Constructor Lab
Leadership Summit
Edtech Advocacy &
Policy Summit

Calendar Management: Structure With Flexibility = Calmness & Confidence

Listen and learn

Listen and learn : Snapshot

Monday, June 24, 1:30–2:30 pm
Location: 107AB

Presentation 1 of 2
Other presentations:
Go Rogue: Creating Chaos to Re-energize Your Classroom!

Aaron Heintz  
Transitioning from teaching in the classroom to coaching in a large school district had many challenges. Developing a calendar system that included time for personal professional development and days for school visits and yet was simultaneously flexible enough to allow for last-minute meetings and tasks was imperative.

Audience: Chief technology officers/superintendents/school board members, Coaches, Technology coordinators/facilitators
Skill level: Beginner
Attendee devices: Devices useful
Attendee device specification: Smartphone: Windows, Android, iOS
Laptop: Chromebook, Mac, PC
Tablet: Android, iOS, Windows
Focus: Professional learning
Topic: Best practices and models for coaching
ISTE Standards: For Administrators:
Excellence in Professional Practice
  • Allocate time, resources and access to ensure ongoing professional growth in technology fluency and integration.

Proposal summary

Purpose & objective

I plan on explaining the challenges I faced as I transitioned from a classroom teacher, to an Technology Integration Coach for a large district. After listing the challenges, I will explain how I build my calendar system to provide for Work Days, School Visits, Video Days, Creating Professional Development sessions and Personal Professional Development days. Finally, to meet the needs of my teachers and administrators there needed to be time to respond to email and phone calls, while also being flexible to attend last minute meetings and other unforeseeable events. This session will provide an innovative use of Google Calendar to maintain the balance between structure and flexibility that allows me to be a successful Technology Integration Coach.


1. Current Coaching Responsibilities
5-10 minutes
Google slide presentation
Direct 1-1 teacher & admin support
Running monthly webinars
Small Group and Whole Group Professional Development
Production of YouTube videos
Social media curation and content production
Staying abreast of education and technology best practices
Time to play and explore new digital resources
Evaluating vendors and new technology resources
Coordinating and Designing District PD Events

2. Personal Hurdles
5 minutes
Google Slide Presentation
Early adjustments from teaching to coaching
Standing in a room to sitting at a desk
What is my job?
Building trust with teachers.
Coaching Year 1 vs. Year 2- what changed
Over scheduling
Underestimating time spent responding to emails and phone calls.

3. Google Calendar changes everything
10-15 minutes
Google Slides to start, then live look at my Google Calendar
How I build out my calendar
An explanation of each of my pillars - Work Day, Video Day, School Visit, Flex Meeting Days, Personal Professional Development Day, First of the month and Middle of the month days.
How I sharing my calendar
Scheduling big projects or PD days

4. How I start my day
5 min
Google Slides
Google Chrome startpage - I changed the order of my tabs that auto open to reflect my morning routine
Devotion and Prayer
Calendar Overview
What do I need to do today
What is coming up this week
0-10 min
Respond to email
911 / ASAP
Big email responses / research projects
Canned Responses
Boomerang Inbox Pause
Remaining first hour
5-10 min coffee / stretch break
Calendar Check
Plan daily tasks
25 min working blocks with 5 min breaks

5. Q & A - remaining 5 minutes

Supporting research

Based upon my personal experience.

More [+]


Aaron Heintz, Archdiocese of Philadelphia

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