Organize Your Admin/Center Director Team

Are you looking for ways to organize your child care admin team or center director’s daily tasks?

If that sounds like something you need, be sure to continue reading this blog.

Today, I want to talk to you about a few steps that you need to put in place so that you’re able to delegate more tasks. And I want to give you a little story about why this task management system means the world to me. When I turned 40, I realized that I needed to work on tasks that supported my vision for where I wanted to go, and I began to ask myself, do I intend to stay in the role that I’m in my company when I’m 45 when I’m 50, and when I’m 60?

So when I started thinking about my future, I realized that there were a few shifts I needed to make and how I managed my admin team.

Who’s Your Admin Team?

Your admin team is the individuals that you expect to manage your business for you.

How Did I Manage My Admin Team?

And so here are the things that I did to support and better manage my team:

1. I created a rhythm and flow for their task which is called my Jumpstart Your Day Notepad.

So this notepad helps you organize yourself, your admin team, your office, your day and to keep this information at a glance. So for a tool like this to support you, here is what I suggest that you do.

2. As a CEO, you want to be sure that you’re meeting with your team no less than one time per week. This meeting that you have with your team is what we call your Management Planning Meeting. It has a structure that you follow every single week to ensure that your team has the opportunity to speak to you and you have an opportunity to cast vision, and then it gives them an opportunity to ask questions.

So during this meeting, it is so important for you to have what we call a Master Task List. So I created our Productivity Master Task List. And this Productivity Master Task List is broken down into non-negotiables. These non-negotiables are the tasks that my admin team must complete on certain days of the week. I put this process in place because I made the mistake that many of you make. By assuming that my directors understood rhythm and flow, ebbs and flows of childcare, and that is not a responsibility of the director.

It is a responsibility that you have as the CEO, to empower your leadership to understand your organization, and to empower your leadership to understand what tasks are non-negotiable and what must get done during the week.

By utilizing this checklist, it also supported my closeout process. So my closeout process ensured that the particular task that was required of my team to be completed each day were expected to be submitted in their corporate report when they send over their corporate report, the information that I receive, I can then do my part as a CEO, ensuring that my daily tasks that I have to do in my organization are done. So those are what we call interconnected systems.

Then I went in the direction of leading my team. I use this same notepad to lead my team because I teach them how to time block so we go through the process of what time of day they should get certain tasks done. Now I don’t have to do this every single time, but I definitely make sure that I encourage my team, lead my team, and empower my team to lead themselves.

Now, how do I do that? To lead my team, I had to first lead myself. So when I’m in a meeting, they’re going to see my time block. They’re going to know what I have said. They’re going to understand how to use this time block because it’s not something I tell them to do, it’s something that I do, and I lead them in the direction of what’s effective for me when I lead my team, then my team learns from me, and they learn how to lead themselves. Now the formula that I use for this notepad is a game changer.

Organize Your Admin/Center Director Team

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