Search results: updated coaching notebook

Updated Coaching Notebook

If you remember, I originally had my planner set-up to also hold my coaching notes. While the system was working out okay, for a lot of reasons, I wasn’t really diggin’ it. So I took some time to rework it. 

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Customized Covers Available at my Etsy Shop

The first thing I needed was more space, since I can be working with up to eight coachees at a time. I also have learned that I prefer to use both my computer and paper when taking notes in an observation, as it allows for more flexibility. So my system needed a good amount of note taking paper, but I didn’t want coaching notes for different teachers all muddled together for me to later sort through. I also don’t totally like having separate notebooks or legal pads for different teachers. After assessing these needs and a few more, my decision was to use an Arc Notebook set-up for coaching notes only. I still have my planner, but it now lives in it’s own notebook.

To avoid the muddling through notes problem, I created a different tab for each teacher.

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I inserted a coaching log behind each teacher tab, which I put on the left side of the notebook. I prefer this set-up, as it allows me to easily access notes from a debrief to add to the coaching log without doing too much page flipping. Also, when I go into a debrief, next steps from our last conversation are up front and center for me to see.

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Click Here to Download Coaching Log

I print out my typed up notes before going into a debrief and then handwrite additional notes from there. I used to type notes during a debrief, but wondered if it would help my coaching conversations feel more personal if I did away with the computer screen barrier. So far I think I made a good decision.

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Oh, and I put together this planning tool to help me think through my coaching conversations. It’s essentially a lesson plan for coaches.

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Based on thinking from the EL Network

Click Here to Download

I keep a copy of this handy in the reference section of my notebook.

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This Coaching Sentence Stems reference sheet (by Elena Aguilar) has been another good addition to this section. You can use it when planning for or even during coaching conversations.

 

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Note taking systems for coaches are obviously very personal. What works for me might not work for you. When developing/tweaking your own, I think the most important components to consider include:

  • ease of use
  • flexibility
  • keeps you organized
  • tracks progress
  • you like using it!

Check off those pieces and you’re good to go!

Thanks for reading,

ms-houser

 

 

2015-2016 Simplified Coaching Planning Kit – It’s Here!

I couldn’t be more excited that The Simplified Coaching Planning Kit for the 2015-2016 school year is now available in my coaching shop!

Simplified Coaching Planning Kit

This is the second edition of the planning kit and I’m super excited about some of the changes and additions I’ve made this year. It has many of the same great planning tools as last year’s version, however, has evolved with a new design and new planning tools.

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This year’s version has five new cover options for you to choose from.

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One of the big changes I made this year was color coding the entire planning kit! I thought I’d give you a bit of a brain break on how to set-up your planning kit, by organizing it for you.

Using the table of contents as a guide, you can divide your planning kit into six different sections: Planning, Observations, Debriefs, Meetings, Projects, Reference. You could also color code your dividers to match the planning pages if you wanted to get really fancy.

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The planning kit is editable again this year, so you can fill in your planning tools directly on your computer then pop them into your planner, or just print and write!

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The planning kit has everything you need to organize and centralize all of your important coaching materials.

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And with all of the different tools that I personally use to plan and implement coaching cycles, you’ll be totally on top of it!

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This year’s planning kit does not include a calendar, as I’ve designed an even better option…The Time & ToDo Planner! This Kickstarter project recently reached it’s funding goal within 12 short days and the project is officially a GO! It’s not too late to pre-order this planner either. If you prefer to have your calendar within your planning kit, there is digital version available for you to print on your own {includes June and July for you to get a head start on planning this summer}.

I intentionally designed the Time & ToDo Planner to compliment The Simplified Coaching Planning Kit, in both functionality and style. The weekly planner is lightweight and ultra-portable, which will allow you to easily carry it with you wherever you go. At times you may need your weekly planner and your planning kit, or just your planner…now you have stylish options, without the bulk.

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I’m confident The Simplified Coaching Planning Kit will help you achieve your goals as an instructional coach.

And with the planning kit available earlier this year, you’ll have plenty of time this summer to get set-up and ready to rock it next year!

