EdTechTeam

Global Network of Educational Technologists

distance learning

Self-Care for Instructional Coaches: How to Set Boundaries When Working from Home

Working from home can be as challenging as it is comfortable. As an educator, I never thought I would be working from home. That’s just not the way our industry was designed. Teachers are social creatures – even the introverted ones. We thrive on the ability to connect with our students and coworkers and we yearn to be present during life-changing learning experiences. Unfortunately, those opportunities have been taken from us and the future is uncertain. 

If you have been following the news during this time of COVID-19, you know that there is a lot of discussion about what learning will look like for the near, and distant future. With online and remote learning keeping education afloat, there is some argument for completely redesigning the way we educate students. Now I’m not saying that remote learning will be the new norm, the socialization of children is an essential part of their growth and development, but this period of remote learning has shown that education is possible in any context and there may be opportunities to expand upon that context in the future.

If you have been in education your whole life and career like I have, then you are a rookie at working from home. I’m sure at one point or another you thought to yourself how wonderful it would be to work from home – no commute, staying in your pajamas, eating and using the bathroom whenever you want, and not hearing that dreaded bell every 42, 57 or however many minutes. Now that we have been forced to work from home, we realize it may not be as advertised. It took me several weeks to adjust to working from home, a few of those weeks coming with depression periods in which the only things I wore were my daytime pajamas and my sleep pajamas. After some learning and growth, however, I was able to establish some boundaries for working from home that have helped normalize my life during this time.

What I’m not going to do in this post is give you the same generic information every other speaker of this subject gives. You know that you need a designated space to work. You know that you need to get out of your pajamas. You know you need to take brain breaks. This is not anything new or unconventional. What I want to share with you are some of the smaller details you may not consider. I want to share ways to get over those emotional hurdles of discomfort and lead you to feelings of productivity and a sense of calm.

Tip #1: Create a Schedule and Stick to it

Working from home has plenty of perks. Your schedule can be more flexible, you can design your office space however you’d like, you have the ability to cook yourself a fancy lunch that would never survive the microwave – and take more than 10 minutes to eat and enjoy it. You can use the restroom when you want, and every day is a jeans day! Okay, I’ll be real – every day is a sweatpants day! While working from home can offer a lot of advantages in maintaining a work-life balance, if you do not have boundaries in place, working from home means that work can overwhelm your life and create a lot of feelings of anxiety.

One of the greatest challenges about working from home is separating yourself from work at the end of the day. When working from home, you can get caught in this feeling that you’re always at work. If you are a workaholic like I am, that can be a difficult mindset to break. I felt like I had to check my emails every time I walked by my computer. I thought I had to be available for teachers 24/7 because I was stuck at home and had nothing else to do. I saw a meme on social media that stated, “We are not Jake from State Farm. Do not call, message or Remind App me at 3 am and expect a response.” While I know the meme is exaggerating a little bit, it was not uncommon to get questions at 10 pm that I thought I had to address right then. Pro tip: Don’t.

Setting your hours of availability and sticking to them is imperative to creating a healthy work-life balance. Now I know what you’re thinking – I said I wouldn’t tell you anything obvious – but this one has to be stated because the hardworking teachers of America don’t know when to stop, even on campus. Think about how many hours teachers put in on a normal school day – get to the building early to get your classroom and lessons set up, teach a full day, sponsor or coach extracurriculars at night, provide tutoring before and after school. Teachers have a hard time with work-life balance when conditions are normal, this balance becomes even harder when working from home. I guess when students always joke about teachers sleeping at school, they didn’t realize that would actually happen one day.

Tip #2: Stick to the Same School Day Hours

Another thing to consider when setting your hours of availability is to think about your routine throughout the course of a school day. If you had to get up at 6 am for your commute to work, that doesn’t mean that now you get up and begin working at 6 am. Try to stick to the same school day hours you had before. Use the time you’d usually reserve for commuting and do something else. I know I have enjoyed cooking balanced breakfasts to have before my first meeting of the day. I no longer have to eat peanut butter toast in the car or grab a protein shake on my way out the door.

Speaking of food – remember to take a lunch break. If you were at school you wouldn’t be working for eight hours straight, you’d have passing periods, PD periods, conference periods, lunches, etc. Working from home doesn’t mean that you now fill all those gaps with work. Take those breaks. If your typical day at school included the occasional gab with coworkers, keep doing that too. You can schedule these activities throughout the day, or just pick up the phone and call someone. Get up and walk around when you feel like it. This is your chance to not live by a bell.

That being said – remember the joy students would have watching the clock at the end of the day just counting down the minutes until that final bell? Remember that feeling of the last class being over, packing up your stuff and heading home? Just because you aren’t commuting back home, doesn’t mean you can’t pack up and leave work alone. Most of us had a set time in the afternoon that we would pack up and head home no matter how far along we were on our work. When working from home it’s easy to get caught in the “one more thing” mindset and before you know it, you’ve spent the entire day working.

