One of the most challenging aspects of running a childcare business—whether it’s a large center or a small in-home daycare—is managing communication with parents. Questions about arrival times, last-minute schedule changes, missing winter gear, and drop-offs during inclement weather are all part of the day-to-day experience. How you respond can build or erode trust. In this blog, we’ll explore ways to set boundaries, communicate policies, and maintain strong relationships with the families you serve.
Establish Clear Policies from the Start
- Have a Written Handbook: A thoroughly written handbook or contract is essential. Include details on drop-off and pick-up times, illness policies, and what parents need to provide—such as winter boots or diapers. This provides clarity and consistency.
- Explain the “Why”: When parents understand why you have certain rules—like needing proper winter boots for outdoor play—they’re more likely to respect them. Emphasize safety and learning opportunities that come with outdoor exploration.
Communicate Regularly
- Use Multiple Channels: Some parents prefer text messages; others prefer email. Provide at least two reliable communication methods (e.g., text/email) for important updates, and then consider using an app or daily sheets for routine notes.
- Send Reminders in Advance: If winter is coming, send multiple reminders about winter gear requirements. This can help reduce frustration and last-minute scrambling.
Addressing Late Arrivals and Last-Minute Changes
- Firm but Fair: If a parent continually drops their child off 30 minutes late, refer back to your policy. Explain how late arrivals can disrupt the daily schedule, including meal and rest times.
- Offer Consequences: Some providers institute late fees or charge for the full day regardless of attendance. Make sure this is in your contract.
- Empathize but Stand Your Ground: A parent may have a valid reason for being late, and understanding that reason can help maintain a positive relationship. However, you shouldn’t feel pressured to constantly adjust your entire program for one family.
Handling Forgotten Items (Like a Water Bottle or Winter Boots)
- Set Up a “Forgotten Supplies” Basket: Keep a few spare items (like cups or water bottles) on hand, but remind parents this is a courtesy, not a guarantee.
- Implement a Borrowing Policy: If you lend out a pair of winter boots or gloves, make sure you track it and let parents know they need to return them. This fosters accountability.
Maintaining Professionalism
- Non-Negotiables: Safety issues such as proper footwear in snowy weather are non-negotiable. If a child arrives without boots, you must have a policy in place. Will the child remain indoors? Will you have spare boots? Decide in advance.
- Stay Calm and Avoid Blame: When a parent is frustrated or upset, remain calm, restate the policy, and offer solutions where possible. This balanced approach demonstrates both your professionalism and your care for the child.
Conclusion
Effective communication is the backbone of any childcare operation. By having a clear policy framework, sending consistent reminders, and maintaining professionalism, you can address day-to-day challenges with confidence. Remember, your policies exist to protect both the children’s well-being and your business’s viability. When parents see that you genuinely care about their children’s best interests, they’re far more likely to respect your guidelines and remain loyal to your program.
