The director’s “leadership operating system” (priorities, routines, accountability) - post

What is a “ #leadership operating system” for a child care director?

A leadership operating system is a simple set of priorities, routines, and accountability tools that help you run your program the same way each day.

Think of it like the “engine” for your center. When the engine is strong, you spend less time putting out fires. You spend more time leading people and improving quality. That is real #ChildCareLeadership.

What priorities should come first in a child care center?

Directors have many tasks. But not all tasks are equal. A helpful operating system starts with clear priorities.

Here are 5 priorities most directors can use (in this order):

• Safety and supervision 
• Compliance and required paperwork
• Staff support and coverage
• Family trust and communication
• Program quality and business health

When you feel overwhelmed, ask:
“Which priority is this?” If it does not fit, it may be something you can schedule later.

This kind of focus supports #ProgramManagement and helps you lead with calm.

How do I turn big priorities into a simple daily plan?

A good trick is to choose “Top 3” tasks each day.

Your Top 3 should connect to your priorities. For example:

• Safety: #classroom walk-through + #playground check
• Staffing: confirm breaks + coverage plan
• Families: reply to new enrollment questions

Then, add a short list of “must-do” tasks, like #attendance checks, licensing logs, or food program paperwork.

This keeps your day realistic. It also helps you avoid doing “easy tasks” all day while big problems grow.

What daily routines help directors stay ahead (not behind)?

Daily routines should be short and repeatable. You are building a habit, not a perfect plan.

Here are routines many directors use:

• 5-minute arrival check
• greet #staff
• confirm ratios/coverage
• note any urgent needs
• 10-minute #safety walk
• scan rooms for hazards
• confirm active supervision
• check playground and bathrooms
• 15-minute admin block
• handle time-sensitive emails
• complete one key form
• follow up on one staff or family item
• End-of-day reset
• quick notes: what worked, what didn’t
• plan tomorrow’s Top 3
• confirm staffing for the morning

Small routines like these keep problems from becoming emergencies.

What weekly routines build a strong team and strong follow-through?

Weekly routines help you lead people—not just tasks. They also support accountability without being harsh.

Try building a simple weekly rhythm:

• Monday: staffing + week preview ( #15 minutes)
• known absences
• events, tours, field trips
• supply needs
• Mid-week: #classroom-support walk (20–30 minutes)
• observe #teacher-strengths
• offer one helpful tip
• note training needs
• Friday: quick wins + next steps (15 minutes)
• celebrate a success
• name one improvement goal
• confirm next week’s Top 3 priorities

When staff know what to expect from you, they feel #safer and more supported. That improves retention and teamwork.

How do I create accountability without sounding “bossy”?

Accountability is not about being strict. It is about being clear.

A simple formula is:

Clear expectation + simple check + kind follow-up

Here are examples: 

• “All staff sign in by 9:05.” + quick check + reminder if needed
• “Ratios must be met at all times.” + walk-through + support if short-staffed
• “Lesson plans posted weekly.” + weekly review + coaching if missing

Tools make accountability easier. One helpful tool is a checklist you can use the same way each time.

ChildCareEd’s #free Staff Evaluation Checklist is a practical way to organize feedback and keep expectations consistent.

What should I track to stay organized and measure progress?

You do not need a complicated dashboard. Start with a few simple items you can review each week.

Many directors track:

• Staffing
• open shifts or call-outs
• overtime patterns
• training completion
• Safety and compliance
• incident reports
• drill dates
• required logs completed
• Family experience
• tour requests
• enrollment follow-ups
• top #parent concerns
• Program quality
• classroom walk-through notes
• supply readiness
• attendance patterns

Tracking helps you see patterns #early. It also helps you have clear conversations that feel fair.

How do I build routines that staff will actually follow?

Routines work best when they are:

• Short
• Easy to explain
• Used the same way each time
• Visible (posted or shared)

Try these steps:

• Pick one routine to improve first (example: opening coverage plan).
• Teach it using 3 parts:
• what to do
• when to do it
• who checks it
• Practice it for two weeks before changing it again.

A routine is only “real” when it is used on busy days—especially when someone is out or the center is stressed.

What courses can help directors build stronger leadership systems?

If you want more structure for priorities, routines, and accountability, these Group Admin and director-focused ChildCareEd courses match this topic:

• 45 Hours Director-Administration ONLINE (strong foundation for director responsibilities, staffing, and admin systems)
  
  
• Early Childhood Program Administration (planning, budgeting, staffing, monitoring, and leadership skills)
  
  
• Child Care Administration (program planning, budgeting, staffing, and monitoring for directors/administrators) 
  
  

What is one related ChildCareEd article I can read next?

For more director-focused leadership and program management support, read:
Texas Director Credential Online

Even if you are not in Texas, the article covers leadership and program management ideas that apply in many settings.

How can I stay connected for more director tips and tools?

Follow ChildCareEd on Instagram for quick leadership ideas, training updates, and support for your admin journey:

A strong leadership operating system is built one habit at a time. If you start with just one routine this week, you are already moving forward!