Scheduling speech therapy sessions can be a challenging task, especially at the start of the school year. Whether you’re a seasoned speech-language pathologist (SLP) or just beginning your career, getting your schedule right is essential for a smooth and productive year. In this detailed guide, I’ll walk you through my proven method for creating an effective speech therapy schedule that meets the needs of your students, teachers, and yourself.
Step 1: Gather Comprehensive Student Information
Before you begin scheduling, gather all relevant information about your students. This includes:
- Student Names
- Grades and Classrooms
- Teachers
- Service Times
- Special Considerations (IEPs, other services)
Having a complete overview of each student’s needs is crucial for creating a balanced and effective schedule. Using a tool like SLP Now or a simple spreadsheet can help you keep everything organized. This will be your reference point throughout the scheduling process.
Step 2: Collect Classroom Schedules Early
To avoid conflicts and ensure your therapy sessions don’t interfere with core classroom activities, collect classroom schedules as early as possible. Reach out to teachers to get their daily schedules. Coordination with other service providers (OT, PT, resource room) is also essential to prevent double-booking students.
By having classroom schedules at your fingertips, you can plan therapy sessions that fit seamlessly into the students’ academic day.
Step 3: Use a Color-Coded Sticky Note System
Once you have all the information, it’s time to start planning your schedule. I recommend using a color-coded sticky note system:
- Write each student’s name and service time on a sticky note.
- Color-code the notes by grade or class to keep things organized.
For group sessions, place all the students’ names on the same sticky note. This visual tool is highly flexible and allows you to move things around easily as you work through different scheduling scenarios.
Step 4: Create a Giant Schedule and Block Off Non-Negotiables
Next, create a giant (blank) schedule. You can do this on a whiteboard, poster board, or even on a table with a dry erase marker. Start by writing down your non-negotiables—those key times that can’t be moved. For me, that’s our school-wide evaluation time, my morning circle time, and the cooking group. Block those times off on your calendar.
Once your non-negotiables are in place, group your sticky notes into your “ideal” groups. Place them at the “ideal” times, knowing that you’ll likely need to adjust as you go along.
Step 5: Prioritize Push-In Services First
When placing your sticky notes on the calendar, start with your push-in services. These sessions require you to be in the classroom, so they need to fit within the class’s existing schedule. I Prioritize these groups first:
By scheduling these first, you ensure that they don’t conflict with other classroom activities, which can be harder to rearrange later.
Step 6: Compare and Adjust Based on Student Availability
After you’ve placed your sticky notes in their “ideal” spots, compare your selections with student availability. This is where you may need to make some adjustments. Move your sticky notes around as necessary until you find a workable solution. This step may require some back-and-forth, but it’s essential for creating a realistic and effective schedule.
Step 7: Stay Flexible—Your Schedule Will Change
No matter how well you plan, your initial schedule is likely to need adjustments. I always tell my teachers that I’m “running” the schedule for the first week to see if it works, and it almost never does! Be prepared to tweak your schedule as needed based on how the first week goes.
Flexibility is key—not just at the beginning of the year, but throughout. As new students join your caseload or unforeseen changes occur, you’ll need to adapt your schedule to fit these new circumstances.
Step 8: Communicate and Collaborate with Teachers
Effective communication with teachers is essential for a successful schedule. Let them know that the first week is a trial run, and be transparent about potential changes. I’m fortunate to work with flexible teachers who understand that adjustments may be necessary.
Encourage collaboration by keeping an open line of communication and reassuring teachers that their input is valued. A collaborative approach not only helps with scheduling but also fosters a strong working relationship.
So now what…
Remember, flexibility is just as important as planning. Your schedule will likely change throughout the year, and that’s okay. The key is to stay adaptable and keep the lines of communication open.
Creating a speech therapy schedule doesn’t have to be overwhelming. By gathering detailed information, using a flexible system like color-coded sticky notes, and maintaining open communication with teachers, you can create a schedule that works for everyone involved.
Ready to start your school year with a well-organized speech therapy schedule? Share your scheduling tips in the comments below!
