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

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest

• Youtube

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!

Welcome back to another episode of School Counseling Simplified! Happy January! Today we are talking all about Boom Cards and answering a question I get asked often. Are Boom Cards still relevant in school counseling today?

I first started using Boom Cards in 2020 during the shift to virtual learning. Fast forward to now, and the answer is still a resounding yes. Boom Cards are absolutely relevant and incredibly useful across all tiers of support.

Boom Cards are interactive digital flashcards that help students practice skills and learn new concepts in a fun and engaging way. They are flexible, easy to use, and can be adapted for in-person or virtual settings.

Here are a few ways to use Boom Cards across all three tiers.

Tier 1 classroom lessons Boom Cards are a great addition to class lessons. They can be used as a standalone lesson, such as a Meet the Counselor activity, or as a supplement to an existing lesson. They work especially well as a review activity at the end of a lesson, such as bullying prevention or friendship skills. Boom Cards can be posted in Google Classroom or screen-shared during virtual lessons.

Tier 2 small groups Boom Cards are an excellent engagement tool for small groups. You can divide students into teams and have them work through Boom Cards together to introduce or reinforce a concept. They also work well as discussion starters. For virtual small groups, Boom Card links can be shared ahead of time as homework to help bridge the gap between home and school.

Tier 3 individual counseling Individual sessions offer the most flexibility when using Boom Cards. You can choose cards based on the specific skill or concern you are addressing. Students can play alongside you and talk through their choices and thought process, which provides great insight and encourages reflection.

Boom Cards are a simple and effective way to enhance your existing counseling curriculum while keeping students engaged and motivated.

Resources Mentioned:

• Join IMPACT

• Boom Cards Super Bundle

• 5 Ways to Use Boom Cards in the Classroom

• How to Use Boom Cards in School Counseling

• 10 Reasons to Use Boom Cards in Your School Counseling Program

• Are Boom Cards Still Relevant

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest

• Youtube

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!

Welcome back to another episode of School Counseling Simplified! Happy January. Today I am sharing five small groups to start in January.

While I always use referrals and data to form small groups by identifying areas of need, I also like to plan groups around intentional seasonal themes. For example, January is the perfect time to offer a goal setting group as students transition into the new year.

Small groups are one of my favorite ways to support students. They allow me to serve more students at once, and students often feel more comfortable opening up in a group setting than in one-on-one sessions.

Five Small Groups to Start in January

Goal Setting This group helps students identify personal goals, explore what motivates them, and learn strategies to achieve those goals throughout the semester.

Stress Management As academic expectations increase after winter break, many students experience higher stress levels. This group focuses on coping skills, emotional regulation, and stress reduction strategies.

Growth Mindset This group teaches students how the brain works and why challenges help us grow. Students learn to reframe mistakes and develop perseverance through effort and practice.

Conflict Resolution This group supports students in navigating friendship challenges by teaching communication skills such as using I statements and practicing conflict resolution through role-play scenarios.

Self Esteem The new year is a great opportunity to focus on confidence building. This group emphasizes self-reflection, positive self-talk, communication skills, and personal goal setting.

If you are looking for meaningful and effective ways to support students as the new semester begins, these small groups are a great place to start.

Resources Mentioned:

• Join IMPACT

• Stress Free School Counseling

• Goal Setting Group

• Stress Group

• Growth Mindset Group

• Conflict Resolution Group

• Conflict Resolution Group

• Self-Esteem Groups

• https://brightfutures-counseling.com/blogs/blog/january-small-groups

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest

• Youtube

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!

Welcome back to another episode of School Counseling Simplified! Happy January. Today I am sharing one of my favorite trainings that I regularly present called 3 Secrets to Transform Your Counseling Program. This training is full of practical strategies that can help you increase your impact and gain the recognition your counseling program deserves.

