Plan Smarter, Not Harder: The Benefits of Year-Round Note-Taking

 

At the end of each school year, I always carve out time to draft a skeleton pacing guide for the following year. Now, you might be wondering—if I’m talking about planning at the end of the year, why is this blog post showing up in September, at the beginning of the school year?

Here's why: the habits you build now will set you up for success later. I’m all about planning smarter, not harder, and one of the best ways to do that is by taking notes all year long -- and that needs to start right now.  By the time June arrives, you’ll have a detailed blueprint that will make your future planning much easier.  These notes will save you time and stress when it comes to planning for the next school year.  

So, when I talk about "notes," what exactly am I referring to? Here are some key areas to focus on when keeping track throughout the year:

1. Timing of Activities

What looks like a 30-minute task on paper may take a full class period in practice. Jot down how long activities actually take and which ones require more time for discussion or completion. Next year, you’ll have a more realistic timeline for planning your units.

2. Overall Pacing of Units

Ever feel like your pacing is off by the middle or end of a unit? Jot down those thoughts as you go. Did students need extra support for particular lessons? Did you find yourself rushing through the last few chapters of a novel? Taking notes on these details will help you adjust your pacing guide and create a smoother flow next year. 

Also, Be sure to keep track of recurring school events that aren’t officially on the school calendar but that disrupt classroom time —Homecoming Week activities, pep rallies, and other special school events that occur annually. These events can sneak up and cut into your instructional time, so planning around them will allow you to better manage your schedule and avoid scrambling at the last minute.  Finally, if you had a weather day(s), jot that down too so you’ll remember that you lost a day or so next year.

*Click to See my Blank Editable Pacing Guide Calendar

3. Keep Track of Things You Forgot this Year

Sometimes it’s the little things that trip us up. This year, I forgot I needed to “enroll” my students in Go Guardian because we weren't consistently using Chromebooks for the first week or so.  I didn’t realize this fact until we were halfway through an activity and suspected a couple of students digitally dillydallying—let's just say they were "deeply engrossed" in tasks that had nothing to do with the lesson!  So, I decided to pause the lesson to get them enrolled.  This wasn’t a major issue, but I included it in my first week of school notes so that next year I can plan to have students sign up without disrupting the flow of a lesson. 

4. Jot Down Ideas for Next Year

I’m constantly coming up with new ideas during a unit wishing that I would have thought of it earlier.  I know I don’t have time for it this year, so I jot it down to consider for the next school year.  For example, as I was adding my Go Guardian note from #3, I realized I could have students sign up for all digital tools during the first week of school. I may even set this up as a station activity next year, but for now, I’ve written it down as a possibility to explore.

5. Student Engagement—Or Lack Thereof

Some lessons just hit the mark, while others fall flat. Make note of which lessons and activities excited your students and where they seemed disengaged. This will remind you to refine, replace or delete that lesson or activity based on your student needs next year.

6. Assessment Insights

During tests or quizzes, take note of which questions students commonly struggle with or ask for clarification on. Was the issue with how the question was worded, or was the concept unclear? For example, I often have several students ask what a particular word means. If I have time (or brain capacity) during the test, I’ll adjust it on the spot, but usually, I’ll make a note to review and potentially reword it for next year. I also keep track of any questions that were missed by a large percentage of students, so I can revisit the concept and update the question if needed. 

**Pro tip: I use ZipGrade to quickly grade objective assessments, which makes collecting data and identifying patterns in student performance much easier.

                                    

7. Where Your Digital Lessons Are Stored

I know this is not likely to apply to everyone, but IS likely to reveal my age 😀… I still prefer to use a jump drive (and have a hard drive backup) over Google Drive.  I just don’t like creating things in Google Docs or Slides.  I move much faster in Word and PowerPoint.  I also like to retain complete ownership of the things I create.  So, some resources are stored completely on my jump drive/backup drive, some are stored in Google Drive, and some are stored on both. I keep track of where everything is stored in my detailed lesson plans so I can stay organized and easily find what I need when I need it.

8. Where You Store Decor

At the end of the year at my school, we are required to pack up everything — books, bulletin boards, desk supplies, anchor charts and wall décor. If that's your school as well, keep track of where you store these items. I have my boxes specifically marked and a digital file labeled “End of Year Notes” where I note what is stored in each box.  This makes it much easier to find specific items like extension cords or glue guns for next year.

9. Tech and Tools Integration

Take note of the tech tools that enhanced your lessons and those that didn’t quite work out. Did certain platforms keep students engaged, or were some platforms more trouble than they were worth? If you're part of any teacher Facebook groups, you probably see new ideas and tools being shared all the time. While you might be too busy or overwhelmed to try an intriguing idea immediately, it's helpful to jot down those ideas now. That way, you can revisit them later when you're ready to explore fresh options.

10. Professional Development Notes

Keep detailed records of the professional development (PD) sessions you attend throughout the year—it’s more valuable than you might think! Did you attend some free online events? I usually find the ones I choose to do on my own the most valuable! Jot down key takeaways, useful strategies, and any digital resources or handouts you receive. Make sure to note where these materials are stored, whether it’s on your desktop, a shared drive, or tucked away in an email. Having this organized will not only make it easier to revisit ideas that can inspire fresh classroom strategies, but it also helps you stay on top of certifications and re-certification requirements. Plus, when evaluation time rolls around, you’ll have a handy log of all the PD you’ve done!

Final Thoughts

Taking notes throughout the school year may seem like an extra step, but trust me—this practice will save you valuable time in the long run. Hopefully, these ideas will help you stay organized and make your future planning a whole lot smoother. Future you will thank you!

If there's anything I missed—other notes or strategies you think teachers should be keeping throughout the year—feel free to share them in the comments! Let’s keep the conversation going and help each other out as we tackle the school year together!

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