When working from home, you need to develop cues that will help you wind down and let the work go until tomorrow. Decide on a time every day to close out your email. Write yourself a note of things to do tomorrow and plan out your tasks for the next morning. Making a to-do list will help alleviate some of that guilt you might feel about stopping work. Keep weekends sacred. If you simply can’t – workaholics I understand – then choose one day a week as a day off. On that one day, you need to unplug completely. Don’t answer emails, don’t check-in, just spend that day resting and recharging for the following week.

If this is something that will be difficult for you, consider finding yourself an accountability partner. My first few years in the classroom, I was often the last teacher in the parking lot after school because I wanted to finish everything before I went home for the night. After a while, one of my coworkers would walk by my classroom around 5 pm and yell, “Go home! It’s time to go home!” Having someone gently remind or nudge you when it’s time to wrap things up for the day can help you separate work and life.

Tip #3: Celebrate Yourself

One of the other challenges of working from home is the feeling of isolation. When I first became an instructional coach, I loved not having 200 kids a day giving me excuses about their homework, or bugging me about grades, or redirecting student behavior. After some time, however, I began to miss those things. People would often ask me if I liked what I do more than being in the classroom. I would tell them I love the work I do, but I also miss building those relationships with the kids. It never mattered how unappreciated I was by admin or the public, the kids would always make me feel special. Whether it was sharing an inside joke, getting a Starbucks gift card, or just hearing a student say, “That was a really cool lesson” made everything worth it.

As instructional coaches, we don’t have the same opportunities for recognition or fulfillment because our job is about recognizing the achievements of those we coach. We are celebrating our teachers, but who is celebrating us? Especially now that we are working from home and are physically isolated from our staff, it is important for us to create our own fulfillment. It is up to us to make our work experience pleasant and to keep ourselves feeling appreciated – even if you are the only one that appreciates you.

One way you can create this feeling of fulfillment is to break down your daily tasks into small goals and reward yourself for taking each step. I remember when I first began teaching, I was incredibly overwhelmed whenever it came time to grade essays. I was always jealous of the math teachers who could give multiple-choice tests or use scantrons. (Please don’t hate me math teachers, I know that’s not all that you do) When it came time to grade 200 essays – or especially 9th grade essays – I was one of those, ‘for every 10 I grade, I get to eat an Oreo’. Believe it or not, that was enough to keep me motivated to power through. Rewards don’t always have to be food related. Perhaps you reward yourself for completing a few tasks by taking a 30-minute break to paint your toenails. Maybe your reward is to schedule a 30-minute nap, to take a bubble bath or watch ONE episode of your latest Netflix binge. This will help to keep you motivated and excited to continue working despite a monotonous routine.

Tip #4: Feel all the Feels

My last piece of advice for setting boundaries when working from home is to not ignore your thoughts and feelings. It is okay to feel tired, overwhelmed or even frustrated. It is important to acknowledge those feelings and then let them go. If you have trouble doing this, schedule yourself some worry time each day. When a worrisome thought arises, write it down and continue about your business. You can come back to that thought during your scheduled worry time, and once that is over you have to agree to just let that thought go.

While working from home is incredibly difficult when you aren’t prepared for it, it can be a great asset to maintaining a work-life balance that will best suit your individual needs. Working from home allows you to be flexible and tailor your schedule and your environment to what works best for you individually. If you are struggling with working from home, start with the basics. Create norms, develop a routine and stick to it. I know it can be tempting to treat every day like Saturday, but that only increases anxiety in the end.

Megan Purcell is a Digital Learning Specialist and Certified Dynamic Learning Project coach in Carrollton-Farmers Branch ISD located in Carrollton, TX. She enjoys working with teachers to help them elevate their teaching through the use of impactful technology tools and strategies. Megan holds a masters degree in Educational Technology, which she earned overseas at the National University of Ireland in Galway, in addition to being a certified Microsoft Innovative Educator and Apple Teacher. She is a former high school English teacher who loves learning, technology, and helping make life easier for her teachers. She believes that every student should have access to current technology in order to develop 21st century skills necessary for participating in a global society.

Being a Grace-Giving Leader in this Season

“The best leader is one who continually extends grace rather than requiring it from others.” Tyler Reagin

“Give grace” has become the mantra for so many for this time and season that we’re all living in right now. With the rush to put distance learning into place and still support teachers, students and other stakeholders at the same time, it’s so important that we make the conscious decision to give grace to everyone.

Good ole’ Google defines the term grace as “simple elegance or refinement of movement” or “courteous goodwill.” It costs nothing to be kind and give goodwill to others. While everyone is experiencing this for the first time, even you as the school leader, people are looking for answers to their questions such as:

  • When is graduation?
  • When can I pick up a device?
  • When can I come back to school to clean out my locker?
  • When can I come and clean out my classroom?

