I’ve talked and written often on the balance between being a firefighter and being the leader on your campus. There is a reason for that: one of the biggest lessons I had to learn early in my leadership career was managing my time. As a principal, your days are filled with meetings, classroom visits, emails, and unexpected challenges that require immediate attention. With so much on your plate, it’s easy to feel like you’re constantly playing catch-up. However, by intentionally using your calendar, you can take control of your time and ensure you’re focusing on what matters most. Here are seven strategies to help you manage your time effectively and lead your school with Clarity and purpose.

1. Block Off Time for Your Priorities

One of the most important things you can do as a principal is to set aside regular time for the items you hold most important. This is when you step back from the day-to-day operations and think about the big picture: What are your school’s goals? How are you progressing toward them? What adjustments need to be made? By dedicating specific blocks of time in your calendar—whether it’s a few hours each week or a full day each month—you ensure that strategic planning doesn’t get pushed aside by more immediate concerns. This time is crucial for setting your school’s direction and making informed decisions. I actually would set time aside and stand on the balcony of our gymnasium and reflect on my priorities. Check out the recent PepTalk I did about this very topic.

2. Time for Email and Administrative Tasks

Emails and administrative tasks are a necessary part of the job, but they can quickly consume your entire day if you’re not careful. To prevent this, block out specific times in your calendar for handling emails and paperwork. For example, you might reserve the first hour of your day and another 30 minutes after lunch for these tasks. By limiting when you tackle administrative work, you free up the rest of your day for more strategic activities. This approach helps you stay on top of essential tasks without letting them dominate your time.

3. Schedule “Office Hours”

Being accessible to staff, students, and parents is important, but constant interruptions can make it hard to focus on critical tasks. One way to balance accessibility with productivity is to schedule “office hours.” These are specific times each week when anyone can drop by to discuss concerns, ask questions, or seek advice. By communicating these times clearly to your school community, you can manage expectations and reduce the number of interruptions throughout the day. This approach allows you to be available while also protecting your time for other responsibilities.

4. Prioritize Classroom Visits

As a principal, being present in classrooms is essential for staying connected with teaching and learning in your school. However, without intentional planning, classroom visits can easily fall by the wayside. To make sure you’re consistently in classrooms, schedule regular visits in your calendar. Whether it’s 30 minutes each morning or a few hours each week, blocking this time ensures that you’re prioritizing instructional leadership. During these visits, focus on observing, providing feedback, and celebrating successes. Your presence in classrooms sends a powerful message about the importance of teaching and learning. Bonus tip: start your day away from the office and hit a few classrooms on the way back toward your office or first meeting of the day.

5. Weekly Review and Planning

At the end of each week, set aside time to review what you’ve accomplished, assess any unfinished tasks, and plan for the week ahead. This practice allows you to reflect on your progress, adjust your priorities, and enter the new week with a clear sense of direction. A weekly review also helps you identify any patterns or recurring issues that need attention, enabling you to be proactive rather than reactive.

6. Be Visible in the Hallways

Being visible in the hallways during key times, such as class transitions and before and after school, is another crucial way for principals to manage their time effectively while staying connected with their school community. By intentionally scheduling hallway walk-throughs in your calendar, you not only ensure a strong presence but also foster Relationships with students and staff. This visibility allows you to address issues proactively, celebrate positive behaviors, and get a pulse on the school’s atmosphere in real-time. It’s a simple yet powerful way to lead by example, showing that you are approachable, involved, and committed to the success of every member of the school community.

7. Flexible Buffer Times

Finally, include buffer times between meetings and major tasks. These buffers give you a cushion for meetings that run long, unexpected issues, or simply a moment to catch your breath. By not packing your schedule too tightly, you allow for greater flexibility and reduce stress.

By incorporating these strategies into your calendar, you can take control of your time, focus on what truly matters, and lead your school more effectively. Remember, your calendar is a tool to help you manage your responsibilities, not a list of demands. Use it wisely, and you’ll find yourself with more time for the things that matter most.

Conclusion:

You are still going to have times where you will be a firefighter, dealing with the unknown that comes up at the last minute. However, if you can implement a few time management strategies (such as the ones above) you dramatically increase the likelihood that you’ll be living in leadership world and only visiting the firefighter world.

Have a #RoadToAwesome week

Darrin

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Darrin Peppard Dr. Darrin Peppard

Dr. Darrin Peppard is an author, leadership coach, consultant, and speaker focused on organizational culture and climate, and growing emerging leaders. Darrin is the best-selling author of the book Road to Awesome, and is the host of the Leaning into Leadership podcast. As a ‘recovering high school principal’, Darrin shares strategies and lessons learned from 26 years in public education to help leaders gain clarity, find joy in their work, and walk in their purpose.