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Operations Manual Template with Guidance

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Operations Manual Template with Guidance OPERATIONS MANUAL TEMPLATE WITH GUIDANCE CHILDCARE PROVIDERS Redkite Innovations Limited March 2018 REVISION NUMBER DATE DESCRIPTION 001 11/09/2017 INITIAL CONTENT ADDITION 002 22/03/2018 FINAL DRAFT FOR DISTRIBUTION KEY BLACK TEXT – Where a section is complete with content, this is where Redkite and MLC have built content fully to assist the childcare providers. Or suggested text that could be utilised by the provider. GREEN TEXT – Notes by Redkite that identify what a provider should do with a particular section. This includes examples in specific sections. RED TEXT – Is placeholder text where you need to add the business name or make a decision on a timescale. INSERT TEXT HERE – This note occurs throughout the document as a reminder to add content of your own, or additional content to the chapters and section that are more complete. DIAGRAMS – These are generally examples to explain a particular thing but often won’t represent specifically what you would/could use in the business. Redkite Innovati What is an Operations Manual and why is it useful? Many businesses in the UK are started by people with an idea about what they want to do or be, or to fill a gap that exists out in the world of work. At Redkite Innovations we describe the activity that comes from an idea as ‘what’ a business does. This is everything we do as business owners on a daily, monthly and yearly basis to not only set up the business but to run it well. We may be alone, we may have a team, we certainly have a product and customers, so ‘what’ we do is incredibly important. If you have attended any Redkite Innovations workshops or training you will also know that we believe that all businesses should not only to think about ‘what’ they do, but ‘why’ they do it. When you start with ‘why’, then what the business does in its general activity and what its customers benefit from is true ‘value’. So, where does the operations manual come in? Well, if as a business we are just doing things in any order or in a certain way, and we don’t understand why we are doing them then it’s not only chaotic it’s incredibly stressful! As a business owner you will feel like you are continuously scrabbling to survive, make money, deliver for your customers and simply get through the day. “It’s time to take control of the business rather than it feeling like the business is controlling you.” To do that we have to be more effective at ‘what’ we do, and efficient in the way we do it. This is where your operations manual comes in. We don’t need to be scared of an ops manual, it’s there to support the business, not slow it down or crush people under it (yes we all think of a massive, dusty out of date book). There are a number of ways a good operations manual can help the business: It’s a single source of information for what the business does. All in the one place. It makes processes easy to understand, easy to follow and consistent. (Important for areas like Ofsted and other regulation and compliance). It helps new team members learn quickly and have something to refer to. (Even more powerful when coupled with training). It’s a place to look when things go wrong to make sure everyone in the team takes the right action under pressure. (All the emergency services have processes so they can be effective). It will help prevent mistakes being made on those really important tasks that you do, however large or small. It can be available in paper form, electronically or as posters and printouts to use. It can be reviewed and made better year on year as the business improves how it works. A well written, easy to understand manual is what’s really needed to make sure everyone can keep the business running effectively and efficiently. In childcare provision, the combination of well trained, caring people that are good at their job in a culture that embraces change and improvement, together with a strong and supportive operations manual can only be a success. This operations manual template from Redkite Innovations will help you achieve that aim of a successful, profitable and happy business. The Redkite Innovations, Coaching and Training Team. Redkite Innovati Using this manual template in your childcare business Redkite Innovations has created this ‘template’ as a partially complete Operations Manual for Childcare providers in the UK. In effect it’s much more than a template; any business that follows the guidelines for building it and adopts the recommended content from the Redkite Innovations team will have a stronger business. Many providers have thriving businesses, but a number struggle to manage the business aspects of delivering childcare provision into the community. Whether the business is private or authority funded, is made up of multiple sites or just a one-person business with a few children, there are many areas to manage. We understand the challenges of managing income and covering the 15 or 30 hours’ childcare provision, making sure Ofsted compliance is met, and actually running the business successfully. Having worked with a number of childcare providers in different situations we have come up with an Operations Manual template that we think will improve the running of any provider however large or small they are. This is because the manual is built of sections and if some sections aren’t relevant then they can be taken out. Having taken onboard the feedback and discussed the problems providers face, we have added guidance content to a number of manual sections to really help those business owners that struggle or can’t find the time to create all their own procedures and policies. Areas of the business like understanding and being ready for Ofsted inspections, what a good process is and how to train staff. With guidance on understanding and managing finances and planning around cashflow and income as we know this is a hot topic. By working directly with providers, delivering training courses to assist in the business and helping them build a relevant operations manual we know childcare providers will be in a better place. How to read and put content into the manual template One thing that needs to be clear about an Operations Manual and its content, it broadly follows three types of content. Most of the text within a manual will be one of the following: 1. A Policy – A policy can be written internally, or can come from am authority that requires compliance such as Ofsted, Health and Safety or the Local Authority. A policy can be broadly defined as a description of something and ‘why’ it needs to be done. 2. A Process – A process is a list of steps or requirements that show activity that supports a policy. Effectively this is ‘what’ should happen or be done. 3. A Procedure – A procedure follows on from a process and identifies exactly ‘how’ people carry out the activity. An example would be: The Local Authority have a policy that childcare providers track visitors to the business. The process is all visitors must be signed in and accompanied at all times and signed out. The procedure is that when a visitor comes get them to sign the visitor sheet, accompany them to wherever they are going. Stay with them until they are finished, then see them out after they have signed out on the visitor sheet. Redkite Innovati In each chapter within this manual template there are different types of entries/additions for you to use. This is to enable you as a childcare business owner or manager to populate this template and make this ‘The’ manual for your business. What you can expect to see is the following: Chapter Title – This identifies what the chapter covers. An introduction to that chapter – this will have text you can leave that we have written as an example, and Redkite guidance notes, with space for you to add your own content. Sections and Subsections for each chapter – These sections have specific procedure and policy about the areas highlighted in the chapter and within the business. This will have guidance notes and possibly examples to help you build new processes you don’t have or improve the ones you already have. It may be that you simply drop your current policy, process and procedure into that section. You will also see: [Redkite Insertion Notes] – Wherever you see the bracketed notes in the manual Redkite are giving you guidance on the kind of messaging and content that you as the business owner should put in a particular section of the manual. For ease these notes will be in Green. Here is an example chapter section to show you what we mean. This one is lifted from the recruitment section of the manual: Subsection 9.4a Job and Person Specifications [This subsection is important because it identifies what a particular job role in the business has in terms of daily activities and responsibilities, but also the kind of person you want in the business. This helps the team work better and creates a good culture.] [Suggested Text] For each of the roles in the business we have a Job and Person specification listed in the chapter. This is for all Managers and team members who create adverts and for new employees and is especially useful for asking questions and interviewing against. For a Nursery Nurse: Job Spec – Able to look after children in the setting.
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