Gifted To-Go Series 3-Part Series| Organizational Systems | Materials Across Campuses | Connections
- Michelle Robinson
- Jan 4
- 12 min read
PART 1: Organizational Systems
Tackling the Gifted Talented Program Multi-School & Grade-Level Maze: Streamline Your Systems, Schedules, and Sanity! 🎓
Hey there, gifted educators! Managing multiple grade levels across different buildings for gifted talented programs can feel a bit like trying to solve a Rubik's Cube in record time—every day! But fear not, in this first of a three part series I'll focus on actionable strategies to streamline your days and reclaim your joy in teaching our brightest minds. 🌟
Embrace the Power of Digital Tools 📲
First things first: let’s talk tech. Utilizing digital tools can transform your teaching experience from frantic to fantastic. Start by centralizing your communication. Platforms like Google Classroom, Microsoft Teams, or Slack are your new best friends. They keep messages tidy and accessible, so you never miss a beat—or an email buried under a mountain of other emails!
Actionable Tip: Set up a shared communication platform and invite all students and staff. Use channels or threads to organize discussions by subject or grade level. This way, everyone knows where to find what they need, and you don't end up playing the role of information traffic cop.
If possible, use the same communication platform for all buildings, all schools. This includes calendars (more on that later)
Sidebar: I talk about using tech a lot. I understand that some have a not-so-great feeling about technology and feel it creates more confusion than clarity. I get it. However, after realizing how much more efficient and streamlined my systems became, I was hooked. It saves so much brainspace, too. Remembering to check with certain colleagues, keeping up with documents across different campuses, etc. were automated, allowing me to free up that space in my brain for the things that bring the most joy - fun, creative lessons, activities for my students.
Stay Organized with Cloud-Based Bliss ☁️
Next up: organization. (speaking of tech…)
Cloud-based storage (hello, Google Drive and Dropbox!) is a game-changer for keeping your teaching materials just a click away, no matter which school you’re at. Create folders for each grade and subject. Trust me, spending a bit of time setting this up means you’ll save tons of time later.
By having key documents like Notice of Procedural Safeguards formsor teacher input forms in your drive or dropbox, you don’t have to carry large folders of blank documents. You can print as needed.
Also within your Drive or Dropbox, you can include each of your lesson powerpoints or slides. Files of materials that need to be printed can also be stored in your cloud. No more freaking out because you didn’t bring a copy of a student handout or presentation for your lesson - you can pull it up in your cloud!
Actionable Tip: Regularly update and maintain your digital folders. This practice not only keeps you organized but also makes it super easy to share resources with substitutes or colleagues in a pinch.
PRO Tip: Sometimes wi-fi can be sketchy in certain rooms or in certain buildings. Use the hotspot on your phone for the internet when needed.
Plan Like a Pro with Synchronized Calendars 📅
And don’t forget about the power of synchronized calendars! Using digital calendars like Google Calendar or Outlook can help you keep track of your multi-school schedule without breaking a sweat.
I recently had to schedule 6 (yikes, yes six) parent meetings within a 4 week period. After scheduling, my LEA rep had three conflicts. Somehow, I had forgotten to share our calendars and had just been lucky all school year. This caused me to add a little line on my back-to-school checklist - Ensure ALL principals & LEA reps have shared calendars.
Actionable Tip: Color-code your calendar entries by location or grade level. This visual cue quickly tells you where you need to be and when, making it easier to navigate your day.
Note: Some buildings use/prefer Microsoft tools & some prefer Google. If all of the locations you serve use the same - whooohoo! Lucky You! If not, you can sync google & microsoft calendars. You will need to learn both platforms, but it will be worth it when you no longer have to reschedule due to other attendee scheduling conflicts.
Template Your Way to Efficiency 📝
Now, let’s streamline your lesson planning with templates. Why reinvent the wheel each week? Develop adaptable lesson plan templates that can be tweaked for different grades or subjects. This approach not only saves time but also ensures that you're delivering consistent, quality education across the board.
