Smarter Week

AI and automation by role · frontline

How School administrators can use AI and automation

Below are 12 common tasks for School administrators, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Principal, Assistant Principal, Vice Principal, Head Teacher, Dean of Students, School Business Manager

Find your own hour leaks, free See the fixes

Task 1 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 2 · typically 60 min, every day

Deal with discipline incidents and write them up

AIBest fix

Dictate the incident right away and let AI write it up factually

Speak the facts into your phone straight after the incident; AI turns it into a neutral, structured write-up for the log. Faster, and more accurate than writing it at the end of the day.

Typically saves about 40% of the time5 min to set up
  1. 1Use voice typing on your phone or your school-approved AI app.
  2. 2Say what happened, when, where, who saw it and what you did. Use initials, not names.
  3. 3Use the prompt below.
  4. 4Check it, then enter it in your behavior or student system.
  5. 5Use only tools your school or district has approved for student data (FERPA). Leave out student names and private details unless the tool is approved for them.
Prompt to copy
Turn my spoken notes into a factual incident write-up with headings: Date and time, Location, What happened (facts only), Students involved (initials), Witnesses, Action taken, Follow-up needed. Neutral language, no opinions or labels. Do not add anything I did not say.

My notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Phone voice typing

One more way to fix it
AI

Have AI draft parent emails and newsletters, then translate them

Give AI the facts and the tone you want; it drafts a clear, kind message, including hard ones, and can translate it. You check and send.

Typically saves about 45% of the time5 min to set up
  1. 1Note the facts: what happened, what you need from the parent, next step.
  2. 2Use the prompt below in your school's approved AI tool.
  3. 3Read it carefully, especially for sensitive messages.
  4. 4Send it through your school messaging app, which can also translate.
  5. 5Use only tools your school or district has approved for student data (FERPA). Leave out student names and private details unless the tool is approved for them.
Prompt to copy
Draft a message to a parent about [SITUATION]. Facts: [FACTS, NO STUDENT FULL NAMES]. What I need from them: [ASK]. Tone: warm, respectful and direct. Start with something positive if true, keep it under 150 words, and avoid jargon. Do not promise anything I did not mention. Then give a short version for a text message.

Tools: MagicSchool, Brisk, Gemini for Education, Microsoft Copilot or Khanmigo for teachers · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 3 · typically 60 min, once a week

Write up classroom observations and evaluations

AIBest fix

Have AI turn your observation notes into the write-up against the framework

Type or dictate quick notes during the observation; AI organizes them under your evaluation framework (Danielson, Marzano or your own) with evidence and next steps.

Typically saves about 40% of the time5 min to set up
  1. 1Take time-stamped notes during the lesson.
  2. 2Use your district-approved AI tool with the prompt below. Use the teacher's role, not their name.
  3. 3Check every piece of evidence and rating is yours.
  4. 4Paste into your evaluation system.
Prompt to copy
Organize my classroom observation notes under the [FRAMEWORK NAME] domains: [LIST DOMAINS]. For each, quote the evidence from my notes, note a strength and one specific next step. Do not suggest ratings unless I gave them. Do not add evidence that is not in my notes.

Notes: [PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · District-approved AI tools

How to automate this task

Task 4 · typically 90 min, once a week

Sit in staff, department and planning meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

One more way to fix it
AI

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 5 · typically 45 min, every day

Arrange cover, duties and substitute teachers

Software featureBest fix

Let the absence system find substitutes and post cover

Absence management systems take teacher absences, offer the job to substitutes automatically and show who is covering what. No early-morning phone tree.

Typically saves about 45% of the time1 h to set up
  1. 1Check whether your district uses Frontline Absence Management, Red Rover or a staffing partner like ESS.
  2. 2Have staff report absences only through it.
  3. 3Set preferred substitutes per teacher or subject.
  4. 4Use the daily cover report for internal duties.

