Special Educators Resource Room Podcast: Real Talk for Special Education Teachers

130. When You Have NO Time for Progress Monitoring

• Jennifer DeBrosse

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Progress monitoring doesn’t have to be complicated—or exhausting. In this episode, we’re talking about practical ways to track student growth when your time and energy are already stretched thin. Learn how to shift your mindset, simplify your systems, and start small—without sacrificing the quality of your data.

In this episode:
✔ Why “useful” data matters more than “perfect” data
✔ A one-student-per-day strategy that actually works
✔ How to turn classroom routines into built-in data collection
✔ Creative ways to store and access your data quickly
✔ What to do if you're already behind (hint: don’t panic)

Let’s make progress monitoring something you can actually do—not just feel guilty about.

If you're a busy special education teacher looking for tips, tricks, and resources to save you precious time, I've got you covered! I'm here to help you regain your confidence in the classroom and feel calm and collected as a special educator.

Tune in every Friday for practical tips, tools, and the support you need to to THRIVE in the classroom.

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Speaker 1:

Hi there, welcome back to Special Educators Resource Room podcast. I'm Jennifer from Positively Learning. Today, we're diving into a topic that I think every special educator has whispered to themselves at least once, if not every single week. What if I just don't have time for progress monitoring? Hey, special educators, I'm Jennifer from Positively Learning. Welcome to the Special Educators Resource Room. If you're like me, you're always looking for ways to save time and streamline your work. That's why this podcast was created to give you the systems and solutions you need to get your time back. Tune in for tips, tricks and tools that will help you manage your workload and make the most of your time. Whether you're brand new or experienced, all are welcome in the Special Educators Resource Room.

Speaker 1:

Let me just say this right at the top If you are feeling like you do not have time for progress monitoring or collecting any type of data, you are not alone and you're not doing anything wrong. You're not behind. You're not failing. You're working in a system that expects you to teach, manage behaviors, adjust lessons, lead meetings, write legal documents and track every detail of student progress all in the same day. Today's episode is for those moments when you care deeply about student growth, but the actual process of tracking that growth feels completely impossible. Let's talk about how to make progress monitoring manageable on your real life schedule, because the reality it's not that you don't care, it's that you don't have time. And, let's be honest, you already know progress monitoring is important. You want to make data-driven decisions. I don't need to say anything. You want to advocate for your students with confidence, but when every second is spoken for tracking, student data tends to be the first thing that falls off the list. And you're not alone. I talk with teachers every week who tell me I have six data sheets going at once and I can't keep up. Or I know my student is making progress, I just don't have time to prove it. I'm using work samples, but I'm not logging anything. I'm so behind I don't even know where to start. Does any of that sound familiar? If that's you, you are in good company.

Speaker 1:

So now let's get practical. Let's redefine progress monitoring. Progress monitoring doesn't mean you have to have formal data collection five times a week. It doesn't mean graphs and spreadsheets and hand-colored bar charts, unless you want it to. Let's shift our mindset from perfect data to useful data. Here's a better definition Progress monitoring is any consistent system you use to show how a student is moving toward a goal. Let's put that in writing. If that system only takes a minute a day and uses materials, you already have that counts. So I have three time-saving strategies that actually work and I've used them myself and I recommended them to dozens of teachers when time is tight and tracking still has to happen.

Speaker 1:

So here's strategy number one track one student per day Instead of trying to track data for your entire caseload on one day. Break it down Monday student A, tuesday student B and so on. And if your caseload is larger, double up. You could have student A in the morning, student B in the afternoon. Even if you only collect one solid piece of data, you're going to rotate through your entire caseload schedule every week or two and avoid that all or nothing trap and bonus. You're going to start to see patterns more easily when you give each student your focused attention.

Speaker 1:

Strategy two use what you're already doing. You don't need to create separate progress monitoring tasks if your students are already completing activities that show their skill level. So you can ask yourself can I use this task box as a data point? Can I score this warmup worksheet? Can I use this journal response as a writing sample. The answer is usually yes. I can grab a sticky note or printed data slip and just jot down a quick note Completed task independently four out of five correct on May 28th. Stick it in a folder or snap a photo for your digital log. Boom, that's data. This is especially helpful with task boxes and independent work systems. So if you're using those on a regular basis, you have built-in opportunities for documentation. You just need a quick system to record it.

Speaker 1:

Strategy three use clipboards or grab-and-go data sheets. The biggest reason we don't collect data is it's out of reach, literally. If your data sheets are buried in a binder or saved in a folder on your desktop that you don't open till Friday, they're easy to forget. Instead, keep a clipboard or a data folder. Keep it on your small group table or in your teacher bag or on the back of a cabinet door. Hang by the door some grab-and-go check-ins. You can even attach a mini form directly to a student's task box or binder. Make it easy to grab and write, even if it's just the date and a check mark.

Speaker 1:

So let's talk about what counts as progress monitoring, spoiler alert. It's more than you think these all count. Task box, completion logs, work samples with brief notes, behavior frequency tallies, exit slips, teacher observations written on sticky notes, digital screenshots of completed online work, photos of students, sorting, matching or labeling. If you're doing the work, you deserve credit for it. Your documentation is just making it visible.

Speaker 1:

So what if you are already behind? Let's take a deep breath here. If you're thinking, okay, these tips sound great, but I'm already weeks behind and by weeks you mean months, I hear you. Here's what I would suggest. Step one pick one student to focus on this week, just one. Step two choose a task or activity that aligns with one of their goals. And step three collect one meaningful data point and write it down. That is it. Then repeat with a different student next week or every other day. You will slowly rebuild your routine without burning out.

Speaker 1:

And my pro tip document the system you're using, because sometimes we feel like we're not doing enough because we don't have a formal log. But here's the thing If you ever need to show what system you're using to monitor progress, just write a quick explanation on your lesson plan or your IEP notes. You could say progress is monitored through weekly task completion data, supported by monthly work samples and teacher observation. That sentence alone tells your team and your admin that you have a plan. So let's recap.

Speaker 1:

If progress monitoring feels impossible right now, try this Shift from perfect to useful data. Track one student per day. Use existing tasks like task boxes and independent work binders. Keep data sheets accessible and visible. Start with small, consistent wins. Even one data point matters. You don't have to do it all. You just have to do what's doable and do that consistently. Let's revisit that new definition of progress monitoring. Progress monitoring is any consistent system you use to show how a student is moving toward a goal.

Speaker 1:

If you've been feeling behind, I want to remind you of this. You're already doing the hard part. You're teaching, you're supporting, you're adapting, you're noticing student growth. Progress monitoring is just the documentation of the incredible work you're already doing. So let's make it work for you and not become another thing to dread. And if you want a bank of ready-to-use tools, like data slips, progress checklist, student friendly visuals those are all inside the task box dollar club and the complete independent work club. They're there to make your day feel smoother and not harder. Thanks for spending a few minutes with me today. You've got this. I'll talk to you next week in the Special Educators Resource Room positivelylearningblogcom. See you next week for more special education solutions.