Playgroup Staff Guidelines Leader Role & Daily Schedules

Playgroup Staff Guidelines

Leader Role & Daily Schedules

The quality of the playgroup experience depends on the leadership of the staff supervising and managing the dogs. By clearly defining the leader role and responsibilities you achieve the first step in having your playgroups positioned as both safe and fun for the dogs that attend. The second step is to create a schedule of activities that your leaders will follow to ensure dogs are physically active, mentally stimulated and safe. The activities also help staff create a bond with each dog that leads to establishing trust and a fun day in your playgroup. The final step is implementing an accountability system to ensure compliance with following the schedule.

Information provided is a guide for you to copy, add-to and adapt to meet the unique operating policies and procedures of your pet center. The examples are not meant to be a fixed schedule that must be followed, but rather a template you can use to add structure to your playgroups. Our experience indicates that formalizing activities for staff to follow results in more active and fun playgroups for them and the dogs. The Dog Gurus definitely place a high priority on dog safety, but an equal focus on fun. These guidelines should help you balance both and achieve a high fun factor in your playgroups.

Step 1: Playgroup Staff Leader Role

Formal job descriptions are a foundational document for your business. In our experience the important details required of a playgroup leader can get lost and forgotten in the job description. We recommend you summarize the key responsibilities of the playgroup leader role into a single page document that is easily accessible to your staff. The Dog Gurus example leader role document is included as Appendix A of these guidelines.

Step 2: Daily Activity Schedule

Think beyond toys and games when creating your daily activity schedule for your playgroups. The Dog Gurus have identified five different types of activities that are part of a quality playgroup session.

1. Games – these are controlled by the staff leader by starting and ending them. Their purpose is to get the dogs physically active and mentally stimulated. Games can increase the arousal level of dogs, so leaders need to be selective on when they initiate games and in their game choices. Consider using rest periods for individual dogs that

Copyright 2014 Robin Bennett and Susan Briggs can become aroused during games so a few dogs do not prevent fun activities for the majority of dogs that enjoy game play. 2. Observe Dogs Playing – dogs do like to play with other dogs so part of the daily schedule is observing play to ensure it is safe and fun for all the dogs. Consider designating times where dogs play together with toys and also without toys. Toys can add a different dynamic to dog-to-dog play, so leaders need to understand when it is best to remove toys (e.g., key events, full moons). 3. Relax – in well-managed playgroups dogs should take natural breaks from play and activity to rest. Longer playgroup sessions should include more relaxing activities. The leader is still engaged with the group, but the activity level is low-key and provides an opportunity for one-on-one interactions. 4. Leadership Exercises – staff leaders do need to assert their leadership role with the dogs in every playgroup session. Leadership exercises are a great way to ensure this Is done consistently by each of your staff leaders. The Dog Gurus Leadership Exercises guidebook is available in our store (also available FREE to members of our community in January 2014). 5. Dog Engagement – the most effective staff leaders engage and bond with each dog in the playgroup. Engagement through attention and low-key activities helps build trust and create a bond between the leader and the dog. Dogs that bond and trust a leader will be more responsive to cues and direction which makes the job of managing playgroups easier.

Prior to drafting your playgroup schedule it is important to first identify key events for your center’s playgroups. In our book, Off-Leash Dog Play, we describe the key events when leaders must exhibit skills to keep the dogs safe. It will be important to match key events of your day with an activity that does not contribute to increasing arousal or safety risk at these times. As an example, dog departures is a high risk event so during this time you would not want to lead dogs in an active game of fetch or soccer. A better activity match would be to observe dogs playing together without toys.

Finally, you need to define your playgroup session schedule. Daycare has evolved to a full day session where dogs are in groups from 7 am to 7 pm in many pet centers. The Dog Gurus definitely recommend a formal nap session mid-day as it is not natural for dogs to be active for 12 hours (even the informal relaxation breaks do not provide the level of rest needed to keep dogs healthy). We understand many of our members will follow a full day schedule and have included an example of activities for this model in Appendix B.

Our recommendation for the industry is to consider changing the current model to provide more rest breaks for the dogs. Key to the success of the new model is quality play sessions

Copyright 2014 Robin Bennett and Susan Briggs when dogs are in playgroup. A formal activity schedule can help you achieve these quality play sessions. The benefit to you is an increase in capacity to accept more dogs in the same space and with same number of staff. You can also create better playgroup matches of dogs in your groups so play is safer and more fun. You may also be able to safely expand your current market to build playgroups for tiny dogs and young puppies using existing space and staff. We have created an example of activities for rotating playgroup sessions in Appendix C.

Our sample schedules are divided into 30 minute segments of time. An activity is assigned for that time block, but we do not mean that the leader needs to be engaged in it for the full 30 minutes. A game of fetch might be 10 minutes of the 30 minute segment and remaining time is observing dogs playing together. Another example is practicing group sits, that might take 5 minutes of the segment. If both activities are combined it could be a 15 minute period of activity for that segment and for the remaining time the leader is an observer of play.

