Tag Archives: planning

Meetings and spaces in between

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Have you ever gone to a meeting and wondered, “Why am I here?” Or questioned why the meeting wasn’t just a memo or an email? Are there ever times when your schedule can be filled with meetings such that there is almost no time to get anything done? Then one day you look at your schedule and you notice an entire day with no meetings.

If that happens to me, the first thing I think is, “I’m going to get so much done!” And that ends up being half true. Why only half true? Because the void in the calendar gets filled. Interruptions, distractions, and work getting done but stretching to fill the space faster than you imagined.

There is a sweet spot where the spaces between meetings is ideal. If the gap is too small, it’s hard to get anything meaningful done. If the gap is too big, it needs to be filled with intention… there needs to be a goal that is calendared in the space. Or the space gets inefficiently filled. That’s not to say I’m wasting time, but I’m not getting bigger, more ideal, tasks done unless they are planned.

It’s easy to fill time doing stuff that needs to get done, but not necessarily doing the things that really move me or my team forward. It’s easy to fill the in between spaces with tasks, not goals, with busywork not work that I want to do.

The things I must do crowd out the things I want and hope to do. My calendar fills, the spaces in between get filled. I stay on top of what needs to be done but struggle to get the things I hope to do done. Those items often get rushed or not done at all. Unless I fill the spaces in between with intention, they get filled with tasks. necessary tasks, but not the only tasks I want my day filled with. The key is to fill my calendar with intentions, not just meetings.

Scope and sequence

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As a principal of two very different schools, I juggle a lot of timelines and deadlines that are different for each school. My ‘regular’ school isn’t so regular, being very small and having year-long courses unlike the rest of the district high schools that have 2 semesters. My online school has thousands of part-time students, and 3 different funding periods compared to just one for all the other schools in the district. For that school, I have over 30 teachers in the 8 other high schools that have to meet different funding criteria for me compared to what they have to do for courses they teach in the high school… Everywhere I turn, I have timelines, expectations, and differentiated learning opportunities that are not the same in other schools.

As I approach retirement in the next few years, I realize that my position would be somewhat overwhelming to come into. This is true mostly around understanding the timing of everything needed to be done. The reality is that there are many people I know that could step into my job and do great things… but they would also feel like the first year was only about managing all the pieces and not about actually leading.

So, I’m starting the year with a focus on scope and sequence. It’s time for me to track all the timelines that for me are on autopilot, and I just get done. I’m going to lay out a year long plan for items and procedures that I normally just do, with a specific focus on the things that are not part of the usual processes that happen in other schools.

I enjoy the environments I’ve worked in with these two schools. There is a lot of opportunity for out-of-the-box thinking. With that comes some diverse needs and skills that really fit outside of ‘normal’. A detailed scope and sequence will help make the transition into this role much smoother than it would be without one.

Little and big bumps

Yesterday’s grad went well. There were a few bumps along the way, including our livestream going down, which is not anything you would want to happen. Even after a reboot, it never worked as planned. So, to remote grandparents and others waiting to watch from home, it was a disappointment.

At the event there were a few other bumps. One funny one was that our awards have nominees, and then a winner is announced. But the teacher who had the announcing envelopes tucked them inside a shelf in the lectern then forgot where he put them… and another teacher doing the first award presentation didn’t know who the winner was? That caused a bit of a scramble. But it also caused some laughs. It wasn’t a big deal, and got sorted out quickly.

Big bumps like the livestream going down are regrettable. We don’t know what caused the issue, and if we could have foreseen the issue in any way, it would be upsetting to know that we could have prevented it. But this wasn’t the first livestream we’ve done, and we didn’t do anything differently. The technology failed us, and we still don’t know the cause.

Little bumps like the lost winner envelopes are more preventable than our big bump was, but less important. No one missed out on anything, and the delay was minor… even entertaining.

Planning a big event is challenging to do without a few bumps. Stress levels can be high, and there are a lot of moving parts. Seldom does everything go perfectly. The trick is to not sweat over the little bumps, and to do everything in your power to avoid the big bumps.

Small bumps don’t ruin the event, big bumps can. I feel sorry for those that were trying to watch our event from home. We learned a lesson to always ensure we are saving a local recording and not just recording to the cloud. That way if a livestream connection ever goes down again, we will still have a local copy of the event to share later. That is to say, if our livestream ever dies again, the at home audience can watch it later… and the big bump becomes a small bump.

Travel plans

I find it odd how much time we spend planning to go away. We have a cat that needs attending to, and fortunately we have a nephew who will be staying at our place while away. There are flights and places to stay to arrange. There is the packing, and the planning of things to do.

