Paperwork is one of a childminders biggest worries, which is why i have taken the time to collaborate my most useful items and turn them into an organiser that anyone can use.
This organiser is an instant PDF, meaning that you can print as many of any of the sheets you want, whenever you want forever!!
Daily planner sheets
These sheets are dateless so they can be used whenever, they include a space to record your register, your expenses that day, your planned activities and food and your to do list. There is also room to include your fridge and freezer temperatures and record that your daily checks have been completed.
Annual Paperwork Planner
This is what i use so that things are spread out over the year and i don’t have a mad rush attempting to make sure everything is up-to date and correct in January (like i did in the past). I have included a sample to show how i tend to do it, just little things like updating my menus each September as that’s when we normally have a few new starters who’s tastes or diets may differ from previous children.
I also have to complete termly staff supervisions as i work with assistants so these may not apply to you, but that’s the beauty of this planner, you only need to print the pages that you want. If something doesn’t appeal or apply to you then don’t use it!
Annual Topic Planner
This again may not be to everyone’s liking, as we don’t have to follow topics at all, and trust me alot of our days we don’t even mention a topic, but i do like to have one floating in the background. It is important to introduce new learning into a child’s life and a topic is a fun way to do this. We spend most days following a child’s interests and planning activities from there, but there are times that you find yourself stuck and having a topic gives you some activity ideas to fall back on. I’ve included a sample sheet with some of my favourite topics to give you some inspiration. I will be adding new topic packs to my etsy store throughout the year so please check in there every now and again too
Setting dates sheet
As simple as it sounds, its very handy to have your important dates wrote down.
Enquiries/waiting list
This is something i didn’t bother with for quite sometime, i’d then have a space become available and would have scroll through my texts, messenger, whatsapp and childcare.co.uk messages to find who had been enquiring before i could get back in touch with them. So i created this sheet so all the details are together and its much easier to keep on track of who i have been speaking with.
Funding details
Ensuring that parents have validated their 30 hour funding codes is important so that you don’t have any issues when claiming the funding. So i find keeping all the information you need to run an eligibility check or process your claim in one place together very helpful.
Resource wish list
Again simple but effective, they’ll be many times that a child will develop a new interest and you’ll think of a resource that will support them well, use this log to make note of it until you can make the purchase. Plus the many times you will see other childminders set ups on faceboook and fancy the toys/equipment they have, if you don’t jot it down you soon forget. Training is another place where you get resource inspiration so remember to use this log after training too.
Training record
Its handy for yourself to keep a record of your essential training so you always know when to renew it, First aid is every 3 years but safegaurding can vary depending on your local authority. You can also log any additional training you do hear so that its easy to referre to when OFSTED visit and you want to tell them what you’ve done since your last inspection.
Visitor log
Like it says, a log for your visitors.
Fire drill/evacuation log
A log for your fire drills and evacuations, remember to carry these out on different days of the week to ensure that everyone is taking part.
Monthly Expense sheets
12 of these to track every expense. These include the allowable percentages you can deduct for your household bills. Remember, any transaction over £10 in one day you need to keep your receipt for.
Yearly Expense sheet
Move your monthly totals to this annual log so hat you can calculate your expenses for the year.
Income/payment log
Keep a log of all your income by tracking what invoices are due and when they are paid.
Tax calculation sheet
A simple sheet to get your tax figures ready. Income, wear and tear and expenses.
Emergency contacts sheet
Print as many of these as you need depending on the amount of children in your care. I have a copy in a first aid kit in my car and another copy in another first aid kit i carry out and about with us.
Topic plan
Now this isn’t everyone’s cup of tea, and it definitely isn’t needed, i just included one as i sometimes like a bit of planning making sure i’m covering all areas
