Drowning in Call-Outs? Here’s How to Take Back Control of Your Childcare Business

Hey there, childcare business owners! It’s Dr. Andrea Dickerson here, founder of I Own A Daycare, where we connect childcare leaders with proven management solutions designed for today’s challenges.

Let’s get real for a minute. Are you drowning in staff call-outs? Some of them are real, some unnecessary — and some make you want to scream, “Just stay home and don’t come back!”

If that sounds like you, know this: There is a better way to manage your business. You don’t have to accept constant chaos as part of your leadership journey.

The Hidden Reason You’re Struggling with Systems

Maybe you’ve been trying to fix things. You’ve bought courses, templates, and policies, but somehow, nothing connects. Implementation feels impossible, and your business feels stuck.

Here’s the truth: It’s not that you don’t know what to do — it’s that you don’t have everything streamlined.

That’s why I created my signature four-step process. And I teach it in depth at my School of Systems conference — a small, intimate setting filled with high-quality leaders who are ready to implement real change.

At this event, you’ll discover the power of clear systems and finally feel confident in running your business, scaling to new levels, and freeing yourself from day-to-day chaos.

Why Your Policies Are Failing You

Let’s talk about your policies. If they’re outdated or copied from Google, they don’t truly match your business culture. Without strong, clear policies, you can’t enforce professionalism — and your team feels it.

When your policies don’t evolve as your business grows (especially if you expand to multiple locations), they quickly become irrelevant. Outdated systems invite people to take advantage of you, which kills productivity and damages morale.

Who Are You Learning From?

Many owners rely on random downloads or free resources. But you need to learn from someone who’s been in your shoes — someone who’s built, grown, and scaled multiple childcare businesses.

It’s time to invest in the right room with the right people. If you’re not growing, it’s not your staff’s fault. It’s yours as the CEO. You’re either operating with wrong systems, no systems, or outdated systems — or listening to the wrong advice.

Always Be Hiring

Many of you tolerate call-outs because you aren’t constantly recruiting. There should be a dedicated workflow for hiring every single week.

No excuses about “not having time.” Successful CEOs make time. Hiring should always be on your agenda, whether it’s through social media, networking, or your website.

Hiring isn’t a seasonal task — it’s an everyday mindset.

Streamline Your Call-Out Policies

Now let’s break down exactly how to handle call-outs:

1️⃣ Create a clear attendance policy
Define exactly when staff should arrive. For example, we required staff to clock in five minutes before their scheduled time, and we paid them for it. This ensures they’re ready to start on time.

2️⃣ Establish a clear call-out procedure
Have a dedicated point of contact, such as a call-out hotline or specific person. Train this person on how to handle these calls professionally.

Require staff to give at least two hours’ notice for a call-out. If they call out sick with less than two hours’ notice, require a doctor’s note to return. This protects your business and the children you serve.

3️⃣ Link policies to rewards and consequences
Policies shouldn’t just be rules — they need consequences and incentives. Celebrate perfect attendance, include it in evaluations, and address violations immediately.

In our program, attendance expectations are outlined in the job description, employee handbook, and job ads. Everyone knows what’s expected before they even join.

Understand the Numbers

The national call-out average is 2.8%. That means, on average, each staff member will call out 2.8% of the time they’re scheduled to work.

Expect it. Prepare for it. And keep hiring proactively.

You Are the CEO

Your primary role is not just to care for children — it’s to build and maintain a strong, reliable team. Every platform you use should clearly show you’re always hiring, making it easy for qualified candidates to apply.

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If you’re ready to transform your business, stop drowning in chaos, and learn how to create systems that actually work, join me at The School of Systems.

We only host this event twice a year, so don’t miss your chance!🎟️ Grab your ticket now at www.theschoolofchildcare.com