Holiday getaways are wonderful things, and I feel fortunate to be able to enjoy the great trip to Spain we have planned, but I don’t get excited by the planning and prep work the way I see others get. I don’t know how to ‘do’ anticipatory excitement. But I love arriving at a new destination. I love waking up in the morning in a foreign place knowing that the sights and sounds of the day will be different and new. I enjoy the flavours of new foods.

Now it’s time to start packing so that I’m not in a scramble the night before we leave… and hopefully a little excitement will creep into the tasks I need to do.

Strong Opinions, Weakly Held

Stanford University professor Paul Saffo is a futurist and future forecaster who coined the phrase, “Strong opinions, weakly held.”

I love this idea. One of the biggest problems today is that too many people have strong opinions that are strongly held. Well, maybe the biggest problem is that too many people have incorrect, unsubstantiated, or uninformed strong opinions that are strongly held. And these poorly formulated strong opinions are exactly the kind of thing that gets magnified on social media… they incite interaction that is more likely to become viral by attracting both opposing views, and the attention of equally like minded, strongly held opinions. Strong opinions, weakly held don’t pull as much social media attention, mainly because these aren’t opinions that people need to shout about online.

The power of strong opinions, weakly held is that ‘strong opinions’ allow you to ‘see’ and be passionate about your perspective, while being ‘loosely held’ allows you to take newly found information and adjust or change your strong opinions.

Case in point: Flat Earthers are the perfect example of strong opinions strongly held. Any evidence given to them doesn’t matter, it’s immediately cast as false or contrived by people conspiring against them. And so no matter the proof given to them, their strong opinion of a flat earth stay unchanged.

Imagine if doctors and scientists held such strong opinions? We’d probably still be blood letting with leaches to treat a fever, and not washing our hands before dealing with open wounds, surgery, and childbirth. Progress comes from being able to let go of conventions and norms that keep us stuck in our current frame of thinking.

Nothing wrong with strong opinions, they are just better off loosely held.

Wait for it

Anticipation is a funny thing. When you look forward to something that you are excited about, the anticipation can work in your favour or against you. It can be a big part of the event, the buildup actually becomes part of the experience. It can be more fun than the actual event, like planning a surprise party for someone else where the organizing and conspiring brings great joy. It could also ruin the event when expectations exceed outcomes.

I have never been someone that gets overly excited in anticipation, and so it always fascinates me to see others build up anticipation. When my kids were young, I used to fake anticipation to play along with theirs. I didn’t want my lack of anticipation to be something that took away their joy in looking forward to an event.

I remember when we lived in China, my wife and her sister planned to surprise our kids on a visit to Thailand. My sister-in-law, brother-in-law, and their two kids were going to meet us in Chang Mai, and our kids didn’t know. The day came after a lot of excited planning and we went to a night market knowing they would be there too. The surprise was amazing. It was a wonderful reunion!

After the holiday we were flying home and one of my daughters said, “I wish that I knew they were coming so that I could have been excited longer.” I wasn’t expecting to hear this. Upon reflection of the surprise, she thought it would have been more fun to know in advance and be thrilled in the knowing. It wasn’t like she was sad, she really loved the time together, she just wished the knowing and anticipatory waiting was part of the event rather than the surprise.

That little conversation helped me appreciate the value of anticipation more. It helped me see that if you don’t build it up too much anticipation could be part of the fun. They say good things come to those who wait, but maybe sometimes the wait itself is a good thing.

Your priorities are not your priority

I’m listening to ‘The One Thing‘ by Gary Keller and this concept hit me over the head.

For years, there was no plural for the word priority. This makes sense. If you have more than one priority the multiple things on your list are no longer your ONE priority.

I was talking to a colleague today, (we are holidaying at the same campground), on our morning walk we discussed how some days our jobs are such that the 3-5 things we started the day wanting to prioritize remain undone at the end of our day. Other people’s priorities (and problems) get in the way of our own daily accomplishments.

Keller states, “Purpose without priority is powerless.”

Priority, not priorities.

If I were to start my day planning and scheduling to accomplish my one priority, what would that look like? How successful would I be, compared to trying to divide my day between the many things on my ‘To Do’ list? Yes, those things still need to get done, but are all of them a, or my, priority? If I had a daily focus on my one priority for the day, would that change my sense of purpose on those days when things generally get in the way of what I intend to do?

Will the daily act of determining my one priority change my ability to plan and execute?

What’s my one priority for today?

