Smarter Week

AI and automation by role · frontline

How Teachers can use AI and automation

Below are 12 common tasks for Teachers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Classroom Teacher, K-12 Teacher, Special Education Teacher, Subject Teacher, Instructor, Lecturer

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Task 1 · typically 240 min, once a week

Grade work and write feedback for students

AIBest fix

Use AI to draft feedback against your rubric, then check it

Teacher AI tools can read student writing and draft feedback against your rubric. You check, adjust and decide the grade, so feedback gets faster and more consistent.

Typically saves about 35% of the time10 min to set up
  1. 1Use a district-approved tool: Brisk (inside Google Docs), MagicSchool, or Gemini in Google Classroom.
  2. 2Give it your rubric and the level of feedback you want.
  3. 3Read each draft and change anything that does not fit the student.
  4. 4You decide the grade; do not let the AI grade alone.
  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
Using this rubric: [PASTE RUBRIC], give feedback on the student work below for a [GRADE] student. Give two specific strengths with quotes from the work, two next steps written to the student in kind, plain words, and a suggested rubric level for each row with a one-line reason. Do not rewrite the work for them.

Student work (no name): [PASTE]

Tools: Brisk · MagicSchool · Gemini in Google Classroom · Microsoft Copilot

One more way to fix it
Software feature

Use self-marking quizzes that send scores to the gradebook

Quizzes in Google Forms, Microsoft Forms, Canvas or Wayground (formerly Quizizz) mark themselves and can send scores to the gradebook. You look at the results, not every paper.

Typically saves about 50% of the time30 min to set up
  1. 1Turn your next multiple-choice or short-answer check into a quiz in your platform.
  2. 2Set the answer key and points.
  3. 3Turn on grade sync or import scores to your gradebook.
  4. 4Use the results report to see which questions most students missed.

Tools: Google Forms quizzes · Microsoft Forms · Canvas or Schoology quizzes · Wayground (formerly Quizizz) · Formative

How to automate this task

Task 2 · typically 240 min, once a week

Plan lessons and build slides

AIBest fix

Have a teacher AI tool draft the lesson plan, slides and sub plans

Teacher AI tools draft a lesson, slides, an exit ticket or a full sub plan aligned to your standards in minutes. You bring the judgement and your class; it does the first draft.

Typically saves about 40% of the time10 min to set up
  1. 1Use the tool your school provides: MagicSchool, Brisk, Gemini for Education, Microsoft Copilot or Khanmigo for teachers.
  2. 2Give it the standard, grade level, time and what your class already knows.
  3. 3Use the prompt below, then edit for your students.
  4. 4Save good plans so you and your team can reuse them next year.
  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
Plan a [LENGTH]-minute lesson for [GRADE/YEAR] [SUBJECT] on [TOPIC], aligned to [STANDARD]. My students already know [PRIOR KNOWLEDGE]; [NUMBER] need extra support with [NEED]. Include: learning objective in student-friendly words, a 5-minute hook, direct teaching, guided practice, independent practice, a 3-question exit ticket with answers, and one extension task. If this is for a substitute, add clear step-by-step instructions and timings a non-specialist can follow.

Tools: MagicSchool, Brisk, Gemini for Education, Microsoft Copilot or Khanmigo for teachers

One more way to fix it
Process fix

Split planning with your team and keep everything in one shared place

When each teacher in a grade or department plans one unit and shares it, everyone plans less. Posting materials online also cuts photocopying.

Typically saves about 25% of the time1 h to set up
  1. 1Agree with your team who plans which units this term.
  2. 2Keep plans, slides and worksheets in one shared drive or course.
  3. 3Post materials in Google Classroom, Canvas, Schoology or Teams instead of printing everything.
  4. 4Keep a ready-made emergency sub plan folder for each class.

Tools: Google Classroom, Canvas, Schoology or Microsoft Teams for Education · Shared drive

How to automate this task

Task 3 · typically 60 min, once a week

Write emails and messages to parents

AIBest fix

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

One more way to fix it
Software feature

Send class messages and forms through a family messaging app

Apps like ParentSquare, ClassDojo, Remind and TalkingPoints send one message to every family, translate it automatically, show who read it, and collect forms and sign-ups.

Typically saves about 45% of the time20 min to set up
  1. 1Use the app your school already has.
  2. 2Post class updates once a week instead of single emails.
  3. 3Use built-in forms and sign-ups for permission slips and volunteers.
  4. 4Check read receipts and follow up only with families who did not see it.

Tools: ParentSquare · ClassDojo · Remind · TalkingPoints · Seesaw

How to automate this task

Task 4 · typically 90 min, once a week

Make quizzes, worksheets and versions for different levels

AIBest fix

Have AI make the quiz and the different-level versions

AI writes questions from your text, and rewrites a reading at three levels or in another language, so differentiation takes minutes instead of an evening.

