Beyond the Interview Questions
Practical Strategies for Building the Best Childcare Team
As a childcare director, you know that hiring the right team members is crucial for creating a positive environment for both children and staff. While you likely already have a solid set of interview questions (my favorites HERE!), refining how you evaluate the answers can make all the difference. By taking a structured approach to assess the qualities that will make the most successful employee, you can ensure that every new hire not only meets the basic requirements but also fits seamlessly into your center’s culture.
1. Know What You’re Looking For
Yes, this sounds obvious. But do you actually have a list of your core values? Or a list of characteristics that make the perfect hire? Taking time to define the qualities you value in a team member sets the foundation for your entire hiring process.
Before rushing into your next interview, complete the exercise below to ensure the qualities you and your team prioritize—like handling difficult situations calmly or being open to feedback—are reflected in your interview questions. This way, you can better understand how a potential hire might respond when those qualities are put to the test.
Make a List: Write down the qualities that your best employees exhibit or those you believe make an exceptional staff member. Think of specifics like “shows up on time” or “is a true team player.” Then, ask your current team to share the qualities they appreciate in a coworker. Even if you receive playful responses like “loves changing diapers,” don’t dismiss them—every piece of feedback offers valuable insight into what your team needs right now.
Group Similar Traits: Once you have your list, start combining similar qualities. For example, traits like “patience,” “understanding,” and “not easily frustrated” can be grouped together. Aim to create no more than 4–6 overarching categories that encapsulate these qualities.
Give Each Group a Name: Finally, assign a name to each group. For instance, if you’ve grouped together “patience,” “understanding,” and related traits, you might label that category “grace under pressure.”
This exercise not only clarifies what you’re looking for but also ensures that your interview questions and evaluation process are aligned with the real strengths that drive success at your center.
2. Dig Deeper
You already have a strong set of situational interview questions, but making these interviews truly worthwhile means probing beyond rehearsed answers. Instead of accepting a candidate’s general response, take the opportunity to dig deeper and uncover the real story behind their experiences. By asking them to elaborate on specific incidents, you can better assess their problem-solving skills and how they truly handle challenges in your center.
Ask for Details: When a candidate describes handling a difficult situation, encourage them to walk you through the process step by step.
Probe for Insights: Follow up by asking, “What did you learn from that experience?” or “How would you handle it differently next time?” This helps you understand their capacity to learn and adapt.
Focus on Concrete Actions: Look for detailed, specific examples of what they did, rather than just general statements. This ensures you capture their true behavior under pressure.
Truly, interviews should really just be a conversation to allow you to get to know your potential candidates and their skill sets. Don’t be afraid to probe!
3. Keep a Simple Scorecard
After a long day of interviews, it’s easy to forget the details of each candidate’s responses. A simple scoring sheet isn’t about reducing someone to a number—it’s a tool to help you quantify and compare their answers objectively. By linking each question to a key quality, you can capture a clear snapshot of how each candidate measures up against the characteristics you value.
List Interview Questions with Related Qualities: Write down each interview question along with a note about the key quality it’s designed to assess (for example, "Tell me about a time a child challenged you. How did you handle it?"?” could be linked to “grace under pressure”. This reminder helps ensure you’re looking for the right details in each answer.
Rate Each Candidate: Use a simple 1-to-3 scale—1 means the response did not meet expectations, 2 means it met expectations, and 3 indicates it exceeded expectations.
Add Brief Notes: For each question, jot down specific observations that explain the score. Group these notes by question so you can easily see how each candidate’s response aligns with the qualities you’re seeking.
This method not only brings consistency and objectivity to your evaluations but also makes it easier to identify patterns and make well-informed hiring decisions that align with your center’s needs.
Review and Learn
Your interview process should be a continuous learning experience. After a candidate has been on board for a while, take time to reflect on how their performance compares with what they promised during the interview. This review process can help you fine-tune your approach and improve future hiring decisions.
Set a Follow-Up Time: For example, review a new hire’s performance after 90 days.
Compare Reality to Expectations: Determine if the qualities they discussed in the interview are evident in their day-to-day work.
Refine Your Process: Use these insights to adjust your questions and evaluation methods for the next round of interviews.
Don’t Forget…
The hiring process doesn’t end when a candidate accepts your offer; it’s just the beginning of building a strong working relationship. Effective onboarding starts before their first day, which can set a positive tone and help reduce first-day anxiety. This early engagement shows that you’re invested in their success and helps them feel connected even before stepping through the door.
Send a Handwritten Welcome Note: Mail a personalized, handwritten note to their home about a week before they start. This thoughtful gesture not only expresses your excitement but also makes them feel seen and appreciated.
Include Them in Your Team Newsletter: Feature your new hire in the upcoming team newsletter. This introduction gives existing staff a chance to learn about them and helps the new hire feel like part of the team even before arriving.
Add Them to Your Social Media: Consider welcoming them on your center’s Facebook page or other social channels. This public acknowledgment builds excitement and signals that the entire community is ready to welcome them.
Provide a Personalized Welcome Packet: Prepare a welcome packet that goes beyond the basics. Include a welcome letter, a detailed first-day schedule, an introduction to key team members, and insights into your center’s culture—perhaps even a short video message from you or the team.
Invite Them to Meet the Team: Arrange an opportunity for your new hire to meet the team before their start date. Whether it’s a casual in-person gathering or a virtual coffee break, this gives them a chance to connect with their future colleagues and begin building relationships in a relaxed setting.
This proactive, personal approach to onboarding not only helps your new hire feel connected but also reinforces your center’s commitment to creating a supportive, welcoming environment from day one.
Take your time, involve your team, and keep refining your approach. When you hire with intention, you create a more supportive, cohesive environment for everyone at your center.
What changes have made the biggest difference in your interviews? Share your experiences and let’s build even stronger teams together.
