Tips for Preparing Staff
Success depends on community involvement, and the foundation of that success is the "buy-in" of staff, the people who work to create great experiences for the children. They are on the front lines and have important contributions to program improvement. Many of the changes will need to be implemented by the staff. This means they have to believe in the goals of the program and the strategies used to reach those goals. Sometimes stafffeels overworked and underpaid. They may feel nervous about being observed or worry that their needs are not understood by the community they serve. It is wise to invest the time needed to ensure staff is comfortable with what is happening.
Start with yourself.
If you will be leading the drive for improvement, think about what this role will mean. How much time will it take? What supports will you need? You might like to begin by talking about ASQ with key people. A funder, executive director, group leader, or parent might offer fresh insights into the process and what you will need to lead it successfully. Look for external supports. Call your professional coalition to see if it can help. Talk with other directors who have used ASQ to see if their experiences can help as you get started and when you run into problems.
Introduce the idea of ASQ at a staff meeting.
Suggest that you schedule time at the next staff meeting to consider working more formally on program improvement. Remind staff that meetings have often provided time for reflection on program practice. The ASQ process takes reflection a step further. It takes a comprehensive look at the program, based on national standards. It involves other members of the program community. Tell staff this meeting will be an opportunity for all of them to step back and take a look at the "big picture."
Find ways to compensate staff for time spent on work issues.
If possible, pay staff for the meeting time. If that is not possible, allow comp time, offer free training opportunities, or provide some other special recognition. Arrange for a comfortable meeting space and provide snacks. Read the Leader’s Guide to the Staff Meeting. You are now ready to conduct the meeting.
If staff is not ready to take on ASQ, look at other strategies to make improvements.
In the introduction, there are a number of strategies suggested for making targeted improvements. For example, staff may decide they want to focus on the indoor environment before they tackle ASQ. They may choose to develop a plan for staff training, using the ASQ staff questionnaire to gather information. Some staff may want to spend a few months reviewing the NAA Standards for Quality in School-Age Child Care to pick out some areas to improve. You could have them review the "key of the week" or the "category of the month."
Tips for Preparing the Program Community
Once your staffs are ready to involve more stakeholders in the ASQ self-study process, you may wonder if it is necessary to convene a program-wide meeting. Why not simply ask community members to be part of the ASQ Team?
Let staff know you want the program community to "buy into" the idea of improvement. Allowing staff, families and other community members to talk about the commitment that ASQ and program improvement takes will ensure there will be more support for changes. It is also important because you begin to create a dialogue between staff, family members, and the community about goals and visions for the program. Programs that have taken the time to hold this meeting have found it improved communication and brought new energy to the program. Even if you do not go ahead with the ASQ process, you will gain important insights about the goals and value of your work.
Use the program-wide meeting to build widespread support.
This meeting is your first and best opportunity to energize the community and generate enthusiasm for the ASQ process. Not everyone can devote the time required to be an ASQ Team member. Yet many people in your community will want to be part of the process. There will be many ways to involve volunteers, even if they cannot commit to being on the ASQ Team.
Think carefully about who should be "at the table."
Programs often report their most enthusiastic ASQ Team member was someone they invited as an afterthought. Invite everyone who cares about your program's success. This could include the custodian of your school space, the swimming instructor who teaches your children every week, or the woman across the street who is patient about the children's outdoor noise. Most important of all, be sure to invite the people who control the money, the space or the rules about how your program runs.
Choose a convenient time, date, and place for the meeting for a successful turnout.
Do parents, staff, and host prefer to meet right after the program ends? Are early mornings better? What about evenings? If the program has enough space, it is probably easiest to hold the meeting there. Ask your staff, several parents, members of the host community and even children to tell you what strategies they think will get the broadest attendance at the meeting. Providing child care is most important. Allowing time for fun by starting with a potluck dinner has worked for many programs.