The list goes on and on. As frustrating as it is to hear the same questions from different people over and over and over again, I encourage you to remain calm, kind, and full of grace. There is no guidebook for how a leader should lead their team or their school during a Coronavirus outbreak. However, there are some good practices that leaders can put into place to give grace to those they have invested in as a part of your school’s staff.

Tip #1 – Lead your Team! 

Although this is a time in our lives that none of us have ever experienced before, as the leader of your school, your staff will be looking at you to lead them! As the leader, you’re supposed to have all of the answers, right? Wrong! You’ve never been through this before, remember? Your staff will be looking for and expecting as much normalcy as possible right now and you are in a unique position to provide that.  

Do you normally have staff meetings on Wednesdays at 3:00 pm? Continue with that!  Of course, now you’ll be leading these meetings virtually.  

Do you normally email your staff with pertinent information once a week? You can still do that! Record a video and send it to your staff. Send them a link to view these videos via Remind or post them on a Google Site or Microsoft Teams that only your staff has the link to.

Dr. Jill Bolte Taylor, a neuroanatomist, has a saying, “Take responsibility for the energy you bring into this space.” As stressed out as you are and as much pressure as you’re under, try not to bring that stress and overwhelm to your team. They will react to what you give them. Bring them positive energy and that’s what you’ll get in return.

Tip #2 – Continue to Maintain your School’s Culture!


ASCD shares with us that: “School culture refers to the way teachers and other staff members work together and the set of beliefs, values, and assumptions they share.”  How are your staff members working together right now?  Are they even working together?  Or are they all working in silos from their individual homes?  

Here are a few ideas to continue to build and maintain the culture of your school:

  • Have a staff “show and tell!” During your next virtual staff meeting, ask everyone to share what they’ve been binge-watching, what they’re reading, and any hobbies they’ve picked up over the past few weeks! Maintaining a level of person to person interaction will help to continue building the culture that you’ve already established in your school. Perhaps each department could take turns leading your weekly staff meetings.
  • Put your cheerleaders to work!  Every principal has a set of “go to” people on their staff that carry their vision or the feel “good-ness” of the school and pass it along throughout the building. This is a great time to get some new cheerleaders on your team. Keep those people front and center. They will continue to be a beacon of hope and comfort for the rest of the staff. Get them involved in the day to day of the school. Put them in charge of a committee. Have them brainstorm some ideas that will keep the staff encouraged. 
  • Continue to keep the vision of the school front and center! Just because we are schooling from home doesn’t mean that we do so with a lower level of accountability, structure, or expectations. Things may be different but we are still in the business of educating our students. Stay positive when addressing your staff. Keep them up to date on the happenings of the school. Keep the expectations high and your staff will work to meet them!

Tip #3 – Check on your People and Give them Hope!

Trust me, your people are not okay.  Even though we’ve been at this for about a month and a half, your staff is still trying to figure out their day to day routine, as are many of the rest of us. Some of your staff are not only working from home, teaching from home, being your school’s bookkeeper from home, etc, but a lot of them have also been thrown into the world of being a homeschool teacher.

Make sure that your team is safe and that they first, have everything they need from a personal perspective, and second, have everything they need to do their job. A phone call goes a long way. A note in the mail goes a long way. A text message goes a long way. It doesn’t have to take long and it doesn’t have to cost a lot of money. Your staff just wants to know and be reminded that what they are doing does make a difference, that they do matter, and that the hard work that they’re doing is appreciated.  

At the end of the day, we are all just doing the best we can with what we have! Check on your team and keep them encouraged. When your team feels valued and appreciated, they will work hard for you when you need them to. See them and make them feel valued.

“Extending grace is a trait every leader needs to have.  It’s also a trait that will help you develop other leaders.  Be the grace-giving leader.” (Joseph Lalonde)

Natasha Rachell, a passionate educator, is an alternatively certified high school science teacher turned edtech enthusiast! Currently, Natasha is a Digital Learning Specialist for Atlanta Public Schools.  Natasha has immersed herself into the instructional technology space and has earned several certifications, awards and accomplishments, some of which include:  Microsoft Innovative Educator Expert, Google Certified Innovator (MentorMeEdu) and Trainer, Apple Teacher, Surface Master Trainer, and Flipgrid Ambassador.  She has a Bachelors in Biology Pre-Med, a Masters in Education Administration, a Specialists in Curriculum and Instruction and is finishing her Doctorate in Organizational Leadership with an Emphasis in Effective Schools.   Natasha was selected to take part in the first cohort of Our Voice Academy through EdTechTeam, a group of minority educational technology leaders from across the nation.  Natasha has presented at both the local and national level.  She is ecstatic to lead the work as we transition into 21st century classrooms through blended learning opportunities, BYOD, professional learning for instructional technology and digitally connected classrooms.  You can learn more about Natasha by following her on Twitter @apsitnatasha, on Instagram @natashabrachell or by visiting her website at www.natasharachell.com.