Keep me updated!

ms-houser

 

 

 

PURCHASE HERE

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Planner FAQs:

  • I print on standard letter size, 8.5 x 11″ paper {98 bright, 32 lb}
  • I use the discbound notebook system.  A three hole binder would also work well though!
  • The Levenger punch works for the discbound system. This one is a bit less expensive than the one offered though Levenger.
  • This is the label maker I use.
  • I love the Pilot G2 pens.

My 2014-2015 Instructional Coaching Planner. And a Giveaway!

As you guys know, I’m all about a good planner. Because once you find/put together one that you really jive with, she’ll become your new BFF. You’ll tell her everything, take her with you everywhere, and she’ll get you back on track when life gets crazy. So allow me to introduce you to my new BFF…The Simplified Coaching Planning Kit. I’m going with the word “simplified” because I’m hoping it will help do exactly that…help us plan, organize, record and overall simplify our work as coaches. While looking good in the process!

The Giveaway: Read more about it below! – The Giveaway is Now Closed

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I designed it to be flexible in a couple of ways. First, you can print and write, type and print (all the text fields in the planner are editable), or just type and keep the forms on your computer. Or maybe a mix of everything! I also created and included every type of coaching or planning doc I’ve had success with in the past, so you can decide what you need and organize it in a way that makes sense to you.

After considering what worked and what didn’t work in my past planner set-ups, this year I’m combining my planner and coaching notebook. Last year I had my planner separate from my coaching notebook and I found it wasn’t really working for me because I kept going back and forth between two notebooks, which got to be a little annoying.

So my first step was to pick my notebook. I continue to love the discbound system for it’s ease of use and flexibility. I really liked the lighter color of my notebook last year, but it got scuffed up and dirty quickly. So this year I chose good old black. I spiffed it up a bit with some fancy disc rings from Levenger. They’re a little overpriced and totally unnecessary…but I decided to spoil myself and get them anyway. Hehe.

Next step…decide on the sections. You don’t want too many sections because then your planner gets crowded with dividers, but you want enough to keep it tidy. I decided on five main sections:

  • Action
  • Notes/In
  • Projects
  • Lists
  • Reference

My “Action” section includes my Daily Agenda, Peek at the Week, Monthly Goals and my Action Lists. This section is kind of like my compass. It guides me in my planning…my monthly goals guide my weekly goals, which guide my daily goals and to-do’s. I keep my monthly calendar on iCal, though the Planning Kit does include a monthly calendar for the year which you could print and include in this section.

I keep two main action lists: one for home and one for school. Anything that pops in my mind that will require just a single action, goes on my action list. I refer to these lists when planning my daily to-do’s. If I’m having a super productive day and cross off all my daily to-do’s, then I can take a peek at my action list and see if there is anything else I can take care of. If only two lists feels a little muddled, you can break them down even further…email, copies, errands, etc.

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My “Notes/In” section has a few copies of my Meeting Notes form and some blank paper for planning and other notes.

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In the “Projects” section, I have a separate Project Planner sheet printed for different projects I have going on.  A project is anything that requires more than one action step or to-do. So for example, I had a project sheet for my coaching planner set-up. There is some blank space on the side to help me jot down ideas and notes, then on the right I capture all the different action steps I need to do in order to complete the project. I love planning projects this way. It’s so much more efficient than having to-do’s for different projects scrambled together. When a project is complete, I just slip it out of my planner and smile in victory.

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Up next, is my “Lists” section. The Planning Kit includes a few different lists to help you get stuff off your mind and put them in a proper holding spot. You could also keep checklists in this section which are so cool for freeing up mental space. The Checklist Manifesto is an interesting book to read on this topic.

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I obviously don’t currently have any coachees, but I set up an example section to show you what forms I plan to include. The first sheet is my Coaching Log which gives an overview of work I’ll have done with the teacher I’m coaching. Then I’ll have my Coaching Work Plan, followed by a few Coaching Observation Forms ready to go, and lastly a few printed Coaching Convo planning sheets {all of these forms are included in the Planning Kit}. In order to avoid my planner getting too full, I’ll also have a file folder for each of my coachees where I’ll archive past notes and planning sheets.

