As the year comes to a close, great leaders don’t just move on—they pause, reflect, and intentionally prepare for what’s next. In this episode, Ryan Steuer shares a powerful four-bucket reflection protocol used at Magnify Learning to help leadership teams identify what’s working, what’s broken, what’s confusing, and what truly mattered most.
This simple but effective structure can be used at the end of a school year, quarter, or major initiative—and it creates clarity, trust, and momentum for the future.
The 4-Bucket Reflection Protocol
1. What Worked
Leaders begin by naming the practices, systems, and initiatives that genuinely moved the work forward.
Examples include:

Improved meeting structures or rhythms
Classroom walkthroughs that led to visible instructional shifts
Communication strategies that strengthened alignment
Initiatives with a clear beginning, middle, and end

This step reinforces progress, boosts morale, and helps teams identify what should continue.
2. What’s Broken
Next, teams openly name systems or processes that didn’t work as intended.
These might include:

Meetings that lack purpose or impact
Communication processes that vary across schools
Initiatives that sounded good but fell flat in practice

This bucket invites honest feedback without judgment and signals that leadership is listening—and willing to improve systems, not blame people.
3. What’s Confusing
Confusion often hides beneath the surface, especially in complex systems. This bucket creates language for naming unclear expectations or mixed messages.
Common examples include:

Conflicting directions about autonomy vs. compliance
Overlapping initiatives with unclear priorities
Communication that unintentionally sends mixed signals

Addressing confusion strengthens trust and prevents frustration from turning into disengagement.
4. Favorites
The final bucket captures what filled people’s cups—the moments that mattered most.
Favorites often include:

Powerful PBL units and student exhibitions
Community partnerships that exceeded expectations
Student stories that reminded teams why the work matters

This bucket reveals what motivates the team and where leaders should invest more energy moving forward.
Why This Protocol Works

Encourages honest, structured reflection
Creates shared language for feedback
Improves systems without defensiveness
Strengthens culture and psychological safety
Helps teams get 1% better through clarity

Ryan emphasizes that many issues—especially confusion—can be resolved immediately once surfaced. Over time, this protocol becomes part of the team’s culture, not just an annual exercise.
How to Use It

End of the calendar year or school year
Quarterly leadership reflection
After a major initiative or rollout
With district teams, principals, or coaches

Leaders can run it individually first, then with teams to maximize insight and impact.
Resource Mentioned
PBL Readiness Scorecard: Assess your school or district’s readiness for Project Based Learning and receive personalized next steps at pblscore.com

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