Restrictions again

As of midnight last night, we can no longer eat in indoor restaurant seating (again). I get why: Coronavirus numbers in BC are high, and greater restrictions need to happen to stop the spread. But these restrictions came with very little notice. I can’t imagine being a waiter now, and finding out shifts will be dropped. I wouldn’t want to be a restaurant owner, knowing that profits are going to take a big hit, and wondering if I could sustain this if the restrictions are extended beyond the scheduled three weeks.

There are also stricter mask rules in schools, with older elementary students needing to wear them, rather than this being optional. And the most hard-hit school district is getting their staff vaccinated first (this is wonderful to see), I hope our district gets the opportunity in the very near future.

I wish we could do a lockdown like New Zealand. That we could just put a chokehold on the spread of this virus and get it under control. This won’t happen in BC. Instead we do this dance of quick ‘fix’ restrictions (with little or no notice), while also flirting with new opportunities to gather in small groups (outdoors). We play this ‘push me pull you’ game of experimentation to see how little we can affect everyone’s lives while trying to curb coronavirus spread.

I keep going back to my survival mantra: Things will start to normalize by January 2022. This keeps me going, keeps me vigilant. I see timelines suggesting that things will happen faster, but I can’t hold on to these false senses of comfort. Promises of normalcy make added restrictions like this feel crushing… small losses with a promise of small gains. I can’t handle the swings if I think things will start to get better sooner. So, while restrictions are being added, I see them as part of the agenda to normalize by the new year. Until then, bring in the restrictions! Maybe make them tougher now, maybe lay out a plan that people can prepare for.

I’d rather do what’s necessary now than reach December and see my timeline that wrote off all of 2021 be seen as unrealistic rather than pessimistic. I want to be pleasantly surprised to see things get better by then, not drastically disappointed because I need to push the date back further.

Getting back in gear

We had an incredible holiday planned this summer before COVID-19 hit the world. A trip to Barcelona, a cruise with stops in Spain and Italy, and a week in Portugal. This didn’t happen, but we still had a wonderful summer with BC based destinations. I had my email vacation auto reply set up, and for the first time in years I really ‘let go’ of work.

This week we’ve already had a few virtual meetings and I have one more today and tomorrow, before kicking it into high gear next week. But I have to admit that these meetings, where we are planning for September, have my mind racing as I think about the new school year.

The biggest things in my mind are:

1. For Coquitlam Open Learning – how do we maximize support and appropriately staff for an unknown influx of students?

2. For Inquiry Hub Secondary – how do we maximize the learning experience while focusing on safety, and also considering possible changes in phases?

In the end, much decision-making is out of individual control as our district makes a concerted effort to meet the needs of all learners. But unlike other schools, COL and iHub are different, and need special attention and considerations.

I don’t have answers to many questions yet, but I’m getting more comfortable in not having immediate answers, in living with ambiguity. But as High MacLeod says, “‘Learn to live with ambiguity’, but do not live in it.”

As we get into gear planning the new school year, I’m sure we are bound to find ourselves with more questions than answers. Patience, thoughtful questions, and priorities around care and safety of our students will help us find a good, supportive path for our schools and our learning communities.

The quick answer isn’t always the best answer

Tomorrow marks the first day back from March break in our school district. Teachers will not be returning Monday/Tuesday, and can schedule a time to come in to collect resources etc. after that. The continuation of learning plan will evolve over the week in response to schools being closed to students due to COVID-19.

I know that students and families want to know what things will look like after that, but no one is rushing to give answers, and for good reason… This is all very new to us and our approach moving forward deserves thoughtful planning.

We need to consider:

  • Ministry expectations and requirements
  • District plans and protocols
  • Capabilities of staff & technology
  • Capabilities and needs of students and families
  • Fairness with respect to expectations across the district and province.

This last point is interesting. At one my schools, Inquiry Hub, we could almost run everything the same. Every class already has shared digital spaces. We could have students meet on Microsoft Teams during class time and students are only in class 40-60% of their day, so they could still have large parts of the day to do school work, and inquiry projects, and have free time. But how fair is it for us to expect this of them at home, when no other school is expecting this? How fair is it when we don’t know how equitable home situations and supports are?

We need to go slowly. We need to ask a lot of questions. We need to think about expectations at the provincial, district, school, and home levels.

A quick response will not be as good as a slow, thoughtful response. The pandemic has everyone thinking in ’emergency response mode’. What we need now is long term thinking and planning. We can’t treat a continuation of schooling like we are in a constant crisis with immediate response time required. We have to remember that the school year ends at the end of June, and quick responses now, without thinking and processing time, will not help us get to the end of June in a thoughtful and supportive way. We need to slow things down, think things through, and put the long term well-being of our students first.