How to Approach Childcare Staff Management | LineLeader

As a childcare leader you already know that managing tough conversations with staff is an inevitable—and sticky—part of the job. But avoiding them is never the answer.

While these discussions can be difficult, they’re a crucial skill for any leader dedicated to building a strong company culture. Whether you need to address performance issues, set boundaries, or give feedback, being honest and open isn’t just about solving staff issues—it’s about creating an environment of trust, respect, and growth.

But how exactly should you lead these conversations? And how can they help with staff retention? Today we’re sharing proven tips to help you navigate.

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Why Face Hard Conversations Head-on

In the words of early childhood education (ECE) Coach Chanie Wilschanski, “The fastest path to a great culture is having difficult conversations.”

No matter what challenge you’re facing, tackling difficult topics head-on is the way to go: 

• Increased engagement: Employees who receive regular feedback (even the tough stuff) are 3.6X more likely to be engaged at work.
• Stronger communication: 70% of employees avoid difficult conversations in the workplace—which means there’s major room for improvement when it comes to creating a positive company culture.
• Greater productivity: 72% of business leaders believe effective communication has increased team productivity.

Running a successful childcare business is about so much more than simply providing “daycare”. With tight ratios and a high risk of burnout, it’s time to put the well-being of your caregivers at the top of the list.

Research shows that each failed conversation could cost companies up to $7.5K and more than 7 work days in mediation hours. Learning how to handle tough conversations with your staff isn’t just a great way to increase job satisfaction within your childcare team—it could also be huge for your bottom line.

Preparing for Tough Conversations

You know how hard your childcare staff work and the challenges they face each day, but there are some situations where tough topics need to be addressed. 

That’s why the first rule of engagement is to approach the conversation with empathy, understanding, and objective data. Think of it as a team effort—you're not just addressing the issue at hand, but also working together to find a solution that benefits both the individual team member and the bigger picture.

Here are a few examples of when you may need to sit down for a tough conversation with your childcare staff: 

• Consistent lateness: When a staff member frequently arrives late to their shift, impacting the smooth running of the childcare center and potentially causing disruptions in the daily routine.
• Inappropriate behavior: Instances where a staff member engages in unprofessional conduct, such as using inappropriate language, displaying disrespectful behavior, or violating any established policies or codes of conduct.
• Safety violations: If a staff member consistently ignores safety protocols, such as improperly securing children in the classroom, not following proper sanitation procedures, or neglecting to maintain a clean and safe environment.
• Poor performance: If a staff member consistently fails to meet the expected standards of care, such as not providing appropriate supervision or not effectively engaging with the children.
• Violation of ethical guidelines: If a staff member engages in actions that go against your Childcare Staff Handbook or the ethical guidelines of the childcare profession, such as breaching confidentiality, engaging in discriminatory practices, or compromising the welfare of the children under their care.

Teachers and staff want feedback that will make them better at their jobs. 

Strategies for Leading Effective Conversations

 Stepping into a difficult discussion without a plan is like trying to run a marathon in flip-flops—it's just not going to end well. Here’s everything you need to plan your approach before sitting down for that crucial conversation.

1. Set clear expectations

Before you dive into any performance talk, it’s important to have a set standard in place that you can both refer to. By setting clear standards and getting everyone on the same page, you can often avoid the need for tough conversations altogether—saving your ‘serious face’ for when it really matters.

Here are a few examples of what clear expectations might look like:

• Response time for emails or inquiries: "For our enrollment team, we expect emails and parent questions to be answered within 24 hours.”
• Classroom management and engagement: "Teachers, we want to make sure every child is actively involved and engaged throughout the day, following our classroom guidelines."

• Punctuality and attendance: "We expect staff to stay up to date on staff schedules, be on time, and ready to go at least 10 minutes before their shift. If there’s a delay, let us know as soon as possible."

• Administrative tasks: "Reports and paperwork should be wrapped up and submitted by the end of the week."
• Health and Safety procedures: "Regular safety checks should be conducted every morning."

But it’s not enough to have a list of expectations or Standard Operating Procedures (SOPs). You have to make sure your team is crystal clear on what’s expected and on board with meeting those goals.

“If you want to get to the place where you can look down from the top of a building and spot your team as a culture of compliance excellence, then you have to condition in that learning. The only way to [do that] is to not only start the compliance training during onboarding and start conditioning it in, but condition it in at every touch point within your business on a daily, weekly, monthly, quarterly and annual basis,” says Cindy Morgan, Vice President of Operations at 1Place Childcare.

2. Gather relevant information

To set the stage for a productive conversation, it’s important to gather evidence to back up your claims before you sit down. Having real-life examples (with times and dates if possible) to draw on will help you approach the talk in a fair, constructive way, showing your expectations are based on facts, not feelings. 

Here are some types of evidence that could help: 

• Document specific incidents: Find dates and details of any missed deadlines or repeated incidents.
• Review performance metrics: Look at response times, attendance or staff KPIs and check where the employee sits against these numbers.
• Get feedback from others: If there have been specific complaints from other team members, make sure to get full details. It’s important to ask for discretion from anyone involved and make sure they understand it’s your job to deal with it.
• Refer to previous conversations: If this isn’t the first time you’ve had to have a tough conversation with this employee, make sure to mention previous discussions so you’re both on the same page.

