Keep recurring administrative work from becoming last-minute work

Director Monthly Operations Checklist

Use this checklist once a month to make sure the recurring systems behind the centre are current, visible, and followed through.

Make sure important operational work is handled before it becomes urgent.

Program (optional)

Month

1Staffing & Team

Confirm upcoming shifts have adequate coverage and flag unresolved gapsConfirm known absences, leaves, and availability changes are reflected in schedulesComplete outstanding steps in new educator onboardingVerify required certifications and training are current or scheduled before expiryFollow up on outstanding staff support, supervision, or development commitmentsConfirm staffing is appropriately allocated across classrooms and program needs

2Children & Enrollment

Confirm current enrollment and available spaces are up to dateConfirm upcoming starts, withdrawals, and classroom or program transitions are planned forFollow up on waitlist or prospective-family commitments that need actionUpdate required child information or records that are incomplete or outdatedFollow up on child observations, assessments, or support information requiring administrative action

3Families

Follow up on unresolved family questions, concerns, or commitmentsPrepare or schedule important family communications for the month aheadComplete outstanding steps in new-family onboardingAddress recurring family feedback that requires a broader program response

4Financial Management

Confirm outstanding balances and failed payments have clear follow-upVerify expected billing or charges for the month have been completedConfirm significant revenue or expense changes are understoodAccount for meaningful changes in staffing costsPrepare for known upcoming financial commitments or changesAssign a clear next step to unresolved financial issues

5Records & Administration

Complete or follow up on incomplete administrative recordsConfirm upcoming renewals, expiries, and recurring deadlines are scheduledUpdate centre information, policies, or administrative records that are no longer currentResolve or carry forward unfinished administrative items from last month with a clear next step

6Centre Operations

Resolve or assign follow-up for outstanding facility or maintenance needsReplenish or schedule replenishment for essential supplies and resourcesPrepare for upcoming events, closures, schedule changes, or operational needsAssign a clear next step to recurring operational problems that still lack a dependable solution

7Safety & Compliance

Complete or assign outstanding incident and safety follow-upVerify required staff certification, training, and documentation are current or scheduled before expiryComplete or assign outstanding licensing and corrective actionsResolve or assign follow-up for known health and safety concernsConfirm required compliance records are current and accessible

8Program Improvement

Confirm progress has been made on the centre's current improvement priorityConfirm agreed improvement actions still have clear ownership and follow-through

Before you finish

What is still outstanding? (optional)

Capture anything from this month's checklist that still requires follow-up.

What is the most important item to resolve before next month's review?

Choose one unfinished administrative item that should not drift into another month.