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My last section is “Reference.” I bought a few sheet protectors to store forms I’ll be referencing frequently, such as my Coaching Schedule. You could also store your school’s Lunch/Specials schedule in this section, a Coaching Sentence Stems printout, or even your weekly meal plan! After the Reference section, I have a pocket folder/inbox to capture random papers or loose notes.

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And that’s it! Keeping it all together and staying on top of your game as a coach can be challenging, so here’s to hoping this planner will act as our glue this year.

Cheers to a new school year and happy planning!

Planner FAQ’s:

  • I print on standard letter size, 8 1/2″ x 11.  98 bright & 32 lb from Staples.
  • Here is my notebook. I just removed the sheets and added my own.
  • The Levenger punch works for the discbound system. This one is a bit less expensive than the one offered at Staples.
  • Here are the dividers I used.
  • This is the label maker I use.
  • I love the Paper Mate Flair pens. These Pilot G2 pens are also great.

The Giveaway is Now Closed

Giveaway description…fill out the form below for a chance to win a free Simplified Coaching Planning Kit!  With over 180 pages {read more about what pages are included here}, the Simplified Coaching Planning Kit will ensure you’ve got all your bases covered for the upcoming school year.  The winner will be announced by August 1st.

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How to Wrap-Up a Coaching Cycle

This week I’ll be wrapping up my last round of coaching cycles for the year. Our coaching cycles typically begin with goal setting, then enter into learning, observation and data collection, and finally reflection.

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For this final step in the coaching cycle, I turn to the “reflection” section of my Coaching Reflection Tool. This supports me in reflecting on the work done and resulting progress made.

I’ll grab my coaching notebook at this point and flip back through past observation notes, debrief notes, and any assessment data collected. The questions shown in the results section above help guide my reflection as I look back over our work. I’ll write out some thoughts in response to these questions, first in my notebook {paper helps me think} before typing my notes into our Goal Setting Tool.

computerNext, I’ll schedule a final coaching session with the teacher to review our work, assessment data, and reflect on our progress along with any next steps. I’ll add our collective thoughts and insights to our Goal Setting Tool.

Lastly, I’ll email the Goal Setting Tool to the teacher as a record of our work done along with a big “Thank You!” for their willingness to dive into coaching with me.

Screen Shot 2014-05-08 at 12.55.53 PMYou may have noticed from my example email above that I also send along a coaching synthesis/feedback letter. This is an amazing idea I got from a coaching friend of mine in a neighboring district. Thanks Lexi! You can go into more detail, but here is an example of what one might look like:

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As with student learning, closure in adult learning is important.

Reflection solidifies learning and helps clarify important next steps and new questions.

I hope this post has provided a handy, dandy visual guide for how to wrap-up your own coaching cycles as this year comes to a close.

Thanks for reading,

ms-houser

My 2013-2014 Instructional Coaching Planner

Hey coaches! You didn’t think I would forget about us and our planning needs did you? No way. Although our planning style may be a bit different than classroom teachers, we need a good planning system in place just as much!

So let’s discuss. Last year, I went the all digital route. I used iCal for monthly, weekly, and daily planning. Google docs for recording and storing information gathered in observations and debriefs with teachers. And Evernote for note taking during meetings.

While there are lots of things to love about digital planning and organizing, I must admit I am a paper and pen kinda gal at heart. And this year I felt the need to show some more love to this side of myself.

So I did what I love to do and created a just-right coaching planner that has made my paper and pen heart sing with happiness!

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Along with my Discbound Notebook, here are the materials I used to put it together.

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My first task was to figure out how I wanted to set-up my Calendar section. Initially I thought I would use a two-page paper calendar, similar to the one I created for the Teacher Planner and build from there. However, as I thought about all of the planning and coaching meetings I have scheduled in a typical day/month, I knew there was no way the paper only calendar would cut it. So I called on my trusty friend iCal to lend a helping hand. The plan is to print my monthly calendar each month, grab some washi tape, and adhere it to the front of the divider right behind my Calendar section. Like this:

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This way I’ll be able to easily refer to my monthly calendar when I’m on-the-go or doing my daily planning without having to pull up my computer or phone. If any additional meetings or events come up, I can fill them in by hand or if things get really crazy, add them to iCal and reprint.

