Creating a Framework for Sustainable School Leadership

Sustainable leadership in education isn’t just about managing tasks—it’s about managing energy, expectations, and empathy throughout the school year.

Let’s look at a case study of how “Jane,” a principal and a mother of three who was passionate about her work and her family found sustainable way to lead without compromising her life outside of work.

Jane’s leadership journey offers a powerful blueprint for how school leaders can build a framework that supports both productivity and well-being. By aligning leadership practices with the natural rhythms of the academic calendar, leaders can foster a healthier, more effective school environment.

1. Assess Capacity Throughout the Year

The first step in sustainable leadership is understanding capacity—your own, your staff’s, and your students’. Capacity fluctuates throughout the year due to events, deadlines, and emotional cycles.

Jane recognized that the “honeymoon” phase of the school year would fade by late fall, leading to increased discipline issues and lower energy levels. She anticipated this shift and planned to focus her efforts on instructional leadership through learning walks, PLCs, and feedback sessions.

To prepare, Jane and her leadership teams used September and October to establish strong systems for behavior and instruction. This proactive approach allowed her to shift focus in November without compromising school stability. By aligning leadership priorities with predictable energy cycles, Jane ensured that her team could operate effectively even during challenging times.

Why it works: Planning around capacity prevents burnout and ensures that leadership efforts are timely and impactful. It also helps distribute workload more evenly across the year.

2. Anticipate and Plan for Stressors

Stress is inevitable, but it doesn’t have to be overwhelming. Jane’s approach to the holiday season is a prime example of thoughtful leadership. Rather than adding to the seasonal stress with a mandatory holiday event, she asked her team what they preferred. They chose a half-year celebration in February, which allowed everyone to enjoy the holidays without added pressure.

This kind of intentional planning demonstrates empathy and respect for the emotional well-being of staff and students. It also reinforces a culture of collaboration and shared decision-making.

Why it works: Anticipating stressors allows leaders to make informed choices that support mental health and morale. It’s not just about avoiding stress—it’s about creating space for joy and recovery.

3. Develop and Optimize Systems That Support Strategic Work

Systems are the backbone of sustainable leadership. Jane knew that March and April would be personally demanding because of her children’s sports schedules and professionally intense due to discipline spikes and hiring season. She worked with her team to minimize evening events and used tools like the “First Responder” system to reduce interruptions.

By empowering her instructional leadership team to continue coaching and data analysis, Jane was able to focus on strategic priorities like staffing. This delegation and system optimization ensured that the school continued to function smoothly even during peak stress periods.

Why it works: Strong systems reduce chaos and allow leaders to focus on what matters most. They also empower teams to take ownership, fostering a culture of shared leadership and resilience.

4. Balance Grace and Accountability

Leadership is a human endeavor. Jane understood that different times of the year require different balances of grace and accountability. During high-stress periods, she extended grace to her staff and students while maintaining clear expectations. This balance helped sustain trust and performance.

Grace doesn’t mean lowering standards—it means recognizing when people need support and adjusting leadership style accordingly. Accountability ensures that goals are met, while grace ensures that people feel valued and understood.

Why it works: Balancing grace and accountability builds a culture of respect and trust. It encourages people to do their best while knowing they have the support they need to thrive.

Building Your Own Framework

To create a sustainable leadership framework, consider these guiding questions:

• What is the capacity of my team and myself each month? Use this to plan initiatives and distribute workload.
• What stressors can we anticipate? Plan events and expectations around these to reduce pressure.
• What systems do we need to stay effective? Build and refine systems that support strategic work and minimize disruptions.
• What does grace and accountability look like this season? Adjust your leadership tone to meet the emotional needs of your community.

Sustainable leadership is responsive, empathetic, and strategic. By following Jane’s example, school leaders can create environments where both people and performance thrive year-round.

Take a deeper dive into Kimani Vaughan’s article “Managing Your Sanity Through the School Year,” from the September/October 2025 Principal magazine.

Kimani Vaughan is director of elementary schools with Virginia Beach City Public Schools in Virginia Beach, Virginia.