3 Secrets to Transform Your Counseling Program

Quick Organization Tip

• Assign colors to different categories on your calendar

• Color code recurring events such as lunch or recess duty and weekly meetings

• Use one color for individual student sessions

• Color code small groups based on topic

• Use a separate color for classroom lessons

Secret One: Create a Stress Free Counseling Schedule

• Establish a crisis response team protocol

• Divide responsibility among multiple staff members so you are not responding to every crisis alone

• Identify the team members who support students during crises

• Create a clear protocol that outlines who is responsible for what and when

• This system protects your time while ensuring students receive timely support

Secret Two: Use a Caseload Spreadsheet

• Create a caseload spreadsheet to track all students you serve

• Include students from classroom lessons, small groups, and individual counseling

• Google Sheets works well for easy updates and access

• Helps you stay organized and provide quick updates to administrators or teachers

Secret Three: Create an End of Year Report

• Begin with the end in mind when collecting data

• Track how many students you served

• Track how many lessons you taught

• Track how much time you spent providing direct services

• Use this report to clearly showcase your impact to stakeholders

• This is one of the most effective tools for advocating for your role

If you are looking for systems that bring clarity, confidence, and sustainability to your counseling program, this episode is for you.

Resources Mentioned:

• Join IMPACT

• Stress Free School Counseling

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest

• Youtube

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!

Welcome back to another episode of School Counseling Simplified! Happy January! Today I am sharing some of my favorite school counseling systems for success and how setting up simple systems can save you time, reduce stress, and help you better serve your students.

In this episode, I am taking you inside one of my most used systems, what I call the counseling hub. This system keeps everything organized in one place and helps ensure no student falls through the cracks.

What is the counseling hub The counseling hub is made up of two core systems that work together: a counseling caseload and a counseling log. When combined, they give you a clear snapshot of who you are serving, what services you are providing, and where students are in the counseling process.

Counseling caseload Your counseling caseload is a living document that lists students you see regularly, such as those in small groups or individual counseling. I love using Google Sheets for this, but Excel works just as well.

In this caseload, I track student names, basic information, and counseling type. I color code by group name or service type so I can quickly see who is in which group. I also include whether the student was referred and who made the referral.

Additional sections I recommend include guardian contact status, whether permission slips have been sent and returned, and any important notes. This allows you to quickly provide updates to administrators or teachers and ensures students are not overlooked.

Counseling log The counseling log is your daily record of services provided. I organize mine by month and week to make reviewing data easier.

Each entry includes the date, student name, area of need, teacher, counseling type, and session length. I also track strategies used, activities completed, and brief notes about student progress or affect. Confidentiality is always a priority, so notes should be objective and professional.

I also include a column for parent or guardian communication so I can easily see when and how I connected with families during the week.

Why the counseling hub works When your counseling caseload and counseling log work together, you have a clear and efficient system that supports data tracking, communication, and advocacy. This hub allows you to stay organized, make informed decisions, and confidently share the impact of your work.

If you are feeling overwhelmed by paperwork or struggling to keep everything straight, this system can be a game changer. Small systems lead to big clarity and better outcomes for both counselors and students.

Resources Mentioned:

• Join IMPACT

• Counseling Hub

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest

• Youtube

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!

Welcome back to another episode of School Counseling Simplified. Happy December. Today we are doing a throwback to one of my favorite episodes, all about three must-have data tools for individual counseling.

Data collection does not have to be complicated or time consuming. Having simple systems in place allows you to track student progress, guide your sessions, and advocate for your role with confidence. In this episode, I am sharing my three go-to data collection tools for individual counseling and how to use them effectively.

Self Assessments Self assessments are pre and post surveys that help you understand how students perceive their own counseling progress. Each question should align with the objective you are teaching during that session, which helps ensure your data is purposeful and meaningful. Questions should be written in age appropriate language and include clear directions at the top. Be sure to include the student's name and the date, and remind students that there are no right or wrong answers. Self assessments can be completed on paper or through a Google Form, which allows you to easily view results and identify trends. These assessments help highlight skill deficits and guide future instruction.

Student Rating Scales Student rating scales provide quick insight into how students are feeling session to session. A simple one-to-ten scale works well, allowing students to color in or mark how they are feeling that day. Using large block fonts and visual elements can make this activity more engaging for students. Rating scales are typically completed at the start of each session and provide valuable data that is fast and easy to collect.

