Coaching Critical Feature: Organization Soraya Coccimiglio MiBLSi Content Development Specialist Kalamazoo Regional Educational Service Agency November 2,

Intended Outcomes for the Session: Participants will develop clear expectations of a coaches’ organizational functions and be able to communicate expectations to their leadership teams. Participants will learn how to apply the “Gradual Release” model of instruction as their teams move through the various Stages of Implementation. Participants will develop organizational skills for meetings and trainings related to MiBLSi activities.

Agenda Critical Feature of Coaching: Organization Organization Through The Stages of Implementation Organizational Tools Organization for Leadership Meetings Reflection & Wrap-Up

Coaching Organization The coach’s role: the leadership team moving through the Stages of Implementation By Providing modeling and prompts for work that needs to be completed.

Coaching Organization Examples: Assist with organization and preparation for leadership meetings, staff meetings, grade level meetings, and trainings. Assist with gathering and summarizing fidelity of implementation and student outcome data. Assist and prompt follow up on action plans.

Coaching Organization These organizational supports should be “scaffolded” in a purposeful manner that allows for a gradual release of responsibility.

Excerpt From Personal Best: Atul Gawande

Think-Pair-Share Tell your partner which section of this excerpt resonated most with you.

The coach provides the outside eyes and ears, and makes you aware of where you’re falling short. This is tricky. Human beings resist exposure and critique; our brains are well defended. So coaches use a variety of approaches—showing what other, respected colleagues do, for instance, or reviewing videos of the subject’s performance. The most common, however, is just conversation. -Atul Gawande

How Does Organization of a Coach Fit With The Stages of Implementation?

Stages of Implementation Exploration/ Adoption Installation Initial Implementation Elaboration Continuous Regeneration Development Commitment Provide Significant Support to Implementers Embedding within Standard Practice Improvements: Increase Efficiency and Effectiveness Creating the systems and materials to prepare for implementation; Set Up Data Systems Should We Do It? Doing It Right Doing It Better

Stages of Implementation Exploration/ Adoption Installation Initial Implementation Elaboration Continuous Regeneration Development Commitment Provide Significant Support to Implementers Embedding within Standard Practice Improvements: Increase Efficiency and Effectiveness Creating the systems and materials to prepare for implementation; Set Up Data Systems Unconscious Incompetence Conscious Incompetence Doing It Better Conscious Competence Unconscious Competence

TEACHER RESPONSIBILITY STUDENT RESPONSIBILITY Focus Lesson Guided Instruction “I do it” “We do it” “You do it together” Collaborative Independent “You do it alone” Better Learning Through Structured Teaching Fisher, D., & Frey, N. Gradual Release of Responsibility A Structure for Instruction that Works

Organizational Tools

First Couple of Years of Coaching Why so many checklists and assessments? Why so much paperwork? Why so many binders? How do I organize all this?

One Common Voice – One Plan Do Implement Plan Monitor Plan Evaluate Plan Plan Develop Action Plan Gather Getting Ready Collect School Data Build School Profile Student Achievement Study Analyze Data Set Goals Set Measurable Objectives Research Best Practice RtI

We want to gather information that tells us: – How well we are implementing/doing something: Systems/Process/Fidelity Data AND – Whether what we’re doing is working: Student Outcome Data Gather

Implementation Science EffectiveNOT Effective Effective NOT Effective IMPLEMENTATION INTERVENTION Student Benefits (Institute of Medicine, 2000; 2001; New Freedom Commission on Mental Health, 2003; National Commission on Excellence in Education,1983; Department of Health and Human Services, 1999) No Benefit to Student

My Magic Bag of Tricks

Organization For Leadership Meetings

Organizing Leadership Meetings Establish meeting mechanics –Supporting tools: Clearly defined roles and responsibilities Delegate AND establish an accountability framework and communication loop so tasks are completed timely, efficiently, and communicated to all

Common Mistakes When the team leader is absent, the meeting structure is non-existent Too much or too little written documentation of the meeting Too many simultaneous conversations Tangents or off-topic conversations No updates on status of action items

Effective meetings require work before and after the actual meeting time. BEFORE: Set agenda and send to team Collect data, review, and prepare summary statements BEFORE: Set agenda and send to team Collect data, review, and prepare summary statements DURING: Follow agenda & time frames Review status of action items Review data Make precision problem statements Develop solutions Take notes and set action items DURING: Follow agenda & time frames Review status of action items Review data Make precision problem statements Develop solutions Take notes and set action items AFTER: Complete action items Follow-up on action item status AFTER: Complete action items Follow-up on action item status

Take a few minutes to review the handout, “Coach Introduction and Expectations Form” Review the expectations on the form.Review the expectations on the form. Develop 3-5 expectations for a team you are currently coaching and write them in on the second page of the form.Develop 3-5 expectations for a team you are currently coaching and write them in on the second page of the form. How will you communicate these expectations?How will you communicate these expectations? Do your expectations match the level of support necessary, given the stage your team may be in?Do your expectations match the level of support necessary, given the stage your team may be in? Activity

SB-CEU Information The code for Critical Feature of Coaching: Organization session is ___________ Please visit the survey station in the lobby during during lunch, breaks, or after the last conference session.