33 productivity frameworks.
Practical productivity frameworks to plan your week, protect focus time, and keep ALN priorities moving.
Eisenhower Matrix
Urgent vs. Important Grid • Eisenhower / Stephen Covey (7 Habits)
Sort tasks into four quadrants: Urgent+Important, Important Not Urgent, Urgent Not Important, Neither.
ALNCo Value:
Stop firefighting. Identify which tasks actually move ALN provision forward vs. just keeping you busy.
Example: Put "Statutory IDP review due tomorrow" in Urgent+Important. "Improve provision mapping system" goes in Important Not Urgent.
GTD Inbox
Getting Things Done • David Allen
Capture everything → Clarify → Organize → Review → Do. Turn vague concerns into clear next actions.
ALNCo Value:
Stop losing track of parent emails, staff concerns, and half-finished tasks. One inbox, zero mental clutter.
Example: Teacher says "Dylan is struggling". Turn it into: "Email class teacher for reading scores by Friday".
Pomodoro Focus Timer
25-Minute Focus Sessions • Francesco Cirillo
Turn 25-minute focus blocks into real progress on IDPs, systems and casework.
ALNCo Value:
Beat overwhelm and just start. Break big ALNCo tasks into small, doable sprints.
Example: Set timer for 25 minutes. Work through IDP outcomes. Take a 5-minute break. Repeat.
Kanban Board
Visual Workflow Management • Toyota / Agile (Trello, Jira)
Move learners through stages: Concern → Monitoring → Targeted Support → ALN Decision → IDP.
ALNCo Value:
See at a glance: which learners are stuck in monitoring, which IDPs are overdue, what needs attention.
Example: Drag "Ceri Jones" from "Monitoring" to "Targeted Support" when intervention starts.
80/20 Reflection Framework
Pareto Principle • Business Strategy / Productivity
20% of your actions create 80% of your impact. Identify high-impact work and eliminate time drains.
ALNCo Value:
Stop wasting time on low-impact busywork. Focus on the few tasks that actually improve outcomes.
Example: Reflect on your week: "Which 3-5 actions moved learners forward most?" Plan next term around those.
SMART Goals
Specific, Measurable, Achievable • Management Frameworks (1980s)
Turn vague intentions into trackable goals with clear deadlines and success criteria.
ALNCo Value:
No more "I should probably..." Set clear ALNCo strategic goals and track progress termly.
Example: Goal: "All Year 7-9 IDPs reviewed by Easter (March 28)" instead of "Review more IDPs".
OKRs Dashboard
Objectives & Key Results • Intel / Google
Set inspiring objectives with 2-4 measurable key results. Track strategic ALNCo priorities.
ALNCo Value:
Move from reactive firefighting to proactive strategy. Measure what matters for ALN provision.
Example: Objective: Strengthen early identification. Key Results: 100% staff trained, 90% concerns triaged in 2 weeks.
Weekly Review Ritual
Reflection + Planning Cadence • GTD / Leadership Books
Friday review: What moved forward? What needs attention? Monday reset: Pick 3 must-dos.
ALNCo Value:
Stay on top of commitments without Sunday night panic. Clear inboxes, plan intentionally.
Example: Friday 3pm: Review overdue IDPs, upcoming meetings. Monday 8am: Choose 3 big tasks for the week.
1-3-5 Daily Rule
Task Prioritization • Productivity Coaching
Each day: 1 big task, 3 medium tasks, 5 small tasks. Prevent overwhelm and overcommitment.
ALNCo Value:
Stop creating impossible to-do lists. Focus on what you can realistically achieve today.
Example: Big: Complete complex IDP review. Medium: Plan intervention group. Small: Confirm 2 meeting dates.
Ivy Lee Method
Tomorrow's Big 6 • Ivy Lee / Productivity Expert (1918)
Write down the 6 most important tasks for tomorrow, in order. Start at #1 and don't move on until it's done.
ALNCo Value:
End each day by choosing tomorrow's 6 priorities. Forces you to decide what really matters next, not just "sometime".