Step 3: Accountability for Compliance

Accountability is an important aspect to implementing a daily structured playgroup schedule. It is recommended that staff be required to report compliance to the schedule. Rather than just checking off a task, we have provided questions that leaders should answer for each listed activity. Creating a form for them to include these responses provides validation they completed the activity and also provides great feedback to clients on their dogs’ day at playgroup. In Appendix D we have a sample activity chart with staff response and schedule.

Taking accountability one step further is assigning responsibility to playgroup supervisors/ managers to monitor that each staff leader is following the schedule and to report back overall leadership performance of the team. The report can also include a summary of other information from your playgroup services like dog incident reports, new dog report cards, or dog behavior concerns. A weekly department report will provide you an overview of your program’s performance and leadership strengths and weaknesses of each staff member. An example department report is included in Appendix E.

Safe and fun off-leash dog playgroups is our mission at The Dog Gurus. Remember that the guide is only a sample for you to adapt to the unique needs of your pet center. Modify for your daily schedule and activities enjoyed by dogs in your care. We hope these guidelines help you ensure safety and fun for the dogs that visit your center.

The role of the leader of dogs playing in daycare is to: Keep all dogs physically & emotionally safe Facilitate a fun play time for each dog Engage and interact with the dogs in the play group

In many ways the play group leader role is similar to a life guard. You are responsible for the safety of all dogs. Keep in mind that safety is from both physical injury and emotional well-being. The dogs in playgroup should leave as emotionally well-off or better than when they arrived.

To achieve safety as a leader you will: Observe dog body language and interrupt or intervene when a dog: o Exhibits multiple stress signals for an extended period of time o Bullies another dog o Plays inappropriately with other dogs o Displays victim body language o Seeks help from you as the leader Use positive leadership tools to intervene and manage play, including: o Body blocking o Obedience cues (e.g., come, leave-it, back, sit, etc) o Praise o Movement o Redirecting and Splitting o Time-outs & Rest periods o Proactively intervene before play or arousal escalates o Engage and interact with the dogs

Clients pay for their dogs to attend off-leash play groups so they have fun in a safe environment. Physical and mental exercise is another reason clients pay for their dogs to attend play groups. As the leader you also have responsibility to lead the dogs in a fun play day where they are exercised physically and mentally.

To achieve fun in your playgroups you will: Supervise dogs playing together o use toys when appropriate o start play times if needed by inviting dogs on play equipment calling dogs to you and play bow Interact and play games with the dogs o Fetch o Find the person o Follow the leader o Bubbles o Tug o Soccer

Copyright 2014 Robin Bennett and Susan Briggs Mentally exercise dogs using obedience cues & games o Recalls or come cue (i.e., to complete roll calls, improve leader skills) o Group sits (i.e., as part of fetch game or challenge yourself to build bigger groups) o Back up cue at gates and doorways

Clients expect the play group leaders to know their dog personally. You need to spend time with each dog individually to bond with them and learn their play preferences. Dogs also need rest times during the day as it is not healthy for a dog to play at full speed for 8-12 hours a day.

To engage and interact individually during rest time you will: Read or tell a story to the dogs Give individual petting sessions or belly rubs (be sure to include all dogs in your group) Find the “sweet spots” to scratch Practice shakes and high fives with dogs that know these cues Perform a physical scan of the dog (be sure to report any unusual findings to your supervisor)

Remember as a leader to divide your time during the day with the activities above into thirds: Observe dogs playing one third of your shift Interact with dogs as a group one third of your shift Relax with dogs and interact individually with them one third of your shift

As a leader you must earn the respect of the dogs each day. Using positive tools and the activities outlined will set you up as a respected and successful dog leader. Over time it is challenging to be a consistently good leader so make sure that you are not letting bad habits happen on your shift.

To maintain consistency in your leader skills make sure you do not: Sit while the dogs play Turn your back on the dogs during play Use physical punishment methods (e.g., grabbing dogs physically, poking dogs, etc) Use group punishment methods (e.g., yelling, throwing objects, loud noises) Fail to use obedience cues as your first management tool Fail to praise the behavior you do want Fail to interact with the dogs Play games that tease, frustrate or scare the dogs