OK, on to daily planning! This is really where the rubber meets the road so you’ve got to do it right. Because I have so much going on in a typical day, I knew I needed a daily planning sheet that would help me manage my important To-Dos and scheduled meetings.

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I plan for the next day the night before so I’m ready to dive right in.  I begin by identifying my top three priorities for the day in the “Eat that Frog” section. Then I get any other To-Dos off my mind by jotting them down in the section below that. Next I write in my agenda or schedule, balancing my time against my To-Dos.

As I work, I’ll jot down any notes or thoughts that come up in the “Thought Catcher” section. Written down, these thoughts won’t distract me from my plan, but they won’t be forgotten either. At the end of the day, I’ll review these caught thoughts along with any other To-Dos that weren’t attended to and use this information along with my monthly calendar to plan my next day.

Are you wondering what the heck “Eat that Frog” means? I picked it up from reading Brian Tracy’s book, Eat that Frog. If you’re interested in time management strategies at all, you should check it out. The idea comes from a Mark Twain quote: “If you eat a frog first thing in the morning that will probably be the worst thing you do all day.” Basically, take care of your most important and/or procrastination worthy tasks first!

One other tool I use to map out my week is my Peek at the Week sheet. I updated the one I shared in an earlier post to better match my daily planning sheets. You can download it free here!

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I adjusted the size a bit and trimmed it, so that I could stick it to the back of my calendar tab for easy reference.  I’m always checking to make sure that my priorities for the week match my daily plans!

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I’ve been playing around with my planning sheets a bit this summer and I’m psyched because I think they’re going to be so perfect for the school year. Woop Woop!

After I had my calendar section all figured out it was time to decide what other sections I would add to my planner. I decided to go with Coaching, Notes, Blog, and Personal.

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Within my coaching section, I have tabs labeled Observation, Debrief, and Reference.

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I’ll store short term notes and reference material within these sections. For longer term storage of observation and debrief notes with coachees, I’ll use file folders and a PD Google Site which I’m going to work on creating next week. I’ll share more on this system once I have it all put together.

I decided I needed a separate Notes section for planning meetings and just to scribble out my own thoughts when I’m working on different projects. I use Levenger’s Dot Grid paper which is my favorite paper ever.

Because my school life feeds the work I do on my blog, it needed it’s own section to keep all my post ideas in order.

In my Personal section, I have my Meal Plan for the week along with a few other documents that help keep me together.

If you would like to use my Any-Day Planner to put together a coaching planner for yourself, please visit my Etsy shop. It includes a Customized Planner Cover which you can have laminated like I did or bind together with your planning pages to make a planner for the year!

If you’re someone who could do without all the daily planning action and are content with a weekly planning spread instead, then this weekly planner may better meet your needs.

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So tell me, what’s your coaching planning system? I would LOVE to hear!

Thanks for reading,

ms-houser

Thank You for Signing Up

Welcome to the Ms. Houser community!

I’m looking forward to sending you some great new content. Meanwhile, I’ve included links to a few of my most popular posts to get you started.

Thanks again and I’ll be in touch!

ms-houser

And be sure to check out the Simplified Coaching Planning Kit…

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Different Sections

5

Cover Options

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Total Printables

Here is the full list of tools to help you get organized, plan and prepare to be an awesome coach:

  • Coaching Convo Plan
  • Coaching Log
  • Coaching Schedule
  • Debrief Tool
  • Coaching Workplan
  • Grade Level Notes
  • Idea Tracker
  • Kickoff Meeting
  • List It
  • Meeting Notes
  • Monthly Map
  • Notes
  • Observation Tool
  • Password Keeper
  • PD Planer
  • PD Goals
  • Project Planner
  • Resource Checkout
  • Small Group Observation Tool
  • Study Group Convo Log
  • Time Tracker

See the Coaching Planning Kit

31 Top Planning Tips

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I recently asked the MsHouser community of coaches, teachers, and administrators to share their Top Planning Tips for staying on top of things as we head into a new school year. And you guys really came through with some priceless wisdom and tips! Go ahead and take a look for yourself.

When you’re done, I would love to hear a top planning tip for the new school year from you, in the comments!

1. “A place for everything and everything in it’s place! Organization is the key and a huge time waster for me is hunting and gathering.”
Mandy F. 