How to Succeed at Working From Home [3 Educator Tips]

I’ve been working from home for most of the past 15 years… with small kids in the house much of the time. (My children, Clark and Finn are 12 and 10 now, and on Emergency Distance Learning like many students around the world.) So in hopes that I might be able to help some of the millions of teachers around the world now facing similar circumstances, I thought it might be valuable to share the routines, productivity hacks, and collaboration tools that have worked well for me. If you’ve been “working from home” and feeling like you’re “living at work” – I hope this can help. 

Work From Home Tip #1: Routines

In retrospect, the routines I’ve adopted wind up looking quite a bit like the advice you might find elsewhere, but now I’ve lived the benefits of establishing a space for work at home, keeping regular working hours, taking frequent breaks, and getting plenty of exercise.  

I’m lucky to have had a home office (or shared home office) most of this time, but when I haven’t, I set one up in the garage, so I could still close the door. If you’re working at home with kids (or other family or roommates), prioritize a door you can close if you can, even if it’s a bedroom, garage, or a walk-in closet. I usually keep the setup simple and uncluttered; most recently I grabbed a simple 2 foot by 4 foot table (originally from Ikea), raised my external monitor up on a box (for ergonomic reasons), and did away with a keyboard and mouse (using just my laptop to type). But really, a laptop and a clean non-distracting table are all that’s really needed – and the kitchen counter or backyard table make a good change of pace sometimes, especially if others aren’t around for a bit. In my dedicated space, I like a high backed chair, so I can lean my head back and keep from hunching over, which causes strain in my neck and lower back. If you’re going to be on a screen for hours at a time for the first time in your career, don’t underestimate the importance of treating your body right.

From the beginning, I knew it would be important to still keep regular work hours, both for productivity – and for life balance. It’s easy to be distracted by the demands of home or family and to lose your focus on work – and conversely, it can be easy to just keep working well beyond the number of hours that are effective or healthy. When the boys were younger, I had to be more flexible (sleep when the baby sleeps, right?) and I worked more at night to catch up, but even then I kept regular work hours as much as I could, and kept the weekends sacred. By “regular” work hours, I mean “structured and recurring” not “the same as everyone else.” When I had to watch the boys Mondays and Fridays as babies, I did very little work on those days and I worked longer the other days of the week when Eva, my wife, was around to watch the boys. (I know this was a luxury for us to trade off, but working out a shared schedule like that can be one of the benefits of working from home, especially if your partner is too… which is the case for many people right now.)

Even with regular work hours, taking frequent breaks is an important part of treating your body well, especially over the long haul. It took me a long time to get in the habit, but now I know that I need to get up every hour or so (or whenever I notice myself dropping out of flow) to go for a walk around the block. When I’m at an actual office, normal interactions and trips to get coffee and snacks suffice, but at home, I don’t move enough if I don’t make myself get outside and walk. I’ve also done my share of office yoga – I keep a meditation pillow by my desk and even frequently push aside my chair so I can drop down to one knee on the pillow and stretch my hip flexors instead – sitting in a chair all day is brutal on them.

After work hours, it’s important to still get plenty of exercise. If you’re going to be sedentary much of the day (teaching online is WAY more sedentary than teaching in a classroom or leading PD face-to-face), then you have to offset that with vigorous exercise later. For me, I try to workout an hour a day, whether it’s hockey, martial arts, the gym, or just yoga if I need an easy day. Also, I got a reasonably priced Fit Desk a few years ago, and I can now knock out an hour of biking while I work. If I really get in the zone I can go longer and wind up good and sore – happy with my productivity and my fitness. 🙂

Work From Home Tip #2: Productivity

Perhaps the most important way to cut down on your sedentary screen time when working at home is to be more effective with the time you are spending online.  I’ve found great tools to help me with notes, checklists, and email, all with reminders… and an overarching outliner. (What’s an outliner? Read on.)

As any productivity guru will tell you, the key to taking on something daunting is to break it down into more manageable tasks. Also, the key to not feeling overwhelmed and constantly afraid you’ll forget something is to get it into your system pronto. For the most part, I use Google Keep to capture quick notes, checklists, important websites, and even pictures or screenshots of things that require action. Keep allows me to set reminders and then archive notes so they are out of the way. So when I’m ready to work, I visit Keep and see just what needs doing on that day. I also color code the notes so I can prioritize (red, orange, yellow) and batch tasks (like green for financial, purple for anything requiring paper, grey for random) and so on. It’s great to sit down, start with the right color and dig in.

For email, of course I use Gmail, where I use a similar color scheme with Stars and the Boomerang Extension, so I can practice Inbox Zero. When I check incoming messages I skim them, star them if they require follow up (setting the right color if I’m at my desktop or saving that step for later if I’m mobile) and then archiving them. Then, when I sit down to my starred email, I can prioritize and batch tasks for efficiency. If there’s anything I shouldn’t be working on that day, I use Boomerang to make sure it comes back at a timely point. (Boomerang also allows you to bring a message back to your inbox if others don’t respond to it… just because someone else drops a ball doesn’t mean you have to.)

