If you’re looking for an effective way to enhance daily routines and support individuals with different abilities, visual schedules and supports should be one of the first places to start. Among all the evidence-based interventions for neurodivergent individuals, visual schedules has shown to be effective, present minimal risks, and can be completely customized to each learner.
So why don’t more parents and professionals take advantage of visual schedules?
We’ve heard from many in our LSA reading community that it’s hard to know where to start in trying to customize visual schedules.
In this step-by-step guide, we will walk you through the process of creating a custom visual schedules to meet specific needs and preferences of your learner.
Whether you’re a parent, educator, or caregiver, this blog post will equip you with the tools to create personalized visual schedules that foster independence and organization.
Click here to jump to the TL;DR summary.
Understanding Visual Schedules
Visual schedules are a powerful, evidence-based tool used to represent tasks and routines through images or symbols rather than the traditional written text of a “to-do” list.
Research has shown that individuals–especially those with executive functioning difficulties or forms of neurodivergence like Autism and ADHD–benefit significantly from the visual representation of schedules. Visual schedules provide a sense of predictability and clarity, reducing anxiety and promoting better task comprehension and execution.
Types of Visual Schedules
There are various types of visual schedules, each catering to specific needs and abilities. The three common types are:
- Object-based schedules – schedules using real objects or miniatures to represent tasks. These are ideal for younger children or those who benefit from tactile experiences.
- Picture-based schedules – schedules that use photographs or picture symbols to represent different elements of the schedule. These are by far the most commonly used in educational settings and offer versatility for a wide range of ages and abilities.
- Written word schedules – schedules that use simple text reminders of each step in a routine. These are most suitable for individuals with advanced reading skills.
Assessing Individual Needs for Visual Schedules
Customization is at the heart of effective visual schedules. Before diving into the customization process, it’s essential to assess the individual’s specific needs thoroughly. Each person is unique, and understanding their skill level, preferences, and challenges is crucial in designing a successful visual schedule.
For younger children or individuals with limited reading skills, picture-based schedules are often the best choice. On the other hand, individuals with advanced reading abilities may prefer written word schedules. Digital formats on a smartphone or tablet offer portability and can easily be updated with new photographs and symbols.
Additionally, consider the individual’s interests and motivations when choosing visuals. Incorporating preferred activities or hobbies into the visual schedule can increase engagement and willingness to follow the schedule.
Some questions to ask when assessing what type of visual schedule might work best:
- How many steps are in the schedule?
- How well does the individual discriminate between different pictures?
- Can the individual match photographs to symbol representations? If not, is it best to have the actual photograph of the steps?
- Will it benefit the individual to see themselves in the photographs?
- Where is the visual schedule going to be used?
- Will the schedule be posted in one place or does it need to be portable?
- Will the schedule change frequently or be the same routine each day?
- Will the individual receive prompts to follow the schedule or can they follow along independently?
Selecting Appropriate Visuals for Visual Schedules
The success of a visual schedule lies in its clarity and recognizability. Choosing appropriate visuals is a critical step in the customization process. Here are some considerations in how to select the best visuals for your customized schedule:
- Clarity: Ensure that the visuals are clear and easy to understand. Use high-quality images or symbols that represent the tasks accurately. If the individual responds better to photographs, use high-quality stock photo from websites like Canva.
- Consistency: Maintain consistency in the visuals throughout the schedule. Stick to the same style and format to avoid confusion. If possible, remove distractions from the background of images
- Cultural Sensitivity: Be mindful of cultural differences when choosing visuals. Use symbols and images that are universally understood and inclusive.
- Personalization: Whenever possible, use personalized visuals that resonate with the individual. This could include photographs of familiar places, people, or objects. Photograph the individual completing each step of the schedule and embed those into the routine.
Creating the Visual Schedule
Now comes the exciting part – creating your customized visual schedule!
Here’s a step-by-step breakdown of the process:
Determine the Schedule Format
Decide on the most suitable format for the individual’s needs – a single routine (morning, dressing, clean up, etc.), a daily routine, weekly, or activity-based schedule (e.g., centers or leisure activities.) For younger children, a visual schedule for each day may work best, while older individuals may prefer a weekly overview. Know that there’s no right or wrong answer here, just get started with a choice and test it using the implementation instructions below.
Select Materials and Tools
Choose the appropriate materials and tools for creating the visual schedule. Options include a whiteboard, laminated cards, a digital app, or even a visual schedule software. Some of the options we like the best are Canva, Google Docs, First-Then, and our customizable templates from The Real-Life Executive Functioning Workbook (coupon code LSA20 for 20% off at checkout).
For a sample daily visual support from the workbook, check out this downloadable template.
Organize the Visuals
Arrange the visuals in a logical order that aligns with the individual’s routine. Consider the flow of activities and the time required for each task. Also consider the individual’s motivation for specific activities in the routine. Sometimes it can be helpful to start with easier tasks and build up to more difficult ones. For others, putting the motivating activities at the end can be helpful in getting through difficult tasks first.
