Communicating with Parents in the ChildCare Industry - post

Why does communication with #parents #matter so much in child care?
Parents are a child’s first #teachers. You see the child in a group setting, and parents see the child at #home. When you share information, you both get the full picture.

Good communication helps you:

• Build trust with families
• Prevent small problems from becoming big problems
• Support children’s #learning and behavior
• Handle changes (new baby, moving #homes, illness, divorce, etc.)
• Create a “we are on the same team” feeling 

What should you share with parents every day?
Daily updates do not need to be long. Short and clear is best—especially for busy families or families who speak more than one #language.

Share basics like:

• Meals and snacks (what the child ate, any concerns) 
• Nap/rest (how long, how well)
• Diapering/toileting (as needed, with privacy)
• Mood and behavior ( #happy, tired, upset, calm)
• Learning and #play (a simple highlight)

Try this simple “WIN” format:

• What we did (one activity)
• Improvement (one positive skill you noticed)
• Next step (one small goal or reminder)

Example: “Today we painted with sponges. Maya worked hard to wait for her turn. Tomorrow we will practice using ‘please’ during #centers.”

Helpful tool: If families want ideas they can use at home, share this #free ChildCareEd resource: “Parent Handout: Supporting Learning at Home.”

What are the best ways to communicate with parents?
Use more than one method, because families have different schedules and needs.

Common options:

• Quick check-ins at drop-off and pick-up (30–60 seconds)
• Daily notes or reports (paper or digital)
• Text/app messages (only if your program allows it)
• Phone calls for sensitive topics
• Parent-teacher #conferences for deeper conversations
• Family events (open house, #classroom celebrations)

Tip: If you use messages, set clear rules ( #example: “We respond within 24 hours on business days.”). This protects your time and keeps things fair.

How can you communicate clearly with families who speak another language?
Many child care programs serve families who are learning English. Clear communication #matters even more.

Try these strategies:

• Use short sentences and common words
• Avoid slang (like “He was acting up”)
• Use pictures, icons, or checkboxes on daily notes
• Ask families what language they prefer
• Use an interpreter when needed (for conferences or serious concerns)

Also, repeat key points in a calm way: “Just to make sure I explained it well—can you tell me what you heard?”

How do you build trust before a problem happens?
Hard conversations go better when trust is already there. Start building trust on day one.

Simple trust-builders:

• Learn how to say the child’s name correctly
• Share one positive note each week (at least)
• Be consistent (same rules, same tone, same follow-through)
• Keep private information private
• Be honest, but kind

A great rule: Connect before you correct. Parents hear concerns better when they know you see the good in their child.

What should you say when you need to share a concern?
When a child is struggling, families may feel worried, embarrassed, or defensive. Your job is to stay calm and focus on the child’s needs.

Use this 4-step script:

1. Start with a strength: “I really enjoy how curious Jordan is.”
2. Share facts (not labels): “Today he hit twice during block play.”
3. Share the impact: “That can hurt others and stops learning.”
4. Invite teamwork: “What helps at home when he is frustrated?”

Avoid blaming language like:

• “He is bad.”
• “You need to fix this.”
• “She is doing it on purpose.”

For more support with sensitive talks, this ChildCareEd article is worth reading: “Hard Conversations with Parents.” 

How can you handle conflict while staying professional?
Sometimes parents are upset. That does not mean you did something wrong. It means the situation feels big to them.

When emotions rise:

• Keep your voice low and steady
• Listen without interrupting
• Repeat what you heard: “You’re worried about…”
• Offer a next step: “Let’s make a #plan together.”
• If needed, schedule a meeting later (when everyone is calmer) 

If a parent becomes disrespectful, you can set a boundary:

• “I want to help, and I can do that best when we speak respectfully.”
• “Let’s pause and continue this conversation at 3:30.”

What training can help you communicate better with parents?
Communication is a skill—and skills improve with practice and training. ChildCareEd has courses that focus on real-life communication and family partnership:

• Let’s Talk: Effective Communication 
• 9 Hour Communication Course 
• Community and Family Engagement in Childcare 

These courses are directly connected to building productive relationships with families and improving day-to-day communication. 

What is a simple parent communication plan you can start this week?
Here is an easy plan you can use right away:

• Daily: One quick update (in person or written)
• Weekly: One positive message or photo (if allowed)
• Monthly: A short newsletter (3–5 bullets)
• As needed: A private meeting for concerns
• Always: Clear boundaries about time, tone, and privacy

If you do just one thing today, do this: Say one specific positive thing about each child to their family. It changes everything.

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