Effective Principals Don’t Wing It… They Calendar It

Ask any principal how they’re doing, and you’ll probably hear, “Busy!” But being busy isn’t the same as being effective. If you’re not careful, the whirlwind of daily demands can keep you spinning while pulling you away from what matters most: leading learning.

The truth is, your calendar is a mirror. It reflects your values, your priorities, and, ultimately, your impact. If your calendar doesn’t include protected time for instructional leadership, don’t be surprised when it doesn’t happen. It’s not about intent. It’s about structure.

Make the Meeting That Matters Most

One of the most powerful habits a principal can build is a weekly calendar meeting with their administrative assistant. Make it non-negotiable. Block time to align on the coming week…before it begins. This is when you protect time for what matters most: being in classrooms, attending PLCs, and coaching your teachers.

Don’t forget to block off time for deep work. Yes, you’ll need office time, but not the kind that’s constantly interrupted. Block 45–60 minutes, three to four times per week when you can shut your door, silence your phone, and knock out priority tasks without distractions.

Let your assistant be your calendar bodyguard. When someone wants to “just drop in,” your assistant can kindly steer them toward a scheduled time, unless it’s truly urgent. Protecting your calendar is not about being inaccessible. It’s about being intentional. The more strategic you are with your office time, the less of it you’ll need, and the more time you’ll spend out on campus. And the more you are seen out of your office, the less people come looking for you there! It’s a beautiful reversal once you master intentional scheduling. 

Communicate Your Strategic WHY

You can’t surprise people by suddenly going from a full time open door policy to “please make an appointment to see me”. You have to communicate with your staff about your reasons for strategically scheduling your week. Let them know that you are prioritizing showing up in spaces where you are the instructional leader and partner they need in this work. When they see you out of your office more, they won’t be complaining that they can’t just drop in on you there.

Align as a Leadership Team

You don’t lead your campus alone. Share your calendar priorities with your leadership team during your weekly admin meeting. Coordinate coverage so someone is always available, but not everyone at once. While one administrator is holding down the front office or parent meetings, the others should be in classrooms, in PLCs, and in conversations that move learning forward.

If your whole team is reacting to the crisis of the day, no one is leading instruction. Spread out your availability so there’s always someone pushing the work while someone else manages the moment.

Tame the Email Beast

Let’s talk about your email. It often feels like a monster that’s trying to eat your whole day. If you're opening your inbox every time you sit down or open your phone, you're wasting more time than you realize. Try this: set three 15-minute blocks on your calendar each day for email: morning, mid-day, and end-of-day. That’s it.

During those times, open your email, act on what you can, and close it. The rest of the time? Let it sit. Your outgoing message can explain this. Let families and staff know that your priority is being in classrooms and learning spaces, and that you’ll respond within 24 hours. Let them know who to contact in the front office for urgent matters.

Empower your administrative assistant to triage your inbox. Spend time training them on which messages you need to see, which ones can wait, what can be deleted, and which ones can be delegated or handled without you. Have them sort your email into folders like:

• Action Required

• Read & Respond

• Needs Calendar Invite

• FYI

This is what instructional leadership looks like behind the scenes: clear systems that protect your time so you can show up where it counts.

Protect the Work That Matters

Instructional leadership doesn’t happen in the margins of your day. If you wait for a “free moment” to get into classrooms, that moment will seldom materialize. 

Start by owning your calendar…don’t let it own you. Use it to anchor your leadership in what matters most. When you plan with purpose, you make space for presence. Because real leadership doesn’t happen behind a desk, it happens in classrooms, hallways, and conversations that shape your school’s culture. Prioritize where you're needed most, and let your calendar prove it.