Time Key Events Observe Relax with Interact with Leader Cleaning Segment Dog Play Dogs Dogs Exercises 7:00 – 7:30 Arrivals No toys N/A 7:30 – 8:00 Arrivals No toys N/A E – Play Equip 8:00 – 8:30 Arrivals No toys N/A 8:30 – 9:00 No toys Physical Scan E – Wall Flowers Recall 9:00 – 9:30 Toys Group Sit 9:30 – 10:00 Toys Shakes 10:00 – 10:30 Staff Break No Toys N/A G – Follow Leader 10:30 – 11:00 Toys Gate 11:00 – 11:30 Toys G- Find Person 11:30 – 12:00 Nap Time X 12:00 – 12:30 Nap Time X 12:30 – 1:00 Nap Time X 1:00 – 1:30 Nap Time X 1:30 – 2:00 No toys N/A 2:00 – 2:30 Toys G - Bubbles 2:30 – 3:00 Toys E – Play Equip Gate 3:00 – 3:30 Staff Break No toys N/A 3:30 – 4:00 Toys E - Playbow 4:00 – 4:30 Toys G - Fetch Group Sit 4:30 – 5:00 Toys Read Story 5:00 – 5:30 Departures No toys Physical Scan Recall 5:30 – 6:00 Departures No toys N/A 6:00 – 6:30 Departures No toys N/A 6:30 – 7:00 Departures No toys N/A X

E – Engagement activity G – Game activity N/A – Not Applicable due to safety risk during high-risk event

Create a schedule for each playgroup

Time Group in Observe Relax with Interact with Leader Cleaning Segment Play Dog Play Dogs Dogs Exercises 7:00 – 7:30 Large Dogs No toys E – Play Equip 7:30 – 8:00 Large Dogs No toys G – Follow Leader 8:00 – 8:30 Large Dogs Toys Physical Scan Recall 8:30 – 9:00 Large Dogs Toys G - Bubbles Gate 9:00 – 9:30 X 9:30 – 10:00 Small Dogs No toys E – Play Equip 10:00 – 10:30 Small Dogs Toys G – Follow Leader 10:30 – 11:00 Small Dogs Toys Physical Scan Recall 11:00 – 11:30 Small Dogs Toys B- Bubbles Gate 11:30 – 12:00 X 12:00 – 12:30 Large Dogs No toys E – Wall flowers 12:30 – 1:00 Large Dogs Toys G - Fetch Group Sit 1:00 – 1:30 Large Dogs Toys Pets 1:30 – 2:00 X 2:00 – 2:30 Small Dogs No toys E – Wall flowers 2:30 – 3:00 Small Dogs Toys Pets G - Fetch Group Sit 3:00 – 3:30 Small Dogs Toys Physical Scan Recall 3:30 – 4:00 X 4:00 – 4:30 Large Dogs No toys G – Find Person Gate 4:30 – 5:00 Large Dogs No toys Physical Scan Recall 5:00 – 5:30 X 5:30 – 6:00 Small Dogs No toys G – Find Person Gate 6:00 – 6:30 Small Dogs No toys Physical Scan Recall 6:30 – 7:00 X

E – Engagement activity G – Game activity

Create a schedule for each playgroup

Games Staff Comment or Response Required: M T W Th F Sa Su Fetch List 2-3 dogs that had most fun with game X x X X X Find the Person Which dog found you first? X X X X Follow the Leader Which dog started following first? X X X X Bubbles Which dog loves chasing bubbles most? X X X X X Tug Which dogs like to play tug? X X X Soccer Which dog is your soccer star? X X X X

Observe Play With toys List 2-3 dogs that had most fun playing X X X X X X X No toys List most common playstyles X X X X X X X

Relax Read or tell story List story & one thing noticed about dogs X X X Individual Pets List a dog that made you smile & why X X X X Scratch “sweet spots” List dog & favorite scratching spot found X X X Shakes/High Fives List dogs that would shake/high five X X X X Physical scan of dogs Complete Pet Feedback for abnormal obs X X X X X X X

Leader Exercises Recall Submit your highest recall % of the day X X X X X X X Group Sit Submit longest sit time & number of dogs X X X X X X X Gate Boundary Submit gate boundary scores X X X X X X X

Dog Engagement Play w/ dogs on equip Which dogs enjoyed playing on the equip? X X X X X X X Play bow to dogs Which dog did you get to engage in play? X X X X X X X Recall wall flowers Which wallflower dog engaged w/ you? X X X X X X X

Modify to add activities that are popular in your playgroups

Dog Summary Results Comments or Action Taken Number Dog Incident Reports Number New Dog Report Cards Number Dogs w/ Multiple Time-out Days Dog Behavior Concerns by Dog:

Staff Performance Summary Staff Name: Staff Assessment Manager Actions Taken to Improve: Completion of Daily Dog Activities (percentage for the week) Activity comments include a variety of dogs & observations Dog engagement & Play rating Where does engagement & play need to improve? Leadership Scores: High & Average 1. Recall 2. Group Sit 3. Gate Boundary Overall Leadership Effectiveness Rating Where does leadership need to improve? How much time manager spent with staff in playgroups? What is their strength? Where is improvement needed?

Completed by the Playgroup Supervisor or Manager Modify to include topics that help you provide safe & fun playgroups Employee section will be completed for each staff member leading playgroups