Pause, Reflect, Plan

Deanna Ashby, a leader coach with Studer Education in Madisonville, Ky., urges school leaders to pause and reflect before planning. PHOTO COURTESY OF DEANNA ASHBY

While leading his team during a strategic planning session, the superintendent of a 5,000-student suburban district shared this candidly with the group: “I am not sure about you, but last night when I got home at 8:45 p.m., I did not even know my own name. While it was a men-tally taxing day to say the least, I am so proud of the work we did as a team. Apologies if I was short with any of you — a product of knowing 6,313 things were going on while we were trying to do this especially important work.”

This superintendent certainly is not alone in harboring these feelings of exasperation. Why are school leaders losing their way? While reflecting on the dramatic developments of March 2020, I realized that schools had been turned inside-out. Our buffet-style cafeterias transformed into delivery systems or pick-up windows, our maintenance departments became sanitation services, and our instructional staff scrambled for ways to build virtual connections.

The many distractions that accompanied COVID-19 quickly invaded school district offices and classrooms at great speed. Parent complaints, divided school boards, diminished respect for educators and politicization of school issues became the new educational norm. Even 2½ years later, school administrators frequently describe the many challenges to staffing school buildings due to COVID-19 fatigue and the Great Resignation. Negative student behavior is leading to a greater need for discipline. Finally, administrators are dealing with a higher level of distrust expressed by frustrated parents.

Administrators have become so entrenched in these negative situations that we have lost sight of the big picture. Where are we today? It is time for a reset to remind ourselves why we are in education. Simon Sinek likens the why to “the reason we keep wearing the jersey of our hometown sports team even though they’ve missed the playoffs for 10 years and counting.” Are our teammates still wearing the jersey despite feeling defeated?

Why is the why so important? Amid the current educational turbulence, do we remember why we decided to become public school leaders? Kevin Cashman suggested in his book The Pause Principle that instead of asking how to get things done, we should ask the more important question: “Why am I doing this in the first place?” We need to reacquaint ourselves with the reason and purpose we chose this mission of education in the first place.

During my years as a superintendent, I often asked my team, “Do you still feel the excitement when you get ready to go to work like you did on your first day?”

Key Strategies

This is a time to pause, reflect and plan. I believe these key strategies can help leaders regain focus and reconnect to mission.

»PAUSE. A new school year and fresh start are here, and it is time to consider our professional missions and how best to achieve them. Cashman, co-leader of executive development at Korn Ferry, suggests practices called pause points to help gain focus, think creatively and solve problems. Pause points such as listening deeply, meditating, walking, journaling or taking a drive are all ways to regain focus.

When I was an elementary school principal, my pause to regain a focus on the mission always led me to a kindergarten classroom to read a book to children. The picture of them sitting “crisscross applesauce” on the carpet with eyes wide open helped me to refocus on what was important.

Administrators during a meeting should take time to pause and listen to others before responding. A new and unique perspective may be discovered. Pause before making assumptions about a situation. This can prevent miscommunication and misunderstanding. Many educators have experienced a “reply all” e-mail between colleagues debating a topic that becomes heated. Practice a pause point before replying to an e-mail sent out of anger or frustration.

Cashman suggests, “Step back often. Reflect, and become more aware of yourself, your colleagues and your mission.” Self-awareness of our leadership decisions causes us to pause. What keeps superintendents up at night besides the dreaded snow calls? Dan Rockwell, who manages the Leadership Freak blogsite, describes the actions that keep us awake as bad decisions or speaking harshly with someone. These reactions can “hide under our pillow every night,” he writes. Using pause points can help address these concerns and even potentially remove some altogether.

»REFLECT. How many times have we found ourselves feeling we do not have time to stop? We must complete a task right away because others depend on us. Taking time to reflect before acting can help regain perspective and increase productivity.

Gretchen Gavett, writing in the Harvard Business Review, says “reflection boosts performance.” Quoting from a study by Francesca Gino and Gary Pisano on how reflection about work leads to improved job performance, Gavett notes, “I don’t see a lot of organizations that actually encourage employees to reflect — or give them time to do it.” Instead, we push on, working harder and harder. Most employers do not provide reflection time. Have you ever said in a meeting, “Let’s take a moment to pause, reflect and ponder this decision before moving forward?” Reflection may be a helpful agenda item.

Reflection questions can help us refocus our thoughts. Examples include: Who am I centering my thoughts on today? Am I reflecting on the support staff such as the bus driver who provides the first good morning and last goodbye in the afternoon? What about the cafeteria worker who encounters each student while serving lunch? What is important toward achieving our mission? Are the steps we are taking the most efficient and effective use of time? Let reflection guide your next steps.

»PLAN. Often, we have heard it stated, “We’re building the plane while we’re in the air.” Planning and preparation take time, yet it seems as though we do not have time to give. Consider the ramifications if we do not take the time to formulate a plan. Ben Franklin said it best: “By failing to prepare, you are preparing to fail.”

Preparing for a return to normalcy may be harder than we think. A superintendent of an 11,000-student rural/suburban school district in Kentucky shared an interesting viewpoint about returning to “normal routines and traditions.” The district and school leaders were ready to return, but ironically after a two-year hiatus caused by COVID-19, what did normal look like?

“What I found is it took energy to re-think what we did and how we did it,” the superintendent related. “These events are so terribly important for our people who return us to a culture we all know and want to have in existence. Returning to our culture, traditions and norms is essential to reinvigorating the school environment and strong feeling of pride that our schools provide to our respective communities.”

Intentional Acts

How do we move forward at this pivotal moment in education? The Pareto Principle describes how 20 percent of our actions need to focus on results. Be intentional about devoting 20 percent of your daily activity toward strategic planning to reach your goal. Try blocking out time on your calendar to pause and reflect. Find an accountability partner for support and encouragement. Restructure your meeting agendas to include time for the entire team to pause, reflect and assess action alignment to mission.

Take actions and daily responsibilities to move the team in the right direction. Complete the unfinished projects. Celebrate wins and seize opportunities to thank others. Check in with staff on how to improve processes for greater efficiency and effectiveness. Define action steps for moving forward, and most importantly, act in a reflective manner.

Just like on a bus, the windshield is much bigger than the rearview mirror. Keep looking forward toward your destination.

DEANNA ASHBY, a retired superintendent, is a leader coach with Studer Education in Madisonville, Ky. Twitter: @ashby_de