Seek feedback on how your staff are receiving communications. Be flexible and refine your strategy over time to make sure it remains effective and practical.

4. Use a Wide Range of Multimodal and Inclusive Consultation Opportunities and Methods

5. Analyse the Change

Before consulting your staff about a proposed workplace change, you need to consider what that change might mean for your school and how to connect the plan to some form of vision, meaning and purpose for staff. Use findings to guide discussions and create targeted solutions.

6. Plan Your Consultation

Consultation is most effective when it’s carefully considered and planned. The most effective leaders create a consultation strategy whenever they need to consult with staff about significant workplace change.

Key elements include:

• Clearly defining the process, timeline, and decision-making authority of the change or plans
• Prepare leadership teams to present a unified vision for the strategic direction or change
• Leaders work together with staff to identify any issues or problems that may arise from the change and agree on how to prevent and solve these problems.

7. Hold the Consultation

Staff are more likely to engage in consultation when their ideas and concerns about health and safety are taken seriously. 

Effective and consultative leaders encourage their staff to…

• Ask questions 
• Raise concerns and report problems
• Share their knowledge and experience
• Make recommendations
• Be part of the solution-finding and problem-solving process

8. Review Feedback

After your consultative opportunity and session, your ultimate aim is that your staff will not see the event as a “tick and flick” initiative. It is your role to evaluate staff input objectively. For some teams and leaders, this might require you to involve impartial parties if necessary.

9. Communicate Decisions

An often overlooked step in the consultative process is to share the outcomes and rationale transparently with staff. It is a leader’s responsibility to schedule and plan the time to “close off the feedback loop” and highlight how staff input influenced decisions and where it has not (and why). 

See this guide for hints and tips for communicating your plans back to staff

10. Implement Changes and update staff along the way 

Finally, to structure the actions your school will take moving forward for a key change or strategic direction, we recommend developing action plans with clear steps, timelines and responsibilities. Schedule opportunities to monitor progress, adjust plans and update staff on your progress as needed. 

Download and save the 10 Steps to Consulting with Staff resource

Conclusion 

Effective consultation is a powerful leadership practice that strengthens school culture, enhances staff and teacher wellbeing and drives meaningful change. When leaders prioritise open communication, actively seek input, and close the feedback loop, they create an environment where staff feel heard, valued and empowered 

By embedding these 10 steps into your school’s leadership approach, you’re not only improving decision-making and problem-solving but also fostering a workplace where collaboration and trust are the norm. Over time, this commitment to consultation builds a culture of engagement, transparency and shared purpose. One where both staff and students thrive.

Investing in effective consultation today will shape a more positive, resilient and high-performing school community for the future. 

Building Trust and Transparency with The Well-Led Schools Partnership Program

Effective consultation is just one piece of the puzzle when it comes to building a thriving school culture. To take your school’s leadership and teacher wellbeing to the next level, explore the Well-Led Schools Partnership Program. This tailored professional development program equips school leaders with the tools, strategies and expert guidance to address burnout, boost morale and create a culture of support and positivity. With a proven Staff Wellbeing Framework, actionable strategies and leadership and staff coaching, this program ensures long-term, meaningful change in your school. 

Discover how you can reshape your school’s culture at adriennehornby.com.au/school-partnerships/ 

Resources 

• Fair Work Australia – Consultation and Cooperation in the Workplace – Best Practice Guide
• Fair Work Commission – A guide to interest-based consultation – A new approach to workplace consultation
• Edith Cowan University – Consultation Techniques 
• Safe Work Australia – Consulting with Staff
• Safe Work Australia – Consultation Checklist
• Safe Work Australia – Consultation, cooperation and coordination
• Podcast: The Value and Importance of Mastering Effective Staff Consultation with Dr. Paul Teys | Season 2: Episode 13