Coordinating Teacher Observations with Google Docs

Robin Hamilton

To the outside observer, maintaining communication between principals and assistant principals would seem to be one of the easiest aspects of these administrative jobs. Administrators, however, are so busy and pulled in so many different directions that communicating effectively, even with the person in the office next to yours, can be a challenge.

For the last two years, my entire administrative team has used Google Docs as communication and data collection tools. Google Docs are advantageous because you only need a computer and Internet access to have your communication and data with you. Here are three ways the administrative team uses Google Docs to communicate and collect data effectively.

Teacher Observation Matrix

In our state, coordinating formal teacher observations is vital. Within my team, we always need to know where our fellow administrators are in this formal process. We are required to have postconferences within 10 days of the formal observation, and observations must be completely finalized by one administrator before any other administrator can make subsequent observations. Here's how Google Docs help us meet our goals:

We list all our teachers in a Google Doc and color code them according to which administrators will be observing them each month. If I am scheduled to conduct the first observation for Mrs. Smith, I highlight my name in pink beside Mrs. Smith's name. After I observe Mrs. Smith, I change the color to yellow. This indicates to my assistant principal that I've observed Mrs. Smith and am in my 10-day timeline to complete the postconference. Once I have completed my postconference and finalized the observation, I change the color to green. This indicates to my assistant principal that she is free to conduct the subsequent observation. Color-coding gives us a quick reference of which teacher we need to observe and where each teacher is in the process. As we complete summative evaluations at the end of the year, we highlight the teachers' rows in blue. This final change provides another quick visual and helps us ensure we have completed all our state-required observations in a timely fashion.

Formal and Informal Teacher Observations

In addition to formal state teacher observations, we must also conduct informal and walk-through observations. On a separate Google Doc, we list all the teachers. Then in the row to the right of the teachers' names, we insert the observation date. Next to the date, we indicate if the observation was formal or informal. This prevents multiple observations of one teacher in the same day and gives us a quick visual of how long it has been since a teacher was observed. This strategy has created a more equitable distribution of teacher observations.

Teacher Talent Inventory

In our school district, administrators try to identify and build on teacher talents. We've got a Google Doc listing all of our teachers and their respective talents, and we augment this document with talents uncovered during teacher observations. Knowing teachers' special skills and interests helps us tap them as experts in certain areas and deepens our conversations when giving observational feedback.

For busy administrators, Google Docs are invaluable communication tools. We also use the platform to track employee absences, share the school budget with staff, document parent conferences, and record all student transportation changes. Even though we all work in the same building, it can be difficult to be on the same page when tracking complex communications during the school year. Google Docs keeps us connected.

Robin Hamilton serves as principal at Parsley Elementary School in Wilmington, N.C., and was named 2015 Southeast Regional Principal of the Year.

ASCD Express, Vol. 10, No. 15. Copyright 2015 by ASCD. All rights reserved. Visit www.ascd.org/ascdexpress.