Example: At 3pm: List tomorrow's 6 tasks: (1) Complete Megan's IDP review, (2) Email parents re: intervention group, (3) Observe Year 4 TA support.
Time Audit
Track Your Real Work Patterns • Business Consulting / McKinsey
Track how you actually spend time for a week, then compare it with what you thought you were doing.
ALNCo Value:
See how much time goes on meetings, emails, behaviour crises, IDPs, and proactive work. Great evidence for SLT workload conversations.
Example: Tag time blocks all week: "Meetings 12hrs, Email 6hrs, IDPs 4hrs, Firefighting 8hrs". Share pie chart with leadership team.
Task Batching
Group Similar Tasks • Lean Manufacturing / GTD
Group similar tasks (emails, calls, approvals) to reduce switching costs and speed everything up.
ALNCo Value:
Batch IDP tweaks, parent emails, concern form reviews, provision mapping updates. Get into flow for one type of task.
Example: Tuesday 2-3pm: Batch Mode. Process all 7 "Email Parents" tasks and 4 "IDP Edits" in one focused session.
RACI Matrix
Responsibility Clarity • Project Management / Corporate
Who is Responsible, Accountable, Consulted, Informed on each task. Stops "I thought someone else was doing it".
ALNCo Value:
For big processes (transition, IDP transfer, new provision model), define R/A/C/I. Reduces "everything ends up on the ALNCo's plate".
Example: IDP Review: R=Class Teacher, A=ALNCo, C=EP, I=Parents. Share chart with SLT to clarify ownership.
MoSCoW Prioritisation
Must / Should / Could / Won't • Product Management (1990s)
Prioritise features/actions: Must have, Should have, Could have, Won't have (now). Avoid trying to do 30 "priority" things at once.
ALNCo Value:
Planning provision changes or ALNCo action plan for the year? Use MoSCoW to decide what truly must happen first.
Example: Must: All statutory IDP reviews by deadlines. Should: Train TAs on new intervention. Could: Update provision map format. Won't: Redesign entire ALN policy (yet).
Checklists
The Checklist Manifesto • Atul Gawande / Aviation
Standard checklists for critical repeatable tasks. Used in aviation, surgery, and project management.
ALNCo Value:
Checklists for IDP transfer process, person-centred review prep, ALN decision pathway, start/end-of-year routines.
Example: IDP Transfer Checklist: (1) Export from old system, (2) Check dates/signatures, (3) Upload to new school, (4) Confirm receipt, (5) Log completion.
SOPs / Playbooks
Standard Operating Procedures • Business Operations / ISO
Written "this is how we do X" documents for recurring processes. Reduces decision fatigue and inconsistency.
ALNCo Value:
SOPs for: responding to new concerns, escalating behaviour cases, requesting external advice, transition planning by year group.
Example: SOP: "New Concern Response" - (1) Triage within 48hrs, (2) Assign category, (3) Email class teacher, (4) Log in tracker, (5) Schedule review.
Parkinson's Law
Shrink the Container, Speed Up the Finish • C. Northcote Parkinson
Work expands to fill the time available. Shrink the container, speed up the finish. Define tight bounds → Start fast → Ship.
ALNCo Value:
Give common tasks short, clear time boxes so they don't sprawl: 20 mins to polish an IDP section, 15 mins to triage email, 10 mins to prep a parent call. Lighter perfectionism, more progress.
Example: "Update Outcome 2 language for KRR." → Set a 20-minute timer. Draft → quick proof → publish for QA. If truly unfinished at 20 mins, schedule one focused follow-up block.
Maker / Manager Schedule
Protecting Deep Work • Cal Newport / Paul Graham
Managers live in meeting slots; "makers" need long, uninterrupted blocks. Many leaders blend both roles.
ALNCo Value:
ALNCos are part manager, part maker. Design your week: Mornings = maker time (no meetings, deep IDP work). Afternoons = manager time (meetings, firefighting).
Example: Block Monday-Wednesday 8:30-11am as "Protected Focus Time" for strategic work. Grey out meeting slots. Keep afternoons for reactive work.
