Time Management as a School Counselor

As a therapist in an elementary school, I’ve had to really work on my time management skills. While I don’t work with all 428 of the students in the school, I work with 6 students in 4 different grades who each have a different schedules. Time management is crucial when providing mental health support in a school. When I worked at a mental health agency, I had a calendar with hour slots available and my group sessions were entered in. The school day is more fluid, and I have to work around instruction time and anticipate at least one “meltdown” during the day.

It’s easy to feel overwhelmed and like there’s always someone to see or something to do, but you’ve got to breathe and plan for the best day possible. (side note: If you are feeling overwhelmed, check out my self-care post.)

Per medicaid guidelines, I have to provide two interventions during the day with each of my students and write a daily progress note for each of my students, so that’s 12 interventions a day. Then, there’s meetings with teachers, monthly and quarterly reports, assessments, weeky family contact, crisis situations, etc. Before I know it, the day is over.  School counselors have similar situations in seeing kids for individual and group counseling, attending IEP meetings, creating classroom lessons, testing, class scheduling, etc.

There’s always something to do or someone to see. As a TDT counselor, this is the best way for me to provide effective therapy and get everything done.

Time Management Tips

Break your day down

I separate my day into 3 blocks. Medicaid requires this, but it also helps me make sure that I see all my kids 3 times every day. Medicaid only requires 2 interventions a day, but if I have a crisis situation or an unplanned meeting come up, I have a spare intervention built into every day to give me some breathing room.

Make a rough plan of the day

I always try to make a tentative plan for the day. It gives me a game plan for the day and see if it’s realistic. Because of my students’ schedules, it’s important to know when they will be at lunch, recess, or the art class. When I go into a classroom, it’s usually between 20 to 30 minutes. Below is an example of a typical outlined day. 

Make time for notes

If you don’t make time for your notes, you will always be behind in paperwork. I schedule 20 minutes for notes in each of my 3 blocks. If I were to wait until the end of the day, I would have to stay an hour after school to get my notes done….time that I’m not paid for. I would also spend more time going “what happened today?” Some of my co-workers carry a notepad and write down notes throughout the day and then just type them up at the end.

Map out your Schedule

I have three 3rd grade students, one 2nd grader, one 1st grader, and 1 kindergartener. I could (and sometimes do) spend all day walking around the school. When I go down the third grade hallway, I try to see all my third graders. My second and first graders classes are next door to each, so I combine those interventions as well.  

Let people know where you are

It’s hard to predict every emergency situation, but I like to make it easier for teachers and administrators to find me. I made the sign below, and I have cards for all the teachers that I interact with. If someone is looking for me, I put where I’m at on my door.

Do you work in a school and have any time management tricks? Share them in the comments!