Typically saves about 50% of the time10 min to set up
  1. 1Pick the text or topic and the levels you need.
  2. 2Use Diffit, MagicSchool, Brisk or Gemini, or the prompt below.
  3. 3Check answers and reading levels.
  4. 4Save versions to reuse.
Prompt to copy
Using the text below, make: 1) [NUMBER] multiple-choice questions with answers and one short-answer question, 2) the same text rewritten at [READING LEVEL 1], [READING LEVEL 2] and [READING LEVEL 3], keeping the key facts, 3) a vocabulary list with student-friendly definitions. Grade: [GRADE].

[PASTE TEXT]

Tools: Diffit · MagicSchool · Brisk · Gemini for Education

One more way to fix it
Software feature

Use self-marking quizzes that send scores to the gradebook

Quizzes in Google Forms, Microsoft Forms, Canvas or Wayground (formerly Quizizz) mark themselves and can send scores to the gradebook. You look at the results, not every paper.

Typically saves about 50% of the time30 min to set up
  1. 1Turn your next multiple-choice or short-answer check into a quiz in your platform.
  2. 2Set the answer key and points.
  3. 3Turn on grade sync or import scores to your gradebook.
  4. 4Use the results report to see which questions most students missed.

Tools: Google Forms quizzes · Microsoft Forms · Canvas or Schoology quizzes · Wayground (formerly Quizizz) · Formative

How to automate this task

Task 5 · typically 240 min, once a month

Write report card comments

AIBest fix

Have AI turn your notes on each student into report comments

Jot two or three notes per student; AI turns them into personal, well-written comments in your school's style. You check every one.

Typically saves about 55% of the time10 min to set up
  1. 1Make a table: student initials or number, strengths, next steps, effort.
  2. 2Use your school-approved AI tool (MagicSchool and Brisk have report card tools) with the prompt below.
  3. 3Read every comment and adjust so it sounds like you.
  4. 4Paste into the report system and add names back there.
  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
Write report card comments for [SUBJECT/GRADE]. For each row below, write [LENGTH, e.g. 3-4 sentences]: one specific strength, one area to improve with a practical tip for home, and an encouraging close. Use "[STUDENT]" in place of the name. Vary the wording so comments do not sound copied. Follow this style: [PASTE AN EXAMPLE COMMENT YOU LIKE].

[PASTE TABLE]

Tools: MagicSchool · Brisk · Gemini for Education · Microsoft Copilot

How to automate this task

Task 6 · typically 45 min, once a week

Enter grades and data into the gradebook

Software featureBest fix

Turn on grade sync from your class platform to the gradebook

Google Classroom, Canvas and Schoology can send grades straight to PowerSchool, Infinite Campus or Skyward. You stop typing scores twice.

Typically saves about 60% of the time30 min to set up
  1. 1Ask your tech coordinator whether grade sync is enabled for your school.
  2. 2Link your classes and match categories.
  3. 3Grade in the class platform and push grades to the gradebook.
  4. 4Check a few scores the first time.

Tools: Google Classroom · Canvas · Schoology · PowerSchool, Infinite Campus or Skyward

One more way to fix it
Software feature

Use self-marking quizzes that send scores to the gradebook

Quizzes in Google Forms, Microsoft Forms, Canvas or Wayground (formerly Quizizz) mark themselves and can send scores to the gradebook. You look at the results, not every paper.

Typically saves about 50% of the time30 min to set up
  1. 1Turn your next multiple-choice or short-answer check into a quiz in your platform.
  2. 2Set the answer key and points.
  3. 3Turn on grade sync or import scores to your gradebook.
  4. 4Use the results report to see which questions most students missed.

Tools: Google Forms quizzes · Microsoft Forms · Canvas or Schoology quizzes · Wayground (formerly Quizizz) · Formative

How to automate this task

Task 7 · typically 90 min, once a week

Sit in staff, department and planning meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

One more way to fix it
AI

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 8 · typically 120 min, once a month

Write IEP, 504 and progress paperwork

AIBest fix

Use an approved AI tool to draft IEP goals and progress notes

AI can turn your data and observations into clear, measurable draft goals and progress notes. The team still decides; you save the drafting time.

Typically saves about 35% of the time10 min to set up
  1. 1Check which tools your district approves for special education paperwork. Never put student names or identifiers into a tool that is not approved.
  2. 2Gather the data: baseline scores, observations, current accommodations.
  3. 3Use the prompt below.
  4. 4Review with your case manager or team and enter it in the IEP system.
Prompt to copy
Using this data for a [GRADE] student (no name): [BASELINE DATA AND OBSERVATIONS], draft [NUMBER] measurable annual goals in [AREA] using the format: condition, behavior, criteria, timeframe. Then draft a short progress note for [PERIOD] in plain language for parents. Mark anything that needs team input as [TEAM].

Tools: MagicSchool · District-approved AI tools

How to automate this task

Task 9 · typically 20 min, a few times a week

Log behavior incidents and write referrals

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

One more way to fix it
Software feature

Collect slips, money and incident logs with online forms

Online forms and payment links replace paper slips you chase and count. A short behavior form or the logging in your student system replaces handwritten notes.

Typically saves about 45% of the time20 min to set up
  1. 1Use Google Forms, Microsoft Forms, ParentSquare forms or your school's payment system for trips and slips.
  2. 2Send the link through the family messaging app.
  3. 3Log behavior in your student information system or school behavior app on your phone right after it happens.
  4. 4Check the response list instead of counting paper.