Behavior Surveys Behavior surveys are sent to teachers and parents to gather information about student behavior across different settings. These surveys should include the topic being addressed, the student's name, the rater's name, the rater's relationship to the student, and the date. Behavior surveys are given at the start of services and again at the end to measure growth over time. Because students often behave differently at home and at school, input from both teachers and caregivers is essential. Google Forms work especially well for collecting and organizing this data.

Using Your Data Once you have collected your data, it is important to use it intentionally. Data can be showcased on a data wall displayed in a high traffic area of the school to help bring awareness to the counseling profession and the services you provide. Data can also be used to create individual end of year reports and to drive instruction as you refine and improve your counseling programs.

If you are looking for low prep, done-for-you assessments, be sure to check out my individual counseling curriculum.

Resources Mentioned:

• Join IMPACT

• Individual counseling super bundle

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest

• Youtube

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!

Welcome back to another episode of School Counseling Simplified. Happy December. Today we are doing a throwback to one of my favorite episodes, all about how to design a small group curriculum that actually works.

In this episode, we are getting into the meat and potatoes of small group curriculum. My goal is to make the process simple, realistic, and easy to implement so you can confidently design groups that support your students and meet your counseling goals.

When it comes to small group curriculum, you are likely doing one of two things. You may be using activities or curriculum that you have already purchased, such as hard copy books provided by your school or resources from Teachers Pay Teachers. Or you may be creating your own curriculum from scratch because one has not been provided for you.

No matter which route you choose, there are six steps you can follow to design a small group curriculum that works.

1. Identify your topic Start by identifying your small group topic using referral data or student needs. For example, you may notice a need for a self control group.

2. Outline your weeks with ASCA aligned objectives Determine the length of your group, typically six to eight weeks. Choose one clear objective for each week. Align each objective with an ASCA mindset and behavior that matches your goal. Once this is complete, type out your weekly outline so you have a clear plan to follow.

3. Select your icebreakers Icebreakers are especially important during the first session to help students feel comfortable and connected. Choose simple activities that build rapport and introduce the group structure.

4. Select your activities Activities are the core of each session. Look closely at your weekly objective and choose an activity that directly supports that skill or concept. This ensures your sessions stay focused and intentional.

5. Select a reflection piece Reflection is a powerful part of student learning. Journals work especially well for small groups. Even five minutes of reflection can help students process what they learned and apply it outside of the session.

6. Create your self assessment Data collection is essential for tailoring your sessions and tracking student progress. Create a self assessment that is based on your weekly objectives so you can measure growth throughout the group.

This framework helps you stay organized, intentional, and data driven while creating small groups that truly support your students.

Resources Mentioned:

• Join IMPACT

• Group Bundle

• Group Cheat Sheet

• ASCA Mindset and behaviors

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest

• Youtube

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!

Welcome back to another episode of School Counseling Simplified. Happy December. Today we are revisiting one of my favorite episodes as part of a best of School Counseling Simplified throwback series. This episode focuses on five things I wish I had known when I first started counseling.

In this episode, I get personal and share stories from my early days as a school counselor. As counselors, we are lifelong learners who are constantly refining our skills and practices. However, there were several pain points early in my career that I wish I had been prepared for. Knowing these lessons sooner would have saved me significant time, stress, and frustration.

• You do not have to check your email after hours Evenings and weekends are meant for rest, family, and personal time. If you have work email on your phone, set clear boundaries by turning off notifications. Protecting your time helps prevent burnout.

• Stay organized with your caseload Strong organizational systems support professionalism and help prevent mistakes that are easily avoidable. An organized caseload allows you to show up more confidently for students.

• Data supports your professional judgment Tracking data helps validate your instincts and demonstrates the impact of your work. Measuring student progress allows you to make informed decisions and advocate for your role.

• You are not alone Connect with other school counselors through Facebook groups, district colleagues, and professional collaboration opportunities. Community and shared experiences are invaluable, especially early in your career.