Tools: Frontline Absence Management · Red Rover · ESS

How to automate this task

Task 6 · typically 60 min, once a week

Write newsletters and messages to families

AIBest fix

Have AI draft parent emails and newsletters, then translate them

Give AI the facts and the tone you want; it drafts a clear, kind message, including hard ones, and can translate it. You check and send.

Typically saves about 45% of the time5 min to set up
  1. 1Note the facts: what happened, what you need from the parent, next step.
  2. 2Use the prompt below in your school's approved AI tool.
  3. 3Read it carefully, especially for sensitive messages.
  4. 4Send it through your school messaging app, which can also translate.
  5. 5Use only tools your school or district has approved for student data (FERPA). Leave out student names and private details unless the tool is approved for them.
Prompt to copy
Draft a message to a parent about [SITUATION]. Facts: [FACTS, NO STUDENT FULL NAMES]. What I need from them: [ASK]. Tone: warm, respectful and direct. Start with something positive if true, keep it under 150 words, and avoid jargon. Do not promise anything I did not mention. Then give a short version for a text message.

Tools: MagicSchool, Brisk, Gemini for Education, Microsoft Copilot or Khanmigo for teachers · ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Software feature

Send class messages and forms through a family messaging app

Apps like ParentSquare, ClassDojo, Remind and TalkingPoints send one message to every family, translate it automatically, show who read it, and collect forms and sign-ups.

Typically saves about 45% of the time20 min to set up
  1. 1Use the app your school already has.
  2. 2Post class updates once a week instead of single emails.
  3. 3Use built-in forms and sign-ups for permission slips and volunteers.
  4. 4Check read receipts and follow up only with families who did not see it.

Tools: ParentSquare · ClassDojo · Remind · TalkingPoints · Seesaw

How to automate this task

Task 7 · typically 180 min, once a month

Fill in district and state reports and data requests

AutomationBest fix

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

One more way to fix it
AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

How to automate this task

Task 8 · typically 60 min, once a week

Write emails and messages to parents

AIBest fix

Have AI draft parent emails and newsletters, then translate them

Give AI the facts and the tone you want; it drafts a clear, kind message, including hard ones, and can translate it. You check and send.

Typically saves about 45% of the time5 min to set up
  1. 1Note the facts: what happened, what you need from the parent, next step.
  2. 2Use the prompt below in your school's approved AI tool.
  3. 3Read it carefully, especially for sensitive messages.
  4. 4Send it through your school messaging app, which can also translate.
  5. 5Use only tools your school or district has approved for student data (FERPA). Leave out student names and private details unless the tool is approved for them.
Prompt to copy
Draft a message to a parent about [SITUATION]. Facts: [FACTS, NO STUDENT FULL NAMES]. What I need from them: [ASK]. Tone: warm, respectful and direct. Start with something positive if true, keep it under 150 words, and avoid jargon. Do not promise anything I did not mention. Then give a short version for a text message.

Tools: MagicSchool, Brisk, Gemini for Education, Microsoft Copilot or Khanmigo for teachers · ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Software feature

Send class messages and forms through a family messaging app

Apps like ParentSquare, ClassDojo, Remind and TalkingPoints send one message to every family, translate it automatically, show who read it, and collect forms and sign-ups.

Typically saves about 45% of the time20 min to set up
  1. 1Use the app your school already has.
  2. 2Post class updates once a week instead of single emails.
  3. 3Use built-in forms and sign-ups for permission slips and volunteers.
  4. 4Check read receipts and follow up only with families who did not see it.

Tools: ParentSquare · ClassDojo · Remind · TalkingPoints · Seesaw

How to automate this task

Task 9 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 10 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 11 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 12 · typically 15 min, every day

Answer the same questions from coworkers again and again

AIBest fix

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

One more way to fix it
Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?
You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.
Do you send class news and permission slips through a family messaging app?
Apps like ParentSquare or ClassDojo send one message to all families, translate it, and collect forms. You can see who has read it.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.

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