Welcome back to another episode of School Counseling Simplified. Today I want to talk about a question that shows up in my inbox all the time. How do you stop constantly putting out fires and actually manage your limited time as a school counselor?

So many counselors find themselves stuck in a reactive state. When you are constantly responding to drop ins, crises, and last minute needs, it can feel overwhelming and exhausting. My goal is to help counselors shift into a more proactive state where they can intentionally manage tier one interventions, small groups, individual counseling, and still handle the unexpected things that pop up.

Today I am sharing a simple strategy to help you plan your time so you can get it all done.

Start by identifying your big items. These are your classroom counseling lessons, your tier two small groups, and your individual counseling sessions. These big items should form the foundation of your schedule. When these are clearly planned and protected on your calendar, everything else becomes easier to manage.

Next, think about the little items. These are random drop ins, quick check ins, and small fires that come up throughout the day or week. These will always exist, but they should not be running your schedule.

Putting consistent effort into classroom lessons is one of the most effective preventative strategies you can use. When you are proactive at the tier one level, you will often see fewer referrals and fewer random drop ins over time. One practical strategy is to create a Google Sheet with your class lesson availability and have teachers sign up at the beginning of each month.

You can use this same intentional scheduling process for your tier two small groups and individual counseling sessions. When these interventions are scheduled in advance, you have designated times to focus on them without feeling pulled in every direction.

By using a referral based system and intentionally scheduling your tiered interventions, you may find that many of the random drop ins decrease because students are already receiving the support they need.

To make this system work, there are three essential components.

First, use a referral based system so you are not responding to every request in the moment.

Second, use a sign on your door that clearly shows what you are doing and whether you are available. This helps students understand where you are and why you may not be able to meet immediately.

Third, keep a notepad or memo sheet where students can write down that they stopped by and note the urgency of their concern. This allows you to follow up without disrupting your schedule.

With a strong foundation and clear systems in place, you can move out of constant reaction mode and into a more intentional, sustainable way of running your counseling program.

Resources Mentioned:

• Join IMPACT

• Referral Forms

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More About School Counseling Simplified:

School Counseling Simplified is a podcast offering easy to implement strategies for busy school counselors. The host, Rachel Davis from Bright Futures Counseling, shares tips and tricks she has learned from her years of experience as a school counselor both in the US and at an international school in Costa Rica.

You can listen to School Counseling Simplified on Apple Podcasts, Spotify, Google Podcasts, and more!