Isn’t it the best when you all of a sudden find a tool in your business, personal life, or leadership that blows your mind and makes your life so much easier? It doesn’t happen often but when I do come across a really great find, I just gotta share it! Just so you don’t have to search any further. Here is the thing…we have so much going on and sometimes finding an app or a teaching tool, or an organizational hack can make all the difference. Here are a few that I have found along the way:
Ipad and Notability: I know, you are probably thinking…well….”duh of course an ipad is a really useful tool.” However, I didn’t realize the actual power of an ipad for keeping all of my ideas, notes from pd, observations of teachers, etc. It is a game changer! I knew it was useful but I realized there are so many things I could use it for to systematize and organize so that everything is easily accessible and all in one place. First off, I use the app Notability for almost everything on my Ipad. It does cost a little money but it is so worth it. Within Notability, I can set up folders to organize things so that everything is in a one stop shop. So for me, I have a folder for teacher observations and each teacher has their own virtual notepad inside of that folder. As I go visit, I use my Apple pen (also an amazing tool) and I write notes as I observe or participate with the class. On this virtual notepad, I can also take pictures and make notes right on the picture. I take pictures of the teacher teaching, students learning, and work samples and everything is in one place with my notes for when I go to review with the teacher. It sets up a digital portfolio for them and eliminates the papers and lost files….
Another file that I have set up on my Notability is a professional development file. All of the slides and notes that I create on google slides can be uploaded to my folder in Notability and then I can use them to present and write all over with my Apple pen. It is so effective to manipulate, highlight, hyperlink, and it allows me to walk around as I present holding my ipad instead of being stuck at the front. I also use it to teach and can use it to switch back and forth between a virtual whiteboard, google slides, and templates. It can also act as a projector. I use my camera and I use the app Air Server to project it onto the big screen. You will need air server to connect Notability to projectors or smartboards. These are just a few of the amazing things that I use my ipad and Notability for! I carry my Ipad everywhere I go so that I can gather photo evidence of the work that is happening around the school.
Slack – This is an app that helps to eliminate the endless emails that you get from your co-workers. It is a communication app that acts as a backchannel or a place to message each other. You can set up all different kinds of channels and it can be used for meetings, different teams, fun, inspiration etc. For example, I use it to set up an office team channel, team leads channel, teachers channel, social channel that has all the memes and social event planning etc, and an inspiration channel where you might set up an inspirational video check in here and there. By setting up different channels, it eliminates the massive amounts of emails that you receive, keeps all of your messages in one place and organized, allows for some fun, and eliminates messages getting lost in the inbox. You can also use it as a backchat channel for when you are running meetings. Teachers can write questions, ideas, etc in the staff meeting channel and you can get more voices into the conversation.
Asana – This is a tool that I am still learning how to use but I really want to spend the summer learning. It is a project management tool that allows all of your planning, ideas, etc to be put in one place. It sets up deadlines, projections, task delegations etc so that you can automate some things. Within this project plan management app, I include goals, deadlines, tasks, and people taking part in the project. I use this tool to plan, organize, execute, and complete projects all in one place. Like I said, I am just learning this tool but I really think it will help me keep everything in one place.
Google Drive Organization System – I used to get so frustrated with Google drive because I never could find anything I was looking for. So….I took a course on how to set up a system and now I know exactly where everything is. Within my google drive, I set up Folders, Sub Folders and Sub Sub Folders. I ensure that I have hardly anything at all on my desktop because everything is in google drive now in a very organized system. I set up a headline type folder, for example, End of Year Folder. Next, I set up Sub Folders inside of that, such as shut down system checklist. Inside of the that sub folder I have a sub sub folder that has all of the individual documents (which I always hyperlink to a dashboard google doc so everything is in one place and it is a one stop shop) but they still live inside the sub sub folder. For example, I have all of my how to templates (such as how to schedule time tables, staffing budgets, year end checklists, etc) that I have set up to shut down my school year inside my sub sub folder.
Clear Containers with Labels – If it is not contained it can get away from you so quickly! Setting up clear containers that are clearly labeled have changed everything for me when it comes to finding things, staying organized, and keeping it that way. I have containers for everything from pens, to files, to teaching tools, etc. The sky is the limit for what you can contain and label!
Full Focus Planner – I love Michael Hyatt’s paperback planner. In this planner, it teaches me how to set up my year in quarters and how to set goals and make them happen. It also shows you how to set up three big wins to get done each day and how to reflect on them and make them happen so you are more productive and efficient. I use it as a part of my shut down system each day and my daily and weekly checkins on my progress.
How To Templates for Everything – I have learned that for everything I can, I have a how to template to go with it so that I will always remember how to do something and so that I can automate and delegate with support wherever I can. For example, I have a how to for using Notability, setting up teacher schedules, newsletter templates, commonly asked Q and As, report card comments, etc.
Pros – All of these tools help to systematize everything and keeps everything in one place. It eliminates the constant looking for things, deleting endless emails and staying on top of your inbox. It helps you to reflect by providing evidence of the work that is happening. It helps you to present confidently because you have everything organized, you can write all over it, and present like a pro. These tools will also help you to become more productive and efficient with how you spend your time through your calendar. The how to templates will allow you to delegate. I really could go on and on about all of these tools. They are that amazing!
Cons – With any of these things, there is frustration with how to learn it at the start. Yep, you will get people on your team not wanting to try it or trying it and then getting overwhelmed and thinking it is a waste of time. However, with time and patience, these tools will help you to systematize some very important things! And you know….I am aaaaallll about a good system!
Alright so there you have it! A list of my favorite tools that are systematized so that you never have to start from scratch again, gets things done, reflects on progress, and sets you up for the next year! Remember, the first time you set up any type of system will take some hard work and time but it will last for years to come so just think how good you are going to feel next year when all you have to do is fill in the blanks. I do have a free guide to help you set up a system for shutting down your year if you would like a template to curate and make your own. You can download it here!
Here are some action steps to take to get putting some of these tools into motion. Choose one of these tools and start to spend time learning and implementing it. Next, make a list of all the things you do to start your year. Then choose one to start building a how-to template so you can get into the habit of starting to build your toolbox of templates and roadmaps. Happy systematizing!!!
Be sure to share ideas of your own shut down system in our private facebook group called Principals and Leadership!
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