Though many people don’t know they exist, I’m also a huge fan of outliners and of Workflowy in particular. It’s my top level organization tool where I keep track of all these others… plus longer term ideas, or article and book outlines. I have a personal system where in my outliner I keep the day’s count of Keep Notes and Email (plus voicemail and pinned tabs that require follow up) so I can calculate how many hours I’ll need. (I’ve learned from experience that on average I can act on 10 notes or emails an hour, though of course some take much longer and others are quick.)

Work From Home Tip #3: Collaboration

In 2020, it’s highly unlikely you’re working alone, even if you’re working from home. Even teachers who are often alone “behind the classroom door” can have access to their grade level teams, subject area departments, and a global network of peers and experts. I’ve a developed a toolset with a variety of collaborative apps… for text chats, video calls, shared documents, multimedia editing, and connecting with a personal learning network. 

At EdTechTeam we use Slack for our internal chat, and I’m increasingly able to use it with others as well. Unlike Google Hangouts Chat (or most messaging systems), it has the valuable feature of allowing you to star messages for follow up. This is SO valuable that I’ve developed a habit for doing this even if someone just texts me on my phone… I take a quick screenshot and save it to Keep. In Slack though, there are also features such as channels for specific teams or projects, DMs (group or individual) for private conversations, and LOTS of integrations – with Google Calendar and Google Drive for instance.

When we’re ready to move to an audio or video call, we typically use Google Meet for its tight integration with Calendar. And, for teachers who are now engaged in Emergency Distance Learning, recording is currently free, and new features such as the ability to stop students from muting each other and the ability for a teacher to end a (nicknamed) Meet have shored up some of the tool’s weaknesses. We now use Meet for much of our virtual professional development as well… and the sidebar chat is a great way to get all participants engaged, even during something normally as one-sided as a keynote; hundreds can participate in the chat! 

Naturally, I look to Google Drive for collaborative Documents, Spreadsheets, Slides, and Drawings (not to mention Forms). I love being able to manage sharing easily, edit simultaneously, publish to the web, and have a revision history of all the changes made to a document. But these primarily text based productivity tools aren’t the limit of these features on the web today. Using apps like Soundtrap and WeVideo, you can even collaboratively edit audio and video, working together to create music, podcasts, and movies. Using these tools I’m never worried about a damaged or lost device (or which particular device I have handy at the moment) because all of these store my work in the cloud and work cross-platform (Chrome OS, MacOS, Windows, and Linus), and even mobile on Android and iOS. In today’s world of remote work and remote learning, there is no reason to work in isolation or risk losing your saved files. (Many of these cloud-based services even now have the option of working offline when you don’t have internet access, and syncing up right away once you do.)

I hope sharing this series of tips might be helpful to others just now working, teaching, and learning from home for the first time. I’d also love to hear your tips and your experiences in the comments. Please share below, or find me and the team on twitter. 

Formerly a high school English teacher, Dr. Mark Wagner has since served as an educational technology coordinator at the site, district, and county levels. He now serves as President and CEO of the EdTechTeam, a global network of educational technologists which provides professional development and consulting services to learning institutions, non-profits, and for-profit education companies. The EdTechTeam is a California Benefit Corporation with a mission to improve the world’s education systems using the best technology and pedagogy available. They aim to inspire and empower other educators to do the same. They also work with education leaders to address their most difficult problems and reach their highest goals. EdTechTeam was recognized in March 2019 as the Google for Education Partner of The Year.

Mark Wagner has a Ph.D. in Educational Technology and a master’s degree in cross-cultural education. His doctoral research focused on the use of video games in education, and specifically on the potential applications of massively multiplayer online role-playing games (MMORPGs) as constructivist learning environments. He is the author of More Now: A Message from The Future for The Educators of Today (2018).

Top 6 Tools for Virtual Instructional Coaching

As this COVID-19 crisis continues to develop worldwide, schools are relying on distance learning to continue providing educational experiences for their students. As an instructional coach, it is becoming increasingly important to stay connected with your teachers and campuses to provide the support needed during this time.

With all the virtual tools out there, it can be overwhelming for coaches – and especially new coaches – to know what is going to work best for their needs. Please be advised that this post is NOT my advocating for particular tools or resources, but rather sharing my experience with these different tools in the hopes of allowing you to choose the best option for yourself, your teachers and your campus.

Staying connected with teachers can be done in several ways, the most popular being text, email and video. Here are a few tools I have used as an instructional coach that may be worth looking into as you continue navigating this new territory. Though email is the most common, arguably simplest and most preferred method of contact, there are other scenarios in which text or video might be more appropriate. Here are a few tools that have become increasingly more popular for educators in the digital age.