• Being new does not limit your impact You do not need years of experience to create meaningful change. If you see a need, trust yourself enough to try new approaches and implement programs that support students.

Whether you are a brand new counselor or a seasoned professional, this episode serves as a reminder that growth comes from reflection, connection, and confidence in your role.

Resources Mentioned:

• Join IMPACT

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest

• Youtube

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!

Welcome back to another episode of School Counseling Simplified. Happy December. This time of year is fast paced as the semester wraps up and the holidays approach. In the last episode I briefly mentioned data walls, and today I am taking a deeper look at how to conduct a mid-year check-in using a data wall.

While end-of-year reports are valuable, data tracking should not be reserved only for the end of the school year. Ongoing data review is essential because it helps ensure that the support you provide continues to meet the changing needs of your students.

A data wall is a bulletin board that visually highlights the impact of your counseling services. It allows you to quantify student progress through tools such as self assessments and behavior surveys. This data can illustrate growth from the start to the end of your small groups and other interventions.

Your data wall can also show the volume of services you have provided. This includes the number of students you have seen, the sessions you have held, and the lessons you have taught. You can gather these numbers from your logs, scheduler, or calendar.

Creating a data wall strengthens your advocacy efforts, informs curriculum adjustments, and communicates the value of your program to students, families, and staff. Once your data is organized, use charts and graphs to present your findings clearly.

Key reminders Keep all information anonymous to maintain confidentiality Use only the data that is most helpful Update your data wall quarterly, monthly, or by semester Place it in a high traffic area to maximize visibility

This simple mid-year check-in will help you celebrate progress, identify needs, and confidently communicate the work you are doing. If you create a data wall, share it with me on Instagram. I would love to see it.

Resources Mentioned:

• Join IMPACT

• Data Wall

• Blog - How to Conduct a Mid-Year Check-in Using a Data Wall

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest

• Youtube

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!

Welcome back to another episode of School Counseling Simplified. Happy December. This is a fun but busy time of year as the semester wraps up and the holidays approach. Even if you are not teaching full lessons or running small groups this month, you will likely still have drop-in students who need support. December is a great time to add a seasonal twist to your counseling activities, and today I am sharing my favorite ideas to help you stay engaged, organized, and prepared.

One of my favorite activities this month is a Countdown to Winter Break inspired by a childhood Advent calendar. This activity includes 20 different SEL tasks your students can complete as they count down to the holiday break. It works well for individual counseling sessions and for students who stop by unexpectedly. The variety of activities keeps students engaged and gives you structured tools to support them during an otherwise unpredictable month.

A Counseling Holiday Party is a fun and meaningful way to wrap up your small groups. Think of it like a celebration or graduation with a seasonal theme. You can schedule an all-day event where students who have participated in counseling throughout the semester come in for games, crafts, and connection. This creates a positive and memorable experience while highlighting the progress they have made.

December is also a helpful time to complete a mid-year data check-up. This allows you to review the students you have served, the lessons you have taught, and the progress that has been made so far. A mid-year check-up helps you advocate for your position, strengthens your end-of-year reporting, and gives you valuable insight as you plan for next semester. You can also display some of this information on a data wall so stakeholders can easily see the impact of your program.

As the semester winds down, it is important to reflect on your well-being. Here are a few simple strategies to help you feel more grounded and supported heading into January:

• Conduct a time audit to see how you are spending the minutes of your workday. This helps you identify where to add buffers so you feel less rushed and overwhelmed.

• Outsource tasks when possible. If you have an intern or student ambassadors, allow them to help with responsibilities and lighten your load.

• Join IMPACT, my school counseling membership program, to access resources, professional development, and ongoing support that help reduce stress and streamline your program.

Resources Mentioned:

• Join IMPACT

• Countdown to Winter Break

• Elf-Control

• Dress an Elf

• Snowman Goals

• Blog - How to Plan a Fun Counseling Christmas Party

• Needs Assessment

• End of Year Report

• Data Wall

• Blog - Favorite December School Counseling Activities

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest

• Youtube

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!