Actionable Tip: Create a master template that includes all the essential elements of your lessons. Then, modify it as needed for each class. This method ensures that all your students get the same level of thoughtfully crafted lessons, even if they're in different schools.
Bonus: My Tiered Lesson Plan Template can also be altered to include tiers for grade-levels (same lesson, different scaffolding & product expectations) You can get your own copy HERE.
Roll with a Mobile Command Center 🚐
Lastly, consider setting up a mobile command system using carts or totes.
I’m sure many of you already do this. Is it working? If not, how you prepare your bag or how you decide what is included can make a huge difference. Simply having a large GATE teacher bag will not save the day. Using the bags or carts in a SYSTEM is the key.
PRO Tip: I have used a system for several years that works really well for me. I buy LL Bean totes for each building I serve. I have a different colored handle on each and have the school (or grade, or district) monogrammed on each. For example, I have Primary on one, Elem on another, WCHS, and Jr High on others. I place everything that I’ll need for that week, materials and binders, in that particular tote.
It is an initial investment, but they last forever. I’ve had the same set for about 5 years now. They aren’t worn out by means. However, I did mention just the other day that I may need to replace them because of the coffee stains and ink stains.
I am not affiliated with LL Bean in any way, I just love their totes. :) You can find them HERE.
Bonus Tip: Stock your mobile command center with not just teaching materials but also personal items like water, a snack, and an emergency kit. It’s like having a little piece of your classroom with you wherever you go! Because we all know some days you don’t have time to stop for lunch!
⏱️ Systems and automations = Efficiency = time saved ⏱️
There are so many ways to streamline your processes & systems to create time for you each day.
By embracing these strategies, you’ll not only enhance your teaching efficiency but also create more time to focus on what truly matters—inspiring and educating our gifted students. So, gear up with these tips, and streamline our systems for next school year so it will be the smoothest one yet! And remember, if you ever feel overwhelmed, I'm available for 1:1 coaching or group coaching to help you through it all. Reach out anytime for a chat or a tip!
If you want to see a short video of my 5 year bag, click HERE. Note: I realized I have both LL Bean and Lands End bags. Both have held up wonderfully, in spite of all I put them through. :)
Part Two: Adapting Teaching Methods & Materials in Gifted Talented Programs
Gifted To-Go: Methods & Materials Across Campuses🌟
Today’s focus is on adapting your gifted talented program teaching methods and materials when teaching across different grades and buildings. 📚
We Know Adaptability in Teaching Matters
You already know that the ability to adjust on the fly is key. You also know that gifted students create “teachable moments” or lesson shifts faster than anyone! It’s probably one of the most exciting parts of teaching gifted students. BUT, this is complicated when you’re working out of a tote or cute teacher bag.
While we cannot change the fact that a student will inevitably raise a topic that would greatly benefit from the amazing Da Vinci bridge set you have in the “other” building or the model of the heart, we can adapt some materials & lessons so we have what we need at our fingertips.
Here are three strategies that will make serving multi-grades or multi-buildings more manageable.
1. The Magic of Digital Template Lesson Plans 📃
Imagine having a blueprint that you can tweak instead of starting from scratch every time you plan a lesson. That’s the power of template lesson plans. They provide a consistent structure that can be customized to different subjects and grade levels, saving you precious time and energy.
Having these in a digital format not only simplifies teaching across grade-levels, but also teaching in multiple locations. Using a platform like Google Drive or Microsoft OneDrive ensures you’ll have your lesson & the linked materials anywhere you have internet.
Sustainability Tips:
Start with the Core: Identify the standard & main objective for your lesson
Add Flexibility: Leave room in your template for elements that might change, such as specific activities, differentiated tasks for varying skill levels, and links to additional resource
Tech Integration: Make use of digital tools like Google Docs or your preferred educational platform to keep these templates easily accessible and editable
🌟 Bonus Tip: Link resources directly in your lesson plan. For example, if using a PDF as a reference tool or printable, link it in your plan. Like your lesson plan, it will also be available anywhere you have internet.
