243. Data strategies every counselor needs with Patti Hoelzle

Welcome back to another episode of School Counseling Simplified! All April long, I’m sitting down with amazing guest experts to bring you insight, encouragement, and practical tools for your school counseling practice. Today’s guest is the incredible Patti Hoelzle from Rooted Well, and we’re talking all about something many counselors shy away from… data. But don’t worry—Patti breaks it down in a way that’s simple, empowering, and exciting!

Patti Hoelzle is the owner of Rooted WELL and a National Board Certified School Counselor with a passion for building proactive, equitable systems of student support. She trains and consults on mindfulness in schools, trauma-informed practices, tiered interventions, and PBIS, working with educators and families nationwide. A sought-after speaker, Patti has presented at local and national conferences and teaches as an adjunct professor in a school counseling graduate program. Previously, she led social-emotional learning and MTSS efforts in a school district and has spent 18 years dedicated to being a professional school counselor. Recognized as Washington’s 2021 School Counselor Advocate of the Year, Patti is dedicated to ensuring every student gets the whole-child support they deserve.

Why Data Matters in School Counseling

School counselors are in a unique position—we have to do the job, prove our impact, and often justify our position for the following school year. The good news? Data can do all three.

Using data allows you to:

• Advocate for your role and time

• Communicate impact to stakeholders, families, and administration

• Support budget decisions and staffing

• Build confidence in your work
  
  

Time Tracking as a Starting Point

Patti recommends starting with one of the simplest tools: a time tracker.
She’s created an Excel spreadsheet workbook that allows counselors to track:

• Time spent on individual students

• Tasks completed throughout the day

• Graphs and charts that automatically populate from your entries
  
  

This is perfect for sharing with admin, staying accountable, and noticing patterns in how your time is spent. You can find this resource in Patti’s Teachers Pay Teachers store (linked in the show notes below).

Using Google Tools for Easy Data Collection

Another strategy Patti loves: Google Forms + the Google Suite.
These tools are powerful for:

• Progress monitoring

• Sending surveys to students, teachers, and caregivers

• Collecting ongoing data during small groups

• Tracking changes in student behavior or academic progress
  
  

And bonus—sending forms to caregivers via email often leads to higher participation rates than paper handouts.

Advice for New Counselors

Start small. Patti suggests:

• Begin with tracking your time, since it’s something you’re already doing

• Add in pre/post assessments once you’re in the groove

• Use tools that already exist—no need to reinvent the wheel
  
  

A Mindset Shift: The Slow Cooker Analogy

“Our work is like a slow cooker, not a microwave.”
Counselors often wish for a quick fix, but real change takes time. Don’t be discouraged if you don’t see growth right away.

If your data isn’t showing growth:

• Don’t take it personally—there are many factors at play

• Use it as a learning opportunity

• Be willing to adapt and try new approaches

• Track student growth over time, especially with Tier 2 or Tier 3 students
  
  

This conversation was such a great reminder that data doesn't have to be intimidating—it can actually empower us to better serve our students and advocate for ourselves.

You can connect with Patti and find her time tracker and other amazing resources linked below in the show notes.

Thanks for listening, and I’ll see you next week on School Counseling Simplified! 

Resources mentioned:

• Join my school counselor membership IMPACT here!

• If you are enjoying School Counseling Simplified please follow and leave us a review on Apple Podcasts!

Connect with Rachel:

• TpT Store

• Blog

• Instagram

• Facebook Page

• Facebook Group

• Pinterest 

• Youtube

Connect with Patti:

• rootedwellcoaching.com

• TpT Store

• TikTok

• Instagram

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!