Google Keep for Instructional Coaches: Building an Effective Short-Term Memory System To Help You Stay Focused and Organized

As an instructional coach, my role is to support teachers and school buildings by providing guidance, sharing best practices, and helping to implement new teaching strategies. To effectively manage these responsibilities, I need tools that can help me stay organized and focused. One tool that has been incredibly useful for me is Google Keep, a free and easy-to-use note-taking application that you can find on the right hand side of most Google Workspace apps such as Gmail, Google Docs, and Google Slides. I have been using Google Keep to help me stay organized and serve as my “short-term brain” for several years due to it’s ease of use on my iPhone and iPad.

Google Keep isn't the only system that I use to “keep” myself organized. To be honest, I use it primarly for short term memory capture. In other words, when I'm out and about meeting with staff members, I geneerally use Google Keep to capture quick thoughts, audio, and photos that I can later organize using my Instructional Coaching Data Dashboard & Command Center system. I find that the combination of using both a short-term and long-term system has helped me not only get organized, but stay as organized and productive in the classroom as possible.

In this blog post, I'll share in detail how I use Google Keep to stay organized and focused throughout my busy days.

Why I Love Google Keep for Instructional Coaching

Google Keep is a versatile and user-friendly note-taking app that I can access from anywhere on any of my devices. It allows me to take notes, create lists, set reminders, and share notes with others. Here are some reasons why I find Google Keep perfect for my role as an instructional coach:

• It's free to use: As educators, we often work within tight budgets. The fact that Google Keep is free makes it accessible to everyone.
• It's available on all platforms: Whether I'm on my computer, tablet, or smartphone, I can access my notes. This flexibility is essential given the different environments I work in.
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• It has a simple and intuitive interface: I don't have time to learn complex systems. Google Keep's straightforward design means I can start using it effectively almost immediately.
• It allows for real-time collaboration: Working with teachers and administrators often requires immediate feedback and input, and Google Keep facilitates this seamlessly.
• It's reliable and secure: I need to trust that my notes and data are safe, and Google Keep provides that security.

Setting Up Google Keep for Daily Use

Creating Notes and Lists

One of the primary functions of Google Keep that I use daily is the ability to create notes and lists. These features help me keep track of my tasks, meeting notes, and important reminders.

1. Daily To-Do Lists: I create a daily to-do list to keep track of tasks that need to be accomplished. This includes meetings with teachers, classroom observations, and administrative tasks. For instance, my list might look like this:
   • 9:00 AM: Meeting with Grade 5 teachers
   • 10:30 AM: Classroom observation in Ms. Smith's class
   • 1:00 PM: Developing professional development materials
2. Meeting Notes: During meetings with teachers and administrators, I jot down notes in Google Keep. I organize these notes into different folders for quick reference later. For example, I have folders for “Staff Meetings,” “Grade-Level Meetings,” and “One-on-One Sessions.”
3. Reminders: I set reminders for important tasks and deadlines. Google Keep notifies me at the specified time, ensuring that I never miss an important event. For example, I might set a reminder to follow up on an action item from a meeting.

Organizing Notes with Labels and Colors

Google Keep allows me to organize my notes using labels and colors, making it easier to categorize and find them.

1. Labels: I create labels for different categories, such as “Meetings,” “Classroom Observations,” “Professional Development,” and “Administrative Tasks.” Applying these labels to my notes helps keep everything organized. For example, all notes related to “Professional Development” can be easily found with a single click.
2. Colors: I assign different colors to my notes based on their priority or category. For example, I use red for urgent tasks, blue for meeting notes, and green for classroom observations. This visual differentiation helps me quickly identify the type of note at a glance.

Using Voice Dictation and Adding Media

Google Keep offers additional features that are particularly useful for my role. I often use voice dictation to create notes hands-free and add images and audio to my notes.

1. Voice Dictation: The voice dictation feature allows me to quickly create notes without typing, which is especially useful when I'm on the go or need to capture ideas quickly. For instance, after a classroom observation, I can dictate my impressions and feedback directly into Google Keep.
2. Adding Images and Audio: I enhance my notes by adding images and audio recordings. For example, I can take photos of whiteboard notes during a meeting or record audio feedback for a teacher. These multimedia elements make my notes richer and more informative.

Collaborating with Staff Members

Sharing Notes

One of the key features of Google Keep is the ability to share notes with others. I use this feature to collaborate with teachers and administrators effectively.

1. Sharing Meeting Notes: I share my meeting notes with teachers and administrators to ensure that everyone is on the same page, facilitating better communication and collaboration. For example, after a grade-level meeting, I can share the notes with all participants to ensure that everyone has access to the discussed points and action items.
2. Collaborating on Projects: Google Keep allows me to collaborate on projects with teachers. For example, I can create a shared note for a professional development workshop and add ideas and resources together. This collaborative approach ensures that everyone contributes and has access to the latest information.