Tool #1: GroupMe

GroupMe is a mobile group messaging app owned by Microsoft. GroupMe works by downloading the app or accessing the site from the web. The app is available for iOS, Android, Windows Phone and Windows 10, though a smartphone is not required to participate with GroupMe. Those who do not wish to use the app are able to use the web version, or send and receive messages via SMS. Accounts are created using your name, phone number and a password – you may also connect using your Facebook or Twitter account. When interacting with others in GroupMe, only your display name and photo are shared with others. Other members cannot see your phone number or other personal information, which is helpful if you do not want to be giving out your personal phone number.

When using GroupMe, users can keep in touch over Wi-Fi rather than using cellular data. This allows members to keep in contact with groups or individuals without fear of message fees or limits. GroupMe has the capability to send text messages, as well as share photos, videos, documents and web-links as well. The app also has features for creating polls and calendar events to share with other group members.

There are a few privacy and security features GroupMe can offer for educational purposes. For instance, on-screen notifications can be set up to pop up without content. Notifications can be turned off or muted for specific individuals or conversations. There is also no way to delete a GroupMe message after it is sent, the message can only be hidden from the current stream of conversation. There is the ability to archive conversations and export conversational data, so you can maintain a record of what has been shared or discussed. GroupMe allows you to connect with individuals or hold group conversations. Groups are limited to 500 members per group.

I have not used GroupMe to connect with the teachers I am coaching, but I frequently use GroupMe to connect with instructional coaches at other campuses as well as connect with my district team. This is a great way to quickly ask other coaches a question or get some advice without using SMS or email.

Tool #2: Remind

Remind, formerly known as Remind 101, is another group messaging app that can be used to stay in contact with teachers. Admittedly, my knowledge and experience with this app is limited because my district has curtailed our use of this tool. I was able to use Remind in a previous district and know that it remains a popular tool among educators.

Unlike GroupMe which is designed for use by anyone, Remind was designed to be used specifically by the K-12 school community. Remind offers real-time messaging to a group of users or an individual person. Messages can be sent to any phone, you do not need a smartphone or even internet to use Remind. Messages can be sent on the go using a laptop, mobile app or tablet as well, which allows for several ways to connect with others. Remind even has the capability to translate messages into more than 85 different languages, which can be a great tool for working with non-native speakers.

Because Remind was designed with the intention of being utilized by schools, the app has the ability to schedule when messages go out. There is also a feature to enable “office hours” which will determine when others are able to contact you. This feature could be very useful for instructional coaches as we need to remain connected, but not necessarily 24/7. This would allow you to schedule your availability and then not be disturbed when you are on personal time. Remind also offers the ability to see who has read your messages after they are sent, and you can turn off replies when you are done with a conversation.

Just like GroupMe, Remind allows you to share photos, PDF files and voice clips as part of your conversation. Remind also has the ability to access and share additional resources from Google, Microsoft and OneDrive and will even connect with external tools like FlipGrid, SignUpGenius and Survey Monkey. Similarly to GroupMe, Remind allows you to export or download the message history for record keeping purposes.

How to use GroupMe and Remind as an instructional coach: Set up a group with other instructional coaches so you can check in on each other and ask questions. Set up a group with the teachers you have been coaching as an easier way to communicate and allow teachers to communicate with each other. Send direct messages to individual teachers as a way to keep in touch, without giving out personal phone numbers and information. Share any tutorial videos, photos of screenshots or other helpful information directly through the messaging app to eliminate the need for email downloads.

Tool #3: Zoom

Zoom has been seemingly popular in the corporate world, but has made the jump to education as it is offering free services for schools during this time. Zoom is a remote conferencing system that combines video conferencing, online meetings, chat and mobile collaboration. 

Zoom offers free video conferencing for up to 100 participants, with a 40-minute time limit on group meetings. Users can have this time limit lifted if they send in a request using a school email address. 1 on 1 meetings are also an option with this product, and include unlimited minutes. Zoom allows users to conduct polls, participate in chats during video conferences and provide non-verbal feedback while in a video conference. Participants can change the background image they are sitting in front of which is a good way to camouflage any messy workspaces. Zoom offers the ability to record video conferences as well as provide transcripts to those recordings. Zoom allows multiple participants to share their screen simultaneously as well as co-annotate on the screen being viewed.

Zoom meetings can be scheduled and started from Outlook or Gmail, though the first meeting may require a download of the Zoom host system.

One downside that Zoom is currently addressing is the issues with the privacy and security of user information. Zoom claims to be FERPA compliant, but there have been concerns about user data being shared with third-party companies. While this makes Zoom a less than ideal option when working with students or sharing sensitive information, it may still provide advantageous support to teachers working with instructional coaches.

Tool #4: Google Hangouts

Google Hangouts is a communication software product developed by Google and available as part of the G Suite. Hangouts allows conversations between two or more users that can be accessed online through Gmail, Google+ websites or mobile apps for Android and iOS.

Chat histories that take place via Hangouts are saved online which allows them to be synced between devices. Photos shared during conversations are automatically uploaded into a private Google+ album so users can access them at any time. Hangouts can be recorded and archived so you can revisit a conversation or lesson at a later time.

