Every so often, it is worth hitting “refresh,” not just on your inbox, but on the roles and responsibilities of those you work alongside every day. As principals, we know how easy it is for duties to expand, overlap and evolve without much reflection. Taking time to intentionally evaluate who does what and why can boost empowerment, reduce burnout, and bring renewed energy to your leadership team.
Step 1: Pause and Reflect
Start with yourself. What tasks are taking most of your time and energy? Which responsibilities could be shared, delegated, or reimagined? Jot these down as a “what if” list. Maybe you have been overseeing every state testing detail or attending the lion’s share of school events yourself. Could another team member take the lead or rotate those duties to share the load?
Step 2: Listen and Learn
Meet individually with your Assistant Principals, Deans and Administrative Assistants to talk through their current responsibilities. Ask questions like:
- What parts of your job give you energy?
- What parts drain it?
- What is one thing you would like to take on or let go of this semester?
You might find that your AP who manages discipline every day would love to lead instructional rounds, or your dean who supervises lunches might enjoy coordinating the Student Advisory Council or mentoring student leaders. Small adjustments can make a big difference in both motivation and performance.
Step 3: Realign and Refresh
Look for opportunities to match people’s strengths with school needs. If one assistant principal excels in relationship building, perhaps they could oversee clubs, activities, or peer mentoring programs. If another has strong organizational skills, they might coordinate MTSS meetings or manage state testing. Reassigning parts of discipline or attendance oversight can also help balance workloads while keeping each leader connected to students in meaningful ways.
Step 4: Include Your Support Staff
Your office and administrative teams benefit from this same reflection. Consider a “role refresh” conversation with your main office or counseling support staff. Maybe one person wants to lead communication for the newsletter or track athletics schedules, while another prefers data organization or event coordination. Adjusting duties can bring fresh energy to the whole office.
Step 5: Choose the Right Timing
While this can be a great summer planning activity, it might be even more valuable in the fall. By then, the rhythm of the year is established, and everyone has a clearer sense of what is working and what is not. A midyear refresh can spark new energy, improve efficiency, and strengthen your team heading into the second semester.
Step 6: Share the Big Picture
If you do not already have a Roles and Responsibilities chart that is shared with your entire staff, now is the perfect time to create one. A clear chart promotes transparency, reduces confusion, and helps everyone know whom to go to for support. It is also a great reference for new staff members or substitutes. One of my personal goals this year is to do the same for my own building team to improve communication, alignment and clarity for everyone.
So grab a coffee, pull out those job descriptions, and take a fresh look at how your team’s talents are being used. A little intentional reflection can lead to a more balanced, energized and fulfilled leadership team ready to take on whatever comes next.