Lesson Objectives

• Understand how AI tools can help stretch limited resources

• Learn practical automation strategies that save both time and money

• Discover how to reframe budget constraints as innovation catalysts

Do Now

Before we get started, take a moment to reflect on one repetitive task that consumes at least 30 minutes of your week. What would it mean for you to reclaim that time? What value could you create instead? Keep this task in mind as we explore today's solutions.

Quick AI Win: Try this prompt to analyze your calendar and find hidden time-savers ↓

Analyze this screenshot of my calendar and identify:
1. Patterns of meetings that could be consolidated or eliminated
2. Time blocks that could be optimized for deep work
3. Recurring commitments that might be automated or delegated
4. Suggestions for creating better boundaries around my time
5. One specific automation that could save me at least 1 hour weekly

Based on these observations, suggest a revised weekly schedule that would give me at least 20% more focused work time. Keep in mind that there are meeting I cannot cancel, so suggesting that will not be feasible. Please ask me clarifying questions until you are 95% certain you can provide me with expert-level guidance.

What We’re Working with Today

Today we'll explore how AI and automation can help educators and administrators do more with less during times of budget constraints. After recent administrative budget meetings, I've been thinking deeply about how we can use technology not just as a nice-to-have, but as an essential strategy for maintaining quality education when resources are limited.

I Do, We Do, You Do

I Do: Here’s What I Created

This week, we explored a class projections automation system in my course that could save administrators hours of tedious work during transition season. This system takes current class placements, references a database to determine the next school placement, automatically moves students without special flags, and creates a prioritized list of students needing custom placement with suggested moves based on historical data.

Tools I used:

• Google Sheets with custom formulas to handle the data processing

• Apps Script to automate the workflow between spreadsheets

• Claude to analyze complex placement cases and suggest options

• Make.com / n8n for the automation (I have built out the simple data transfer through Make, but realize the custom placement system is better automated through AI agents in n8n. Build in progress.)

The best part? This entire system costs virtually nothing to implement (the bulk of this could be automated just using existing Google Workspace and Apps Script) and can save administrators at least 15-20 hours during each projection cycle—critical time that can be redirected to more pressing issues.

We Do: Let’s Build This Together

Follow this step-by-step guide to create your own "Resource Multiplier" automation:

1. Identify your resource drain: Choose a task that takes significant time but delivers minimal unique value (grading multiple-choice assessments, formatting documents, sending routine updates)

2. Map the process: Break down every step of this task and identify which parts require your unique expertise and which are purely mechanical

3. Create your prompt template: Using the structure below, develop an AI prompt that handles the mechanical aspects:

I need to [specific task]. Here are the parameters:
- [Context/background]
- [Specific instructions]
- [Format requirements]
- [Examples if available]

Please complete this task while optimizing for [key value]. Ask me clarifying questions until you are 95% certain you can provide me with expert-level guidance on this important task.

4. Test and refine: Run your solution with a small batch, measure the time saved, and adjust your approach

Remember, automation isn't about replacing the human element—it's about liberating your time for the aspects of education that truly require your expertise and care.

You Do: Your Mini Task for the Week

Now it's your turn! Identify one budget-sensitive area in your workflow and design an AI-powered solution that addresses it.

Create a simple "Resource Impact Statement" that includes:

• Current resource cost (time, money, materials)

• Proposed AI/automation solution

• Expected resource savings

• What you'll do with the reclaimed resources

Then, plan how you will build this out using AI and automation.

Bonus Fun Prompt:

Create 5 educational puns that combine:
1. A classic educational concept or classroom item
2. A modern technology term
3. A twist that makes it groan-worthy

Then, create a "How it started vs. How it's going" meme concept for each one that shows the evolution of education from traditional to AI-enhanced. Make these funny enough that teachers would actually want to share them in the staff lounge. Extra points if they're so bad they're good!

Think-Pair-Share

• Think of 3 areas where your school or district is facing resource constraints

• Pair up with a colleague to brainstorm AI solutions for at least one of these areas

• Share your ideas with our community of educators and connect with other Edumators who are transforming their classrooms with AI and automation.

Exit Ticket

Looking for a live hands-on course on AI and Automation? Our first cohort is currently in session. Join the AI & Automation for Educators Course Waitlist to be informed about future sessions!

Do you know a parent of a student with special needs that wants to learn how to better advocate for their child? Share our SPED Code Advocacy Guide blog with them!

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Ready to explore automation and take control of your processes? Join the FREE 30-Day AI & Automation Email Course for Educators to learn how to build solutions tailored to your needs.

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