Tool #5: Google Hangouts Meet

Google Hangouts Meet is a video communication service developed by Google. Meet is one of two apps that will constitute the new version of Google Hangouts – the other being Google Hangouts Chat. At launch, Meet featured a web app, an Android App and an iOS app that allowed for video conferencing services for up to 30 participants. As Meet has developed, features have allowed G Suite basic users to host 100 members per call and G Suite Enterprise users to host up to 250 members per call.

Users can join Meet conferences from the web or using the Android or iOS app. There is also the ability to call into meetings with a dial-in number. Scheduled Meet conferences integrate with Google Calendar which allows for one-click meeting access. Meet, similarly to other video conferencing platforms, allows users to screen-share to present documents, spreadsheets or presentations. Meet also offers real-time closed captioning during conferences.

How to use Zoom, Google Hangouts and Google Meet as an instructional coach: Video conferencing is an essential tool for instructional coaches working remotely. In a typical coaching conversation, you are able to sit with your teachers as you research and explore solutions to various challenges. Remotely, however, that collaboration becomes more difficult. Video conferencing allows you to share your screen with the teacher you are coaching (or vice versa) so that you both can collaborate and problem solve at the same time. Video conferences also help with quick check-ins as it allows teachers to see your face in these difficult times.

Tool #6: Google Voice

Google Voice is a telephone service that provides voice, text messaging, call forwarding and voicemail services for Google account customers. Google Voice is a way for users to continue using their personal cell phone for work purposes without giving out their personal information. Google Voice provides a US telephone number, chosen by the user from available numbers in selected area codes. Calls to this number are forwarded to the user’s chosen device. Users may also place outbound calls from any of the devices linked to the Google Voice number. Google Voice even offers PC-to-phone calling and PC-to-phone texting using Google Talk from the web.

While this isn’t an exhaustive list by any means, these are a few of the tools that seem to be most popular at the start up of the virtual teaching movement. Each of these tools are ones that I have used before, which is why I chose to share them. If you have other tools that are helping you connect with teachers during this time, please be sure to share them with your PLN and with EdTechTeam on Twitter! Feel free to tag me @Ms_MeganEDU with any tips, tricks or questions.

Megan Purcell is a Digital Learning Specialist and Certified Dynamic Learning Project coach in Carrollton-Farmers Branch ISD located in Carrollton, TX. She enjoys working with teachers to help them elevate their teaching through the use of impactful technology tools and strategies. Megan holds a masters degree in Educational Technology, which she earned overseas at the National University of Ireland in Galway, in addition to being a certified Microsoft Innovative Educator and Apple Teacher. She is a former high school English teacher who loves learning, technology, and helping make life easier for her teachers. She believes that every student should have access to current technology in order to develop 21st century skills necessary for participating in a global society.

4 Video Conferencing Best Practices for Instructional Coaches

Video conferences, webinars, hangouts and virtual chats – much of this is uncharted territory in K-12 education. As educators, we thrive on connections and relationships, especially those developed in the classroom. Unfortunately, when crisis strikes, that opportunity can be fleeting. As an instructional coach, it is important to maintain those relationships with your teachers and continue the growth that has already occurred this year. More personally, it is important to continue being a constant presence for your teachers during a time of crisis to continue providing that ‘therapeutic support’ teachers need.

If you are new to video conferencing or have apprehension about it, please understand that is normal. Your teachers will likely feel some apprehension as well, as these tools and platforms are unfamiliar to them. The more times you are able to video conference with your teachers, the more comfortable both of you will become.

Here are some tips and best practices for instructional coaching by video:

Tip #1: Know Thy Etiquette

We all know there are certain rules and etiquette that govern appropriate behavior during face to face interactions. Video conferences also have some standard rules of etiquette that are important for you to understand, but even more essential that you communicate with those you are working with. Consider using your first video conference as a “test meeting” where you and the teacher can ensure the platforms are working correctly, you can make certain teachers understand all the buttons and features in front of them, and that teachers know the social norms and rules acceptable for this new type of interaction.

Luckily, many of the same rules of face-to-face coaching apply to virtual coaching conferences. First and foremost, it is important to be on time. Video conferences allow the teacher and coach to meet from home at a convenient time, so it is important to honor that. You don’t want to be late to a meeting taking place on your own couch.

General courtesy is another face-to-face norm that can apply to virtual conferences. In a face-to-face meeting, courtesy can be demonstrated by silencing your phone, closing your computer, and giving your full attention to the teacher you are coaching. In virtual conferences, it is still important to silence your phone and limit any other distractions. Turn off the TV, find a quiet area, and put away anything that isn’t directly related to the conversation at hand. Another way to show courtesy in virtual meetings is to mute yourself when you are not speaking, and limiting any background noises. A general rule of thumb to consider is, if you wouldn’t do it during a face-to-face meeting, don’t do it during a virtual meeting. This includes having side conversations, checking email and social media, or walking away from the conversation.