🍎 Gen Ed Tip: Help your gen ed teachers by teaching how to incorporate "flex points" in lesson templates that cater to different student needs without overhauling the entire lesson plan
2. Scaling Up with Cross-Grade Projects 🚀
Teaching multiple grades means finding ways to engage students at different developmental stages. Cross-grade projects are your secret weapon here. They are designed to scale in complexity, which means every student finds something challenging and engaging at their level.
Ideas to Implement:
Choose Universal Themes: Pick themes that are broad enough to interest various age groups—think environmental science, historical events, or creative writing.
Vary Complexity: For younger students, the project might focus on classifying. Older students might take the same theme but work on applying what they learn to problem solve a related challenge. Younger students can have complex challenges that are shorter-term.
Collaborative Learning: Oh, hear me out! Peer tutoring has always been a hill I would die on. I have always been ANTI-peer tutor (or “helper”) for so many reasons. However, I have recently noticed an interesting dynamic in multi-grade small groups in my elementary school. We celebrated “Gifted Enrichment Day” in my school this week. I was amazed at my older students as they practiced leadership skills & empathy. They naturally nurtured my younger students. They made sure the youngest teammates were included. They provided support for these younger students and were so patient. I’d never observed these strengths simply because I’ve not seen them in these social situations. It definitely gave me something to mull over as I plan for next year.
🌎Real-World Example: Plan a cross-grade project on city or park planning. Younger students designed "ideal parks" with drawings, while older students used software to plan realistic spaces based on their younger peers' designs.
🍎Gen Ed Tip: Strengthen your Gen Ed Gifted Team by incorporating specific standards & topics for these projects that correlate with units from gen ed.
3. Consistency with Pre-Recorded Lessons 🎥
Pre-recorded lessons are a fantastic tool for maintaining teaching consistency across different classes. They ensure that all students receive the same quality of instruction, even if they missed the class. This will not fit every situation, but could be a solution for times you’re unable to meet fact-to-face.
🌟Tips for Creating Lesson Content:
Keep It Short and Sweet: Aim for videos that are 5-10 minutes long to keep students engaged.
Interactive Elements: Include questions or prompts that students can respond to, ensuring they remain active participants.
Accessible Anytime: Make sure these videos are accessible on multiple platforms, allowing students to review them as needed, whether they’re in school or at home.
🌟Bonus Tip: This could be used as a “flipped classroom.” Share the same video to all groups and discuss when you meet face-to-face.
👩💻Tech Tip: Use platforms like Loom or Screencast-O-Matic for easy recording and sharing of your lessons. These tools are user-friendly and offer the ability to edit your videos without extensive tech skills.
Looking Ahead
By embracing template lesson plans, engaging in cross-grade projects, and utilizing pre-recorded lessons, you're setting up a dynamic and inclusive learning environment.
Stay tuned for our next installment where we’ll explore building a supportive community and enhancing professional development—because teaching is not just about imparting knowledge, it's about growing together. Until next time, keep inspiring! 🌟
Gifted To-Go Series | Part 3: Creating Connections & Support Across Campuses & Grade-Levels
2024 collaboration gifted to-go seriesMay 20, 2024
Welcome to the grand finale of our "Gifted to Go" series! After mastering organizational systems and adapting your teaching methods, it’s time to dive into building a supportive community and enhancing your professional development.
When we spend just a few hours each week in different buildings, it can be difficult to have buy-in from teachers or admin in that building. Things as simple as knowing when field trips are scheduled or assemblies can railroad your weekly plans. However, it IS possible to be a part of the building's team. It requires much more of you and your connecting skills, but the time invested on the front end is well worth it.
Cultivating Connections and Support
1. Virtual Office Hours: Establish set times for virtual office hours to provide consistent support and face-to-face interaction with your students and fellow educators. Tools like Zoom or Google Meet can make these connections effortless. You can also use virtual meetings to attend grade-level meetings when possible.
Actionable Strategy: Schedule weekly 30-minute slots where students or teachers can join to discuss concerns or seek guidance. This regular, predictable access can significantly reduce feelings of isolation and build stronger relationships.