Delegation Matrix
Skill–Will / Who Should Do What • Leadership Coaching / Ken Blanchard
Leaders decide what to keep, delegate, coach or automate based on others' skill/willingness.
ALNCo Value:
Decide: What can TAs own? What can class teachers lead (with ALNCo support)? What truly must stay with the ALNCo? Reduces "I'll just do it, it's quicker" traps.
Example: Task list: Mark each as Keep (complex IDP reviews) / Delegate (TA schedules) / Coach (teacher concern forms) / Drop (non-essential reports).
Deep Work Schedule
Protected Focus Blocks • Cal Newport
Plan focused blocks for your highest-value work, protect them fiercely, and review what moved the needle. Identify → Block → Defend → Review.
ALNCo Value:
Cut through constant email and corridor questions. Ring-fence 2× 60–90-minute "Deep Work" blocks for IDP QA, provision mapping, or complex case analysis. One protected calendar, fewer late nights.
Example: "Draft KRR's intended outcomes and cross-check evidence." → Book 09:30–11:00 Tue/Thu. Phone on Do Not Disturb. Door sign: Planning in progress—available at 11:05.
Habit Stacking
Micro-Habits That Stick • James Clear / Atomic Habits
Pair a new micro-habit with something you already do so it sticks—no willpower theatrics. Anchor → Add → Align → Automate.
ALNCo Value:
Turn routine touchpoints into momentum: after morning briefing (anchor), spend 3 minutes logging wins/barriers for your Provision Map; after lunch, clear the top 3 quick replies.
Example: "After I make my first coffee, I'll open the IDP Tracker and update yesterday's reviews." Small action → daily progress → less end-of-term catch-up.
Autopilot Schedule
Your Default Week • Knapp & Zeratsky / Cal Newport
Design a default week so recurring work runs on rails. Template your week → Batch tasks → Time-box → Tweak weekly.
ALNCo Value:
Set fixed slots for PCP prep, staff coaching, class drop-ins, inbox triage, and parent callbacks. When the calendar drives, you decide once—not 40 times a day.
Example: Mon/Wed 08:30–09:00 Inbox Triage; Tue 11:00–12:00 IDP drafting; Thu 13:00–14:00 Provision Map updates; Fri 14:30–15:00 "Loose Ends" sweep. Meetings book around these.
Two-Minute Rule
Do It Now or Schedule It • David Allen / Getting Things Done
If it takes under two minutes, do it now. If not, capture it and schedule the next action. Spot → Do (≤2m) → Or Capture & Plan (>2m).
ALNCo Value:
Stop micro-tasks from snowballing: log a parent concern, send a quick clarification to a teacher, file a note to the learner's record—done before it clutters your head.
Example: Teacher asks for TalkAbout group timings. Under two minutes? Reply with "Weds 10:30–11:00, small group, weekly." Over two minutes? Add task: "Confirm Spring timetable with TA team → due Friday."
MIT Method
Most Important Task • Brian Tracy / Ivy Lee
Pick the single task that moves the needle most—and do it first. Choose one → Start early → Finish before anything else.
ALNCo Value:
Name today's MIT (e.g., "QA KRR IDP draft"). Do it before inbox, drop-ins, or meetings. Protect 60–90 mins and ship a usable version.
Example: MIT = "Write Outcome 1 with evidence links." Block 09:00–10:30. Door sign on. After completion, then open email.
Time Blocking
Time-Block Planning • Cal Newport
Give every hour a job. Plan focused blocks for real work, admin, and recovery. Sketch your day → Block tasks → Buffer → Adjust once.
ALNCo Value:
Block slots for IDP drafting, PCP prep, walk-arounds, calls, and inbox triage. Fewer ad-hoc decisions; more progress.
Example: 09:00–10:30 IDP (KRR) • 10:30–11:00 Inbox • 11:00–12:00 Class drop-ins • 13:00–14:00 Parent calls • 14:00–15:00 Provision Map.
Eat That Frog
Do the Hardest Thing First • Brian Tracy
Tackle the biggest, ugliest task first thing while energy is highest. Identify the "frog" → Start immediately → No nibbling around it.