2. “Only touch papers once. Put them in their place when you get them instead of creating a big pile to file later.”
Julie M.

3. Prioritize to stay organized! Identifying what is most important helps to reduce spending too much time on unimportant tasks that can interfere with those that can yield the most results.”
Melissa T.

4. “Stay focused! Things always pop in your head while planning. Keep a sheet of paper near you for quick notes to reference to later and then get back to the task at hand.”
Naomi D.

5. “Always plan with the end in mind…and realize that the end will always change.”
Lynn N.

6. “Keep track of the teachers you are working with in multiple ways…one way I do this is to have a list of my teachers and I have a code I use to track our work! This is a quick at a glance view that helps me to see the big picture!”
Dana K.

7. “This is going to be my first year as a coach, but I already know MY top tip will be to set realistic expectations of myself! I won’t have all the answers in August but I can’t wait to learn!”
Meredith W.

8. “I keep my action list on a small whiteboard above my desk. This way I see it every time I have down time and my admin can add to it as well as me.”
Kate F.

9. “I am a big believer in writing it down or taking care of it NOW! Simple choices to act on information can keep us from overlooking something important.”
Mandy B.

10. “Do a daily priority list in the first 10 minutes of your working day.”
Trina H.

11. “I email all the teachers my coaching schedule for the week. I make a color coded table differentiating grade level, content, district level work, etc. Always be where you say you will be and do what you say you will do.”
Lisa S.

12. “Stay organized so it doesn’t back up on you and cause you to get overwhelmed!”
Mandi S.

13. “Set up and actually USE a planner!”
Teresa C.

14. Bring your calendar with you to every meeting and schedule the next meeting with that person/group before you leave that room.”
Stephanie C.

15. “Use the color coding feature on Google Calendar to get a quick sense of the shape of your week!”
Alyssa S.

16. “Revise your todo list every afternoon and clear off your work spaces before you leave work.”
Tanja F.

17. “I love the idea of David Allen’s about getting it all down, listing ‘projects’ and then the ‘next’ actions. I found this eases a lot of stress and the way forward becomes clear.”
Belinda B.

18. “My top tip? To pencil in an hour on Fridays or Monday morning to plan the week ahead.”
Judy D.

19. “Have everything planned and ready for the next day. The plan may change but at least you have an idea of how your day will go.”
Kimberly M.

20. “Start as you intend to finish. I tend to have an explosion of ideas during the summer, but deciding on a few goals for the year keeps me focused. Setting up a planner now, will help to organize before the craziness of the new year begins.”
Rebecca R.

21. “Take time each day to reflect. It is a critical part of the learning process that is often the first thing to go in a busy day!”
Rachel L.

22. “Keep everything in one spot!”
Angie K.

23. “I  keep a log of my hours on different projects and iniatives–just a general time, such as 30 min, 45 min, 1 hour–on a weekly calendar sheet.  I note the teacher or coachee and building so I can look at the week to see how I spent my time.”
Bethanne S.

24. “Schedule chucks of uninterrupted time everyday and anticipate possible problems that may prevent you from completing a task.”
Elisha T.

25. “I ALWAYS carry a good journal!”
Ali G.

26. “Priortize the important things that you need to get done. Then the rest is “Lagniappe” as we say in Louisiana… a bonus!”
Dawn P.

27. “Sort your teaching content in binders so that you can readily access it year after year.”
Andrea C.

28. “I scan my handwritten notes every 2 weeks so I don’t have to carry them around in my discbound notebook.
Chandra M.

29. “Have a snack ready! I can think more clearly when I snack on something!
Olga C.

30. “Use Evernote to organize and share planning notes with teachers during a coaching cycle.”
Leanne W.

31. “Never Give Up!”
Tracy B.

So good, right?!

Thank you again to all of you who took a bit of time out of your day to share a planning tip. I’m a big believer in sharing ideas and resources, so I sure do appreciate it. If you haven’t yet shared a tip that might be helpful to others, it’s not too late! Share it in the comments below. It doesn’t have to be a tip either…maybe it’s just a question you want to throw out there. And even if you’re new!…don’t be scared. We have a lot to learn from you too.

Have a great weekend and talk soon!