Keeping track of my prep: My secret Spreadsheet hacks
Starting a new course is a mix of excitement for all the possibilities and that slightly overwhelming sense of, “Okay, where do I even begin?” Turning a list of topics into a flowing, logical, 16-week (or 8…or sometimes 4!) journey for students is a huge task. For me, the secret to tackling this puzzle isn’t just about having great ideas—it’s about having a great system to organize them.
My entire course design process lives inside a single spreadsheet I’ve developed over many semesters. It’s my command center for turning abstract goals into a concrete plan.
I always start with my Learning Outcome Matrix. Before I even think about a single project or reading, I paste in the official course description and define the high-level skills I want students to walk away with. For my technical writing course, this meant focusing on outcomes like "integrate document design elements" and "practice project management strategies." Every single activity that follows must align back to these goals.
Once my outcomes are set, I map out the semester in a Calendar View. I love using a spreadsheet for this because I can literally drag and drop units and assignments around, trying out different sequences until it feels right. This is where I plan my three main units and build in crucial "Project Check Weeks" at the end of each unit—weeks with no new material, giving students dedicated time to finish their major projects and meet with me for draft reviews.
Finally, there’s the Prep Tracker. This is my project management hub for my own work. It’s a color-coded checklist where I track the status of every lecture video, assignment build, and reading I need to prepare. As I mark items complete, a status bar updates, showing me my progress week-by-week and for the course as a whole. It’s incredibly motivating and keeps me from feeling like I’m scrambling at the last minute.
This system has been a lifesaver, bringing clarity and calm to the chaos of course prep. You can find the Course Builder and Prep Tracking Sheet in the planner shop here at Teacher’s PET. It’s a template with everything I’ve mentioned—the outcome matrix, calendar overview, assignment tally, and prep tracker—ready for you to customize for your own classes. It comes in both Excel and Google Sheets formats.
I hope it helps you build your next great class with confidence!
-Hayley
