Why Don’t Our PLCs Work?
A Root Cause Lens on PLC Challenges—with Help From AI
It’s July. Some of you may be enjoying the final stretch of summer while others are already in full planning mode for the school year. PD days are around the corner, and PLCs are probably on your mind. Maybe you’re thinking about how to make them stick this year—how to make them more than just a compliance item on the calendar.
But if you’re like many leaders I work with, you’ve tried this before. You’ve built the schedules, provided the forms, introduced the cycle. And yet, a few months in, things fizzle. PLCs stall out. The conversations go off track, or stay shallow. The excitement you hoped for doesn’t last, and the student results don’t show up.
If that sounds familiar, I want to offer a different approach—one that starts with asking why your PLCs aren’t working, not just how to fix them.
The Shift: Diagnose Before You Prescribe
One of the biggest breakthroughs in my own leadership came when I started viewing PLC struggles the same way we approach student learning gaps: through a root cause lens. Instead of jumping straight to new protocols or more training, I started asking:
Is this a skill issue?
A knowledge gap?
A matter of motivation?
Or a lack of resources—like time, access, or tools?
This framework allowed me to stop generalizing the problem ("Our PLCs just don’t work") and instead define what was actually getting in the way.
And now, as someone who’s passionate about the responsible use of AI in education, I want to share how tools like ChatGPT can play a practical, low-stakes role in this process—not to replace your leadership, but to support it with clarity, time-saving ideas, and entry points for teams that need momentum.
What the Root Causes Look Like in Real PLCs
When It’s a Skill Gap
This usually shows up when teachers are willing, but unsure how to collaborate productively. Meetings may start with data reviews but quickly drift into venting or problem-surfacing with no resolution. Teams may avoid taking the lead or struggle to set focused goals.
In this case, it’s not resistance—it’s lack of collaborative practice. Teachers need modeling, scaffolding, and practice using protocols that lead to decisions.
AI Support Prompt:
“Create a simple, four-step PLC protocol that helps teachers identify patterns in student data and plan a short-term instructional strategy.”
When It’s a Knowledge Gap
Sometimes the issue is misunderstanding, not lack of effort. You might hear: “We already have PLCs—we meet every week.” But ask what happens in those meetings, and the answer is fuzzy. Or you find every team using a different definition of what counts as a PLC.
This is a sign that teachers and leaders need clarity on what a high-functioning PLC actually is and does.
AI Support Prompt:
“Write a short, plain-language summary explaining the difference between a compliant PLC and an effective, student-centered PLC.”
When It’s a Motivation Barrier
If teams seem indifferent or skeptical, motivation could be the issue. You’ll hear things like: “We’ve tried this before,” or “I don’t see how this helps my class.”
Often, teachers have been through PLC cycles that felt like busywork or failed to connect to real instructional needs. They’re not unwilling—they’re unconvinced. To re-engage them, they need small wins, proof of impact, and recognition.
AI Support Prompt:
“Write three examples of short staff newsletter blurbs that celebrate a PLC win—like improved exit ticket data or a new instructional strategy teachers tried together.”
When the Barrier Is Resources
Time, materials, consistent assessments, leadership support—any of these can quietly undermine even the most well-intentioned PLC.
I often see this in schools where the PLCs are “scheduled,” but the time isn’t protected. Or where teachers don’t have access to aligned assessments or student work. Without the right conditions, motivation and skill can’t get very far.
AI Support Prompt:
“Design a 4-week PLC cycle with 30-minute meetings that focuses on one shared instructional goal and includes a built-in reflection step.”
Start with Reflection, Not Reaction
So, before your next PLC reboot, take a moment to pause and reflect. Look across your school:
Where are PLCs thriving? Where are they stuck?
Are the same issues showing up across grade levels?
Are you applying the right support—or treating everything like a training issue?
This is the difference between doing more and doing better. When you know the root cause, your support becomes targeted, efficient, and impactful.
AI Support Prompt for Leadership Prep:
“Generate six reflection questions school leaders can use to identify which root causes are preventing strong PLC implementation.”
Plan Support That Matches the Diagnosis
Here’s the most important part: Don’t treat all PLC challenges the same. If your teachers need skill-building, give them protocols and rehearsal time. If they lack understanding, spend time clarifying the purpose. If they’re disengaged, surface and celebrate early wins. And if they don’t have the resources, solve for time or access first.
AI Support Prompt:
“Create a quick-start PLC toolkit for a school leader dealing with low motivation and unclear goals. Include agenda examples, facilitator prompts, and celebration ideas.”
Final Thoughts
Here’s what I’ve learned from years of building and refining PLC frameworks: It’s not just about putting teachers in a room together. Collaboration doesn’t happen by default. It happens when the right conditions are in place—and when those conditions match what the team actually needs.
Using a root cause lens helps you avoid chasing the wrong solutions. Pairing that with AI tools gives you a strategic edge—by helping you brainstorm faster, frame clearer questions, and save your brainpower for leadership, not logistics.
This year, don’t just hope for better PLCs. Diagnose the real problem. Support it precisely. And give yourself permission to use the tools that make the work lighter and more focused.
Root Cause Reflection Guide for School Leaders
Use this tool to clarify what’s holding your PLCs back—and what to do next.
Step 1: Identify Your Symptoms
List 2–3 specific challenges you’ve seen in your school’s PLCs.
Step 2: Sort Them by Root Cause
PLC Challenge Root Cause (Skill / Knowledge / Motivation / Resources) Notes or Evidence
AI Prompt:
“Group these PLC challenges into categories: skill, knowledge, motivation, or resources.”
Step 3: Spot Patterns
Which root cause shows up most often?
Is the issue systemic or team-specific?
Most Common Root Cause: ________________________
Step 4: Plan a 30-Day Action Step
Match your action to the root cause.
Root Cause One Action Step Who's Involved Timeline
AI Prompt:
“Suggest one 30-day leadership move to address a PLC issue caused by [insert root cause].”