In addition to general courtesies, it is important to speak clearly and maintain eye contact during virtual conferences. Because you are not sitting in the same room with the teacher, your body language and tone may not be as clear through video as it is when sitting together. Though technology is an incredible tool, it cannot replace the atmosphere of a natural conversation. When video conferencing, you want to be sure to speak more clearly and perhaps more slowly so the technology can pick up as much of your voice and tonal subtleties as possible. You also want to make sure that you maintain eye contact with your audience, and don’t spend your entire video conference watching the video stream of yourself. If possible, try to hide your personal video feed or position your feed near your camera so that you are always maintaining eye contact with your audience. Though you may be paying close attention to your teacher, if you are looking somewhere other than the camera they could assume that you are not giving them your full attention.

Though this may seem silly, a crucial element to video conferencing etiquette is to dress appropriately. Note that not all clothing will appear the same on camera as it appears in person. Stripes and intricate patterns may produce a “glowing” effect on camera which can be distracting to the audience. You don’t necessarily need to be dressed to the nines, but put on something you wouldn’t be embarrassed to go out in public wearing. One benefit of video conferencing is that you control what is in the frame, so leave on your sweatpants and slippers if that makes you more comfortable. No one will ever know.

The last, and arguably most important piece of virtual conference etiquette is to consider and control your environment. You want to make sure meetings are happening in a private or semi-private location so that you do not have unannounced visitors interrupt your meeting. Though some visitors may be welcomed, like the family dog, others may not be appropriate. To avoid any embarrassing intrusions, try to find a space that is secluded. You also want to make sure that you are aware of your background and what appears on camera. If you don’t want your teachers to see that pile of dirty dishes or the unfolded laundry piled up in a chair, consider moving to a different location or completing these tasks before you meet. Controlling the environment allows you to maintain an appropriate level of professionalism, while also keeping the teacher-coach confidentiality intact.

Tip #2: Have an Agenda

Just like face-to-face coaching meetings, it is important to have an agenda for video conferences. It may be important to share this agenda with teachers beforehand, or develop a shared document between the two of you to keep track of everything that needs to be discussed. Because you are not sitting in the same room, it is easier for the conversation to lull. During video conferences, there are so many additional distractions that face-to-face meetings do not typically have. It is easier to ‘zone out’ during a video conference, because you feel a literal barrier (the computer screen) between you and the teacher you are talking to. Having an agenda will help keep the conversation focused to maximize the time you are spending together. An agenda will also help you as the coach prepare resources for your teachers ahead of time, as well as allow the teacher to prepare any questions they may have for you during the conference.

Tip #3: Share Your Screen

One of the most difficult elements of virtual conferences is the inability to walk teachers through the use of digital tools, side by side. As an instructional coach, we often help teachers learn about new tools by sitting with them, showing them where to click, and helping them develop lessons and activities with that tool. In a virtual conference, it becomes more difficult to collaborate because you aren’t necessarily seeing what the teacher is seeing. This is why sharing your screen is an essential tool to virtual coaching.

Recently, I was on the phone with one of my teachers and they were having an issue with a Google Form. I kept asking if they saw a particular icon to click on, and they just weren’t finding it. After an extended conversation, we realized that we were not looking at the same thing. Once we both got on the same page, the conversation was able to run smoothly, but having the ability to share your screen is a huge benefit in problem solving and working cooperatively with your teachers. Most video conferencing platforms will have a button within the video conference to engage this feature. What is great about screen sharing, is anyone can share their screen so you and your teacher can take turns showing what you’re looking at based on the needs of the conversation.

Tip #4: Smile and Have Fun!

Last, but certainly not least, just smile, be yourself and have fun. These are the same teachers you have been working with all year. You have already done the legwork to build a relationship with them, this is just about maintaining that relationship. There will likely be a natural awkwardness in your first few video conferences, but I promise that your teachers do not care if you are in your sweatpants, and they don’t care what your hair looks like. In times of crisis, teachers just need their support system. I had a teacher FaceTime call me the other day just so she could see and hear a real person. Video conferencing is about your connection with the teacher and helping them through these times as best you can.

Need more video conferencing support? Learn how to use Google Meet in 1 hour from an experienced trainer in our live, interactive Distance Learning Design Sessions.

 

 

Megan Purcell is a Digital Learning Specialist and Certified Dynamic Learning Project coach in Carrollton-Farmers Branch ISD located in Carrollton, TX. She enjoys working with teachers to help them elevate their teaching through the use of impactful technology tools and strategies. Megan holds a masters degree in Educational Technology, which she earned overseas at the National University of Ireland in Galway, in addition to being a certified Microsoft Innovative Educator and Apple Teacher. She is a former high school English teacher who loves learning, technology, and helping make life easier for her teachers. She believes that every student should have access to current technology in order to develop 21st century skills necessary for participating in a global society.