Productivity Protocols for Solving REAL Problems in REAL-TIME for Instructional Leaders

One of the things that really interests me within my instructional leadership role is putting together protocols for meetings, professional development, and problem solving to make the most out of our time we spend together as professionals.  I have picked some of these up from my professional learning community on Twitter, at conferences, by reading books and blogs and have adapted them to fit the context of the meeting or session.  I am going to do my best to share each of them here.  I had intended to facilitate a session at #USMSpark 2020, but since the conference was cancelled I wanted to make sure that my professional learning community has access to these great protocols that I have seen a lot of success with!  Please don't hesitate to reach out with any questions that you may have about any of these.

(7 minute) Problem Solving Protocol 

Click Here to Access Problem Solving Protocol
This is a protocol that I implemented with our school leadership team around some big picture challenges that we were experiencing within our building.  This protocol provided an opportunity to identify root causes of challenges and then brainstorm possible solutions that we could go back to our staff with at an upcoming professional development day.  If you don't have a lot of time, this is a way to identify problems and solutions within a period of 7 minutes for each problem.  This would be great to use with a leadership team as well as within grade, house level, department or other team meetings.


(50 - 80 minutes) Sprint Lightning Decision Jam

Click Here to Access Lightning Decision Jam
The Sprint Lightning Decision Jam is a design process protocol that is intended to be quick and facilitated within the time constraints of a meeting.  You can also break it up into smaller pieces and facilitate over the course of multiple gatherings which is why I provided the time range.  This can be easily sequenced into two or three separate meetings if you don't have the time in one sitting.  This design protocol is also one that I have used with students to get feedback within focus groups around school initiatives as well as within our Media Club to identify what some of our next steps are as a team.


(50+ minutes) Creative Problem Solving:  An Exercise in Design Thinking

Click Here to Access Design Thinking Activity
The following presentation to the left outlines the design thinking process that we used with staff to have them identify problems and come up with creative solutions for solving those problems.  The activity starts on slide 10 and is intended to use embedded timers to take you through the design process.  I have also attached the solutions of what staff collaboratively came up with as possible solutions.  The exciting part was many of these problems took off and were implemented without formal follow through in our building!


(50 minutes) Rating Student Work & Team Calibration Protocol

Click Here to Access
Rating Student Work & Team Collaboration Protocol
The following is a Rating Student Work & Team Calibration protocol that we adapted from the Office of New School Models to fit a need that we had for norming student work and calibrating as a science team.  We implemented this protocol at a recent professional development day.  It was eye opening from an aspect of staff really appreciated seeing how one another sets up tasks for students as well as what the expectations were for students across grades 6-8.  This is definitely one that I would adopt and use regularly with PLC work in department teams.





(15 minutes) Like, Wish, What If? Reflection Activity

The Like, Wish, What If? Reflection Activity is one that I have facilitated with teacher teams to reflect on what they are doing within their own practice, or within their practice as a team.  This is also an activity that I have facilitated with students as a focus group on their experience in some of the changes that we have implemented in our building.   The example that you see here over on the left is one that our student Media Club team has done to create year and quarter goals.  I would recommend that each person is given post-its and given about (3-5) minutes to silently brainstorm their ideas for each category (one at a time).  I typically allow for (3-5) minutes to brainstorm and then share out for the "Like" category before moving onto the "Wish Category."  At the end it's really easy to review and pull out a few and set team goals based on them.


(50-60 minutes) Grade Level Team Data Protocol

Click Here to access
Grade Level Team Data Protocol
The protocol over to the right is one that is adapted from a protocol created by the Summit Learning Program team that we use monthly to review grade level team data in an effort to review the data and then create measurable goals with the data.  We have created a spreadsheet in which one of us instructional leaders pulls the data out of the platform so that we have record of where we are at and what our goals are.  Teachers are asked to review the data and identify:

  • Glows
  • Grows
  • Plans & Interventions
Teachers may come up with their own personal goals, and then we usually look to create a team goal and the interventions and supports for the goal.

(50 Minutes) Stop, Start, Continue, Change Reflection Activity

This is an activity that I have facilitated as a PBIS coach with our PBIS school leadership team to identify the things that are not working or need to be improved or changed.  This activity also helps to prioritize where time should be spent for the greatest impact.  This is one that would work with any new implemented initiative, as well as would work well with student focus groups.


(15 minutes) Quick Dilemma Activity: 

This protocol is one that was shared by one of our district leaders and facilitated in a meeting that I was a part of.

1. Identify a ONE sentence dilemma (What are you struggling with right now?)
2. Define FIVE bullet point context to explain struggle
3. Identify THREE options for solutions
4. Discuss w/ three people
  • Partner asks THREE clarifying questions before identifying solution
  • Partner shares THREE options for solutions
  • Brainstorm ALL possible solutions



Other Protocols/Ideas:





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