Real-Time Collaboration

Google Keep's real-time collaboration feature means that multiple users can edit a note simultaneously. This is particularly useful when I need to work closely with teachers and administrators.

1. Classroom Observations: During classroom observations, I take notes and share them with the teacher in real-time. This allows for immediate feedback and discussion. For instance, if I observe a new teaching strategy in action, I can quickly share my notes and thoughts with the teacher, facilitating an immediate conversation about its effectiveness.
2. Professional Development: I collaborate with teachers on professional development plans using Google Keep. We share resources, set goals, and track progress together. For example, we might create a shared note outlining the goals for a professional development session, along with links to relevant resources and a timeline for achieving those goals.

Staying Focused and Organized Throughout the Day

Using Reminders and Pins

Google Keep offers several features that help me stay focused and organized throughout the day.

1. Reminders: I set reminders for important tasks and deadlines. Google Keep notifies me at the specified time, ensuring that I stay on track. For instance, if I have a deadline for submitting a report, I set a reminder a few days in advance to ensure I allocate enough time to complete it.
2. Pins: I pin important notes to the top of my list so that they are always easily accessible. This is particularly useful for notes that I need to reference frequently. For example, I pin my weekly schedule to the top so I can quickly glance at it throughout the day.

Searching and Filtering Notes

Google Keep has a powerful search feature that allows me to quickly find specific notes based on keywords or labels. This is incredibly helpful for locating important information.

1. Keyword Search: I use the search bar to find notes based on specific keywords. This is useful for quickly locating meeting notes or classroom observation feedback. For example, if I need to find notes on a specific teaching strategy discussed in a meeting, I can simply search for that strategy's name.
2. Filtering by Labels: I filter my notes by labels to view all notes related to a specific category. For example, I can filter by the “Meetings” label to view all my meeting notes. This feature helps me stay organized and ensures I can quickly find relevant information when needed.

Using Checklists

Google Keep allows me to create checklists, which are particularly useful for staying organized.

1. Task Checklists: I create checklists for my daily tasks and mark them off as I complete them. This helps me stay organized and ensures that I complete all my tasks. For example, my daily checklist might include tasks such as “Review lesson plans,” “Conduct classroom observation,” and “Prepare professional development materials.”
2. Project Checklists: I use checklists to break down larger projects into smaller, manageable tasks. This keeps me focused and helps me make progress on my projects. For instance, if I'm organizing a professional development workshop, my checklist might include tasks such as “Book venue,” “Invite speakers,” and “Prepare materials.”

Integrating Google Keep & Other Tools

One of the advantages of using Google Keep is its integration with other Google Workspace tools. This allows me to streamline my workflow and ensure that all my important information is connected.

1. Google Calendar Integration: I can create reminders in Google Keep that are automatically added to my Google Calendar. This ensures that all my appointments and deadlines are in one place. For example, if I set a reminder for a meeting in Google Keep, it will appear on my Google Calendar, helping me stay on top of my schedule.
2. Google Docs Integration: I can easily copy my notes from Google Keep into Google Docs. This is useful for creating more detailed documents based on my notes. For instance, if I take notes during a meeting in Google Keep, I can later copy those notes into a Google Doc to create a detailed meeting summary or report.
3. Notion Integration: As I mentioned above, Google Keep is simply used as a short-term memory unit. If a teacher quickly asks for a favor, I usually open up Google Keep and take a short note or use it's powerful dictation feature to speak into the application for easy transcribing. Once I'm back at my desk, I always transfer whatever needs greater attention into my Instructional Coaches Data Dashboard and Command Center system in Notion so that I can organize and keep track of all staff requests. For more information, please click on the graphic below.

What is “KEEP”ing you from trying Google Keep today?

Google Keep is a powerful and versatile tool that helps me stay focused and organized throughout my busy days as an instructional coach. Its user-friendly interface, real-time collaboration features, and ability to create and organize notes make it an ideal solution for managing the various responsibilities of my role. By using Google Keep, I can enhance my productivity, improve communication with teachers and administrators, and provide better support to my school community.

Whether I'm taking notes during meetings, setting reminders for important tasks, or collaborating with teachers on professional development plans, Google Keep has the features I need to stay organized and focused. I encourage other instructional coaches to give Google Keep a try and see how it can help in their roles.

Embrace the power of Google Keep and discover how it can transform the way you work, making your day more efficient and your support for teachers more impactful. With its array of features designed to keep you organized and connected, Google Keep is an indispensable tool for any instructional coach looking to make a difference.