To put your employee at ease, let them know this isn’t a blame-game but that you have to be clear about why this conversation is happening, and that you hope to work together to find a solution. 

3. Pick a good time and place

To ensure a constructive conversation, picking the right time and place is key. Look for a private, quiet space where you can talk without distractions. 

If you’ve already laid the foundation of regular check-ins with your team, even better. By setting up regular one-on-one meetings in advance, you create a space for open communication—and those tough conversations start to feel more like an opportunity for growth rather than a surprise showdown. 

“I always like to start one-on-one with every single person. If you've never run a one-on-one before, understand that a one-on-one is very different from a flyby conversation. Standing and talking with a teacher in the carpool lane is not one-on-one. That’s a flyby carpool conversation. A one-on-one is a scheduled meeting that exists in your calendar,” says ECE Coach Chanie Wilchanski.

4. Spot patterns, not just problems

When it comes to tough conversations, having them early can help avoid the issue growing from a single flame to a fire. The second time something happens is often the first sign of a pattern. In this case, it’s worth addressing it before it turns into a bigger problem.

Here are some tips to help keep the conversation productive: 

• Get specific with areas to improve: Next, gently bring up areas for growth with real examples: 'I’ve noticed that some afternoon activities are running over time, which can throw off the rest of the schedule.'
• Offer a clear action plan: Give them something concrete to work on so they have a clear roadmap to improvement. For example, 'Let’s try adjusting the activity timing next week so we stay on track and make the most of the day.'

6. Find solutions together

If you’ve worked in childcare long enough, you know the value of listening. And there’s no better time to put that skill to work than during a tough conversation with your staff. By involving your employee in the problem-solving process you can tap into their insights for more practical and long-lasting solutions. 

Plus, your employees will feel valued even after a difficult discussion, helping build a more supportive and collaborative workplace. Julie Roy, Business Growth and Exit Strategist puts it perfectly: “We create SOPs without talking to the people they're going to affect… [but] if people have an ability to make decisions, they will stay with you.”

Here’s how to work with your childcare staff to find solutions during a tough conversation: 

• Ask for input: Start by asking them what’s working and what’s not from their point of view—this shows you value their perspective and opens the door to real solutions.
• Collaborate on ideas: Work together to find ways to fix any challenges. The solutions will feel like a team effort and empower your employee to take real action.
• Take a practical approach: After you’ve come up with some initial ideas in your conversation, you can follow up with an analytical approach to choose which solutions are most realistic in the long run.

7. Make accountability a priority

Holding staff accountable doesn’t have to feel like laying down the law—it’s about setting clear goals, and expectations and supporting your team as they follow through. When you set specific goals, timelines, and clear outcomes, you make it easy for staff to deliver high-quality of care, all while building professionalism and teamwork.

Here’s how to keep everyone on track from day one: 

• Clarify your expectations: Put employee expectations in your job descriptions, roles and responsibilities, and employee handbook, so no one (including your new hires) is left in the dark.
• Track employee success: From Staff Reporting to Tours per Week, there are endless ways to track employee metrics. Having hard information to hand will help you figure out employee accountability and help your case when it comes to those tough conversations.
• Focus on growth, not blame: Accountability is a chance to grow. Use your team meetings to make sure everyone is working toward the same high standards.
• Provide training and ongoing development: The right childcare staff training minimizes the need for tough conversations and makes team members feel that you’re invested in their success.

• Celebrate progress: You already know part of your job is cheerleader. When your employees do a good job, be there to help them celebrate.
  

8. Building a culture of accountability and excellence

Following up after tough conversations shows you’re not just causing drama and walking away—you’re there to support their professional development and cheer them on as they make progress. Plus, it keeps the momentum going, helps you monitor improvement, and gives you a chance to step in with more feedback or resources if they need it.

Here’s how to strengthen your follow-up game: 

• Check in regularly: Schedule a quick follow-up chat to see how things are going.
• Offer support: Let them know you’re there to help, not hover. Ask, ‘Is there anything you need from me to make this easier?’
• Recognize progress: If they’ve made strides, celebrate! A little ‘You’re doing a great job with this!’ can boost confidence and keep them motivated.
• Be open to adjustments: Even the best plans need tweaks. Ask, ‘Is there anything about our approach that we should revisit or improve?’
• Keep it positive: The goal is growth, not nitpicking. Keep the tone light and encouraging so they know you’re rooting for their success.

Empower Your Team Through Effective Management

Navigating tough conversations with childcare staff isn’t easy—but it can lead to happier employees, stronger teams, and a healthier environment for young children.

Remember, tough conversations don’t have to be awkward or confrontational. When you approach them with care, clarity and empathy, they become opportunities to connect, support and empower.

Learn how 1-on-1 staff meetings can transform your team: Download the free 1-on-1 Staff Meeting Template.