Smarter Week

How to automate it

How to automate “deal with discipline incidents and write them up”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, every day
25%
of the time can be automated
Some setup
to set up

Fix 1 of 2

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

Fix 2 of 2

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

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

School administrator

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for School administrators