Design and Layout
Pay attention to the layout and design elements to make the visual schedule visually appealing and engaging. Use colors and fonts that are easy to read, and leave enough space between visuals for clarity.
Involve the Individual
Whenever possible, involve the individual in the creation process. Ask for their input, preferences, and feedback. This not only fosters a sense of ownership but also ensures that the schedule is tailored to their needs.
Implementing the Visual Schedule
Introducing the visual schedule to the individual requires patience and support. The transition from traditional schedules to visual schedules may take time and adjustments. Here are some strategies to help with the implementation process:
- Start Gradually: Introduce the visual schedule one step at a time. Begin with a few key tasks and gradually add more as the individual becomes familiar and comfortable with the schedule.
- Talk About the “Why”: For some learners it can be helpful to start by reviewing the rationale or the “why” for implementing the visual schedule. This should be explained in a way that makes sense to the individual and supports their own motivation for learning to use it. There’s big difference between saying “use the schedule because I told you to,” and saying “use the schedule because it will save you more time which you can spend playing video games with your friends.” Find a rationale that makes sense for your leaner.
- Add Visual Prompts: Use visual prompts, such as an arrow or a star next to the current task, to help the individual understand their progress through the schedule. Use check marks or move a task from the red to green area when completed.
- Use Positive Reinforcement: Celebrate the successful completion of tasks with praise, high-fives, or small rewards. Positive reinforcement encourages the individual to continue using the visual schedule.
- Provide Support: Offer prompts, guidance and support as needed, especially during the initial stages of using the visual schedule. Be patient and encouraging throughout the process.
Monitoring and Adjusting the Visual Schedule
Regularly monitoring the effectiveness of the visual schedule is crucial for its success. Keep an eye on how well the individual follows the schedule and identify any areas that may require improvement. Be open to making adjustments as routines or goals change. Flexibility and adaptability are key in maintaining a relevant and helpful visual schedule.
Here are some suggestions:
- Observe Progress: Pay attention to the individual’s engagement with the visual schedule and note any improvements in task completion and time management. Collect and record data on things like completion time, how many steps the learner uses the schedule, and level of prompting needed to follow the schedule. Celebrate milestones as your learner makes progress.
- Seek Feedback: Check in with your learner and other stakeholders involved in using the schedule. Gather feedback and suggestions for improvement.
- Adjust as Needed: As the individual’s needs or routines change, be prepared to adjust the visual schedule accordingly. This may involve adding or removing tasks, modifying visuals, or changing the schedule format.
- Consistency is Key: Ensure that the visual schedule is consistently used and reinforced to establish a routine and habit. Visual schedules aren’t a ‘magic bullet’ solution for neurodivergent individuals in that they’ll never encounter EF challenges again. No interventions work that way. Instead, expect that consistent practice will result in progress over time.
Troubleshooting and Tips
As with any new approach, challenges may arise while using visual schedules. It’s essential to troubleshoot and find solutions to overcome these obstacles. Remember to remain patient and understanding throughout the journey. Here are some common challenges and tips for addressing them:
Lack of Engagement
What do I do if my learner refuses to use the visual schedule?
If the individual shows resistance to using the visual schedule, try incorporating their favorite activities or rewards into the schedule first. Make it a positive and enjoyable experience to participate in a visual schedule. Then gradually add activities that are less preferred or generalize the same structure to a new routine.
Difficulty Following the Schedule
What do I do if my learner doesn’t know how to follow the schedule?
If the individual struggles to follow the schedule, simplify the visuals or break down tasks into smaller steps. Use visual prompts or reminders to help them stay on track. Start with tasks that the individual knows how to do independently and tasks that take short durations of time. Gradually build up to longer tasks or tasks that are more difficult.
Changes in Routine
My learner was doing great. Then the routine changed and now they are struggling to follow the schedule.
If there are changes in the individual’s routine, update the visual schedule accordingly and expect that it may be necessary to prompt or help the learner adjust to the new schedule. Remember that accepting changes in routine is not the same skill as following a visual schedule. Do your best to determine if this is an issue with accepting change or confusion about a new step.
For individuals who struggle with changes in routine, communicate the changes and provide support during the transition. Start be practicing changes in routine that are exciting or preferred (e.g., “Look, instead of putting away your laundry, today’s schedule says to play 15 minutes of video games!”) and then gradually move to changes in routine that may not be expected or preferred.
Reevaluate the Schedule
If the visual schedule is not achieving the desired results after several attempts, reevaluate its effectiveness. Seek feedback from the individual, make a change or two and then try again. As mentioned above, visual schedules take time and practice to fully demonstrate effectiveness.
TL;DR – (Too Long, Didn’t Read)
Visual schedules are a powerful and versatile tool that can significantly impact the lives of neurodivergent individuals.
By understanding the individual’s needs, selecting appropriate visuals, and creating a customized schedule, you can promote independence, organization, and successful task completion.
Embrace the process of customization, implement the visual schedule with support and patience, and be open to making adjustments along the way.