Tools: Google Forms or Microsoft Forms · ParentSquare · Your SIS or behavior app (PowerSchool, Infinite Campus, LiveSchool)

How to automate this task

Task 10 · typically 30 min, once a week

Chase permission slips, forms and money

Software featureBest fix

Collect slips, money and incident logs with online forms

Online forms and payment links replace paper slips you chase and count. A short behavior form or the logging in your student system replaces handwritten notes.

Typically saves about 45% of the time20 min to set up
  1. 1Use Google Forms, Microsoft Forms, ParentSquare forms or your school's payment system for trips and slips.
  2. 2Send the link through the family messaging app.
  3. 3Log behavior in your student information system or school behavior app on your phone right after it happens.
  4. 4Check the response list instead of counting paper.

Tools: Google Forms or Microsoft Forms · ParentSquare · Your SIS or behavior app (PowerSchool, Infinite Campus, LiveSchool)

One more way to fix it
Software feature

Send class messages and forms through a family messaging app

Apps like ParentSquare, ClassDojo, Remind and TalkingPoints send one message to every family, translate it automatically, show who read it, and collect forms and sign-ups.

Typically saves about 45% of the time20 min to set up
  1. 1Use the app your school already has.
  2. 2Post class updates once a week instead of single emails.
  3. 3Use built-in forms and sign-ups for permission slips and volunteers.
  4. 4Check read receipts and follow up only with families who did not see it.

Tools: ParentSquare · ClassDojo · Remind · TalkingPoints · Seesaw

How to automate this task

Task 11 · typically 60 min, once a month

Write plans for a substitute

AIBest fix

Have a teacher AI tool draft the lesson plan, slides and sub plans

Teacher AI tools draft a lesson, slides, an exit ticket or a full sub plan aligned to your standards in minutes. You bring the judgement and your class; it does the first draft.

Typically saves about 40% of the time10 min to set up
  1. 1Use the tool your school provides: MagicSchool, Brisk, Gemini for Education, Microsoft Copilot or Khanmigo for teachers.
  2. 2Give it the standard, grade level, time and what your class already knows.
  3. 3Use the prompt below, then edit for your students.
  4. 4Save good plans so you and your team can reuse them next year.
  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
Plan a [LENGTH]-minute lesson for [GRADE/YEAR] [SUBJECT] on [TOPIC], aligned to [STANDARD]. My students already know [PRIOR KNOWLEDGE]; [NUMBER] need extra support with [NEED]. Include: learning objective in student-friendly words, a 5-minute hook, direct teaching, guided practice, independent practice, a 3-question exit ticket with answers, and one extension task. If this is for a substitute, add clear step-by-step instructions and timings a non-specialist can follow.

Tools: MagicSchool, Brisk, Gemini for Education, Microsoft Copilot or Khanmigo for teachers

One more way to fix it
Process fix

Split planning with your team and keep everything in one shared place

When each teacher in a grade or department plans one unit and shares it, everyone plans less. Posting materials online also cuts photocopying.

Typically saves about 25% of the time1 h to set up
  1. 1Agree with your team who plans which units this term.
  2. 2Keep plans, slides and worksheets in one shared drive or course.
  3. 3Post materials in Google Classroom, Canvas, Schoology or Teams instead of printing everything.
  4. 4Keep a ready-made emergency sub plan folder for each class.

Tools: Google Classroom, Canvas, Schoology or Microsoft Teams for Education · Shared drive

How to automate this task

Task 12 · typically 30 min, a few times a week

Photocopy and prepare class materials

Process fixBest fix

Split planning with your team and keep everything in one shared place

When each teacher in a grade or department plans one unit and shares it, everyone plans less. Posting materials online also cuts photocopying.

Typically saves about 25% of the time1 h to set up
  1. 1Agree with your team who plans which units this term.
  2. 2Keep plans, slides and worksheets in one shared drive or course.
  3. 3Post materials in Google Classroom, Canvas, Schoology or Teams instead of printing everything.
  4. 4Keep a ready-made emergency sub plan folder for each class.

Tools: Google Classroom, Canvas, Schoology or Microsoft Teams for Education · Shared drive

How to automate this task

Quick wins

Have you tried…

Have you used a teacher AI tool like MagicSchool, Brisk or Gemini to draft a lesson or sub plan?
You give the topic, grade and standard, and it drafts the lesson, slides and an exit ticket in minutes. You edit it for your class.
Have you tried AI that drafts feedback on student writing against your rubric?
Tools like Brisk work inside Google Docs and draft feedback for you to check. You still decide the grade.
Have you had AI turn your quick notes into report card comments?
You jot a few words per student, and AI writes a full, personal comment in your style. You check every one before it goes in.
Do your grades sync from Classroom or Canvas into the gradebook automatically?
Grade sync sends scores from your class platform to PowerSchool, Infinite Campus or Skyward, so you never type them twice.
Do you send class news and permission slips through a family messaging app?
Apps like ParentSquare or ClassDojo send one message to all families, translate it, and collect forms. You can see who has read it.
Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

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