Changing Perspectives: Staffing, Ratio and End of the Day Management

The Benefits of Opting In- Try out an "Early Exit" and "Stay & Play" List!

Managing staff at a childcare center can be challenging, especially when it comes to balancing ratios, ensuring adequate coverage, and meeting the needs of a team with varying desires for extra hours—or fewer of them.

The Problem

When staff members repeatedly ask to leave early throughout the day or push back when you ask them to stay, it can feel like a constant battle.

Some directors deal with the frustration of constant interruptions from staff asking, "Can I leave early today?" These requests, while understandable, often disrupt the flow of the day, create frustration among team members, and undermine the sense of fairness in the center.

On the flip side, you may have a group of educators who are more than willing to work their entire shifts or even stay late but feel frustrated if they’re unexpectedly asked to go home. They might feel like they’re being taken advantage of when they don’t have the opportunity to work their entire shift. You may receive an eye roll, sigh, or even resistance to leaving when you ask them to.

On top of that, keeping a well-oiled machine in terms of ratios is essential for profitability, but without an organized system in place to handle staff cuts when ratios are met, the day can feel like a never-ending guessing game. So how do you strike a balance between meeting staffing needs and creating a positive work culture where everyone feels appreciated? Try putting control back into the employee’s hands with the Early Exit List and Stay & Play List.

The Solution:

The Early Exit List

The Early Exit List is a simple yet effective way to eliminate the daily back-and-forth around early dismissals. Here’s how it works: each morning, staff who are interested in leaving early when ratios allow can write their names on the Early Exit List. As the day progresses and you hit ratio, you can dismiss staff in the order they arrived for the day, based on the list.

This system not only reduces constant interruptions in your day, but also makes early departures feel fair and transparent. Staff who want to go home early can volunteer, and those who want their full hours aren’t forced to leave. Additionally, it is much easier for you, or whoever closes your center, to take a look at the list and make end-of-the-day decisions rather than wasting time asking everyone in the center each day. It’s a small change that can lead to significant improvements in staff morale.

The Stay & Play List

In addition to the Early Exit List, consider implementing a Stay & Play List for staff who are willing to stay late when needed. This list can be used to offer extra coverage during busy times, unexpected shifts in ratio, or to cover for those who want to leave early.

The Stay & Play List allows staff to volunteer to stay beyond their scheduled hours, but with a critical caveat—they can only sign up if staying late won’t push them into overtime. This ensures that you maintain control over labor costs while still giving flexibility to those looking for extra work.

That being said, keep in mind that if you are short-staffed and already have to pay overtime, this list can help you identify those who are excited about the opportunity.

Not only will this system help you balance staffing more efficiently, but it also gives you a proactive list of people who can help out when ratios are tight or if someone needs to leave early.

Download the Printable Template and Pre-Written Staff Introduction HERE

Shifting the Culture

The beauty of putting staff in control is that it changes the perception of being sent home early or being asked to stay late. Instead of staff feeling like they're being penalized, they now see this schedule shift as a benefit—they get to go home early or stay late based on their preferences and availability.

It turns the idea of going home early from something negative (losing hours) to something positive (gaining free time).

This shift in perspective can significantly boost morale and foster a healthier culture in your center, where staff no longer dread the possibility of being sent home early or staying late but instead feel empowered by the choice.

Additionally, this system can have a positive impact on your center’s profitability. Let’s do the math. If you send three teachers home 20 minutes early every day, here’s the potential savings:

• 20 minutes early x 3 teachers = 1 hour of labor saved daily

• 1 hour x $17/hour = $17 saved each day

• $17/day x 5 days a week = $85 saved per week

• $85/week x 4 weeks in a month = $340 saved per month

Now think about if you could use the trickle-down effect and send an average of 6 staff members home just 15 minutes early each day. That is a savings of almost $6,500 a year! Over time, these small daily adjustments can add up, improving your financial health without sacrificing staff satisfaction.

The Impact

By implementing the Early Exit List and the Stay & Play List, you have the ability to transform your childcare center’s staffing process. These simple, voluntary systems offer more structure and transparency around early dismissals and late stays, reducing the stress of managing on-the-fly decisions.

More importantly, they contribute to a culture of respect and autonomy. Staff members feel empowered to make decisions about their schedules, and the fairness of the system boosts overall morale. For you as a director, these lists streamline your day, allowing you to focus on running the center efficiently rather than fielding constant questions about scheduling.

Financially, the benefits are clear. Sending staff home early when ratios allow and avoiding overtime when they stay late contributes directly to your center’s profitability. Over time, these small daily savings add up, making a significant impact on your budget while keeping your team happy and engaged.

It All Starts with Setting Expectations

To maximize the effectiveness of the Early Exit List and Stay & Play List, it's crucial to set clear expectations during the hiring process. Make sure prospective staff understand that flexibility is a part of the job. Clearly communicate that while you strive to accommodate their preferences, there may be times when they are asked to stay late or leave early based on operational needs.

By establishing these expectations up front, you foster buy-in from the start and prevent misunderstandings. This way, staff are prepared for the flexibility required in the role, and they are more likely to embrace the Early Exit List and Stay & Play List as valuable tools rather than sources of frustration.

Ready to Go?

1. Introduce the new tools to your staff.
   Feel free to start with my pre-written “Early Exit Introduction” HERE and edit it to include details that would make sense to your center or staff. Introduce this change with at least a week’s notice so they can ask questions if needed.,

2. Set it up- behind the scenes.

   Print out the attachment HERE and laminate it, or use an extra whiteboard you have laying around. Find a non-public space in your center and hang it up.

3. Give it a Shot!
   Recognize that it may take a couple of weeks for staff to see the benefit in the new system and start to utilize them. If you have an internal communication system, I recommend reminding them throughout the first couple of weeks, and publicly thanking any of your staff who are using the list to reinforce your expectations. Eventually, your team will begin to see the benefit and will start to use it in earnest!

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By incorporating the Early Exit List and the Stay & Play List into your center’s routine, you create a more efficient, flexible, and positive work environment—one where everyone wins. These strategies not only streamline your staffing process but also enhance staff satisfaction and contribute to your center’s financial health. With clear expectations and a shift in perspective, your childcare center can thrive on every level.