Policies are needed in every company to ensure all laws of the Country, State, and Local governments are met, and all Company policies are followed. Procedures are the recipe of how the policies come to life on a day to day basis. With the Coronavirus Pandemic our Centers are having to implement new policies from our licensing officials. The importance of the policies being consistently implemented in our Child Care Centers is critical to the health and safety of our students and our team.
With so much change happening in early education, we need to find ways to continuously educate and support our team to learn all the new ways and to feel safe and confident. Creating procedures when you announce policies is a great way to solve a few problems. First, policies can be long, laying out the policy in a bullet point, how to perform the tasks helps create clarity on what you are wanting them to do. It also assists with the inconsistency of the procedure and assists you in having your Center run your way.
Did you know that you can save yourself a lot of money and time by taking your policies and putting them into step by step procedures? Research shows that there is a Return on Investment when writing step by step instructions. The initial investment in time is paid back once your written or visual procedure has been used just three times. (Alright, to be honest it’s not going to make everyone consistent – but it will be close!) This only refers to time-saving – we have not even mentioned the value of avoiding errors and rework.
New policies can cause confusion for our Teachers and Aides. A lot of change, or a big change on one, and they can get overwhelmed or during discussion perceive the policy to be played out a different way than you expect. As a Center, we want our policies to be completed our way, so they are consistent, they represent our values, and provide parents with the service you sold them on the tour.
Following policies, in a step by step procedure format, creates consistency and saves time.
What policies should be turned into procedures? Any that you think. Policies that have multiple steps can be forgotten, so these are good to focus on. You could make a list of what you want to create procedures on and get going! Here are a few examples:
How you open the Center
How you close the Center
How you clean the classroom
What to do during rest time
How to keep up with handwashing
Diapering Procedure
And the list goes on as you know!
Start with walking through how you think the policy should be completed. Go back and simplify it as much as possible. You can mount a sign that says, “Wash Hands After Each Diaper Change”, you could create a checklist of diaper changing policies, you could create a visual of diaper changing process. All could work for you.
Introduce it when you introduce the policy. Explain how important it is that we complete the policy as directed and that is why you created the procedures for them. It will help us keep each classroom consistent. Share the law, if applicable, with them so they know where this is coming from. Share the Why this policy is in placed with the company.
As you work through the Center, watch for the procedure visuals to being put to action. Reinforce those behaviors with your team by thanking them or simply noticing. Consider keeping up with the importance of them by reviewing them every quarter on a rotating basis during your staff meetings.
Encourage your team to tell you when the procedures may need adjusting or updating. Doing it daily may lead them to see things you may not, or to find ways to create efficiencies. Each year print out all your procedures you have and review them to ensure they are still up to date.
Last and most important, if you want the procedures, let’s say a cleaning checklist, completed each day during rest time, then manage them to it. Do not accept we did not have time, we forgot, excuses. Spend time in the room when the checklist should be done and coach them through it. Praise and recognize when you see it completed.
If you are not consistent do not expect them to be.
You go girl!