2. Professional Development Workshops: Create regular PD opportunities for Gen Ed teachers across grade-levels & campuses. You are already an expert in differentiating and creating activities that span multiple grade-levels & abilities, share your knowledge with your gen ed peers. If the thought of standing before a group of teachers terrifies you, no worries! There are tons of options that don't include public speaking. The key to making this successful is to appeal to the needs of the Gen Ed teacher. By addressing the initial concerns (usually early finisher or activities for advanced learners) you can strengthen your connections and eventually move on to more in-depth ideas like compacting curriculum, differentiation, etc.
Actionable Strategy: Create a monthly Gifted Chat using zoom or Meets. Invite gen ed educators to join for 30 minutes to discuss ways they can easily differentiate in their classroom.
Actionable Strategy: Create weekly or monthly Gifted Ed Tip emails that give actionable, sustainable, easy-to-implement tips for differentiating for gifted or advanced learners in the gen ed classroom. To make this sustainable for you, use templates!
3. Feedback Mechanisms: Creating a robust feedback system is crucial for continual improvement. Implement simple, regular feedback forms for students and peers to share their thoughts on your teaching methods and materials.
You can also send monthly emails asking fellow educators how you can support them as they teach our gifted students in the gen ed classrooms. Often, just reminding them regularly of your services and encouraging them to use you as a resource can make a huge difference.
Actionable Strategy: Use Google Forms to collect feedback after each major project or term. This immediate insight can help tweak your approach, ensuring it meets the needs of all students.
Actionable Strategy: Create an email template using GMail. In this template, include your teacher form (asking about upcoming units or how you can help), links to any referral forms, links to templates that can be used in the gen ed classroom to differentiate for gifted students, and any other information that you have for teachers year-round. After creating the template, each quarter or month you will only need to add recent projects to showcase, any seasonal material relevant to your program or school, and any tech tips that may help teachers differentiate. The key to make this sustainable is to have your template as the base and only sprinkle in the "fun" parts. Also, decide if you'll send monthly or quarterly, and stay consistent.
Streamlining and Stress-Management
4. Delegate Administrative Tasks: Lighten your load by delegating non-teaching duties to support staff or willing student volunteers. This can free up more time for you to focus on what you do best—teach!
Actionable Strategy: Identify tasks like managing classroom materials or updating databases that can be handled by others, and create a small volunteer team with clear roles and responsibilities.
5. Regular Check-Ins: Maintain routine communication with each student to monitor their progress and address any issues before they escalate.
Actionable Strategy: Set up a weekly check-in schedule using a simple shared document where students can log their progress and concerns, making these meetings efficient and focused.
6. Mindfulness and Stress Management: Incorporate mindfulness exercises into your routine to manage stress and enhance your teaching environment.
Actionable Strategy: Start each class with a one-minute mindfulness practice, such as deep breathing or gratitude reflection, to help everyone center and refocus. This helps you, but also can be used to model techniques for those with test anxiety.
Leveraging Resources and Community
7. Community Resource Utilization: Utilize local libraries, online forums, and educational nonprofits to enrich your curriculum and provide students with additional learning resources.
Actionable Strategy: Partner with a local library to create a resource list or a guest speaker series that brings external experts into your virtual classroom.
8. Networking and Community Building: Actively build your professional network by joining online communities and participating in educational events. A fantastic way to do this is by becoming part of our Gifted Ed Solutions Collective. This membership offers exclusive access to specialized resources, weekly group calls, and an engaged community of like-minded educators. It’s an ideal space for those looking to deepen their expertise and connect with peers who are equally passionate about gifted education.
Actionable Strategy: Click the link below to learn more about the Gifted Ed Solutions Collective and join our waitlist.
As we wrap up this series, remember that the journey of teaching is as much about learning and adapting as it is about educating. By building a supportive network, engaging in continuous professional development, and implementing stress-management techniques, you’re setting yourself—and your students—up for success. Here’s to thriving in the amazing world of gifted education! 🌟
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