ALNCo Value:
Choose the high-impact, high-effort task (e.g., complex IDP rewrite, multi-agency summary) and finish a solid draft before 11am.
Example: Frog = "Draft SLN transition plan." 08:45–10:45 deep focus. Only after that: meetings and email.
Context Lists
Next Actions by Context • David Allen / GTD
Group actions by where/how you can do them (Calls, Computer, In-school, Errands) to work efficiently. Clarify next action → Assign context → Do a bunch together.
ALNCo Value:
When you have 30 mins at your desk, blast through "Computer" tasks (SIMS updates). Walking to reception? Knock out "Calls" (parent callbacks). Match the list to the moment.
Example: Contexts: 📞 Calls (parents, SaLT), 💻 Admin (IDP edits, MIS notes), 🏫 In-school (teacher check-ins), 📤 Waiting-For (chase dates). Run the matching list during each block.
Energy Audit
Map Your Day by Energy • Peter Drucker / Make Time
Map your day by energy, not just time—do hard work when you're sharp and low-value tasks when you dip. Notice → Name peaks/dips → Match tasks → Adjust.
ALNCo Value:
Schedule IDP drafting and complex analysis in your peak window; place email/admin and quick callbacks in your post-lunch lull. Protect one recovery slot daily.
Example: Peak 09:30–11:30 = IDP QA; Mid 12:30–13:00 = Inbox; Dip 14:00–14:30 = corridor check-ins; Late 15:00–15:30 = Provision Map tidy.
4 Ds
Inbox Triage • Inbox Zero / GTD
Decide fast with four options: Delete, Delegate, Defer, Do (≤2 min). One pass → Clear queues → Keep only what matters.
ALNCo Value:
Triage parent emails, teacher requests, and forms without ruminating. Keep your queue lean and moving.
Example: Email about attendance data → Delegate to admin (with template). Newsletter → Delete. Multi-step request → Defer (create task with next action). Simple yes/no → Do now.
Parking Lot
Meeting Focus • Facilitation / GTD Someday-Maybe
Capture off-topic ideas so meetings stay on track—without losing good thoughts. Acknowledge → Park → Timebox review → Assign if needed.
ALNCo Value:
During PCP/ALN decision meetings, park tangents (e.g., whole-school policy questions) and return at the end or move to a future agenda.
Example: While discussing KRR's outcomes, "TA timetables for next term" goes to Parking Lot → reviewed in the last 5 minutes → action created for ALNCo team meeting.
Ultradian Rhythm
90–120 Minute Focus Cycles • R. Kleitman / Deep Work
Work with your biology: focus hard for ~90 minutes, then recover for 10–20. Repeat. Sprint → Break → Repeat → Protect capacity.
ALNCo Value:
Plan two deep sprints (AM/PM) for cognitively heavy work; follow each with a real break—walk, water, no email.
Example: 09:30–11:00 IDP outcomes; 11:00–11:15 walk/stretch; 13:15–14:45 Provision Map analysis; 14:45–15:00 reset, then lighter admin.
ALNCo Annual Calendar
Year Planner • ALN Made Simple Tool / Year Planner (ALN Code Wales aligned)
See the whole ALN year at a glance—key dates blocked, reviews on time, evidence tidy. Plan → Track → Nudge → Deliver.
ALNCo Value:
Map IDP reviews, annual reviews, transitions, and statutory checkpoints across Sept–July. Colour-coded status and smart reminders keep nothing slipping.
Example: Import term dates → auto-populate review windows → assign owners → reminders at 21/14/7 days pre-review.
Time Boxing
Fixed Duration Tasks • Agile / Time Management
Assign fixed time to tasks regardless of complexity. When time expires, move to the next task. Stops perfectionism and endless polish.
ALNCo Value:
Timeboxing IDP sections (30 mins each), meeting prep (20 mins), email batches (15 mins) keeps you moving and prevents deep work becoming endless.
Example: Set 40-min timer for "Draft Outcome 1". When timer expires, move to next outcome even if not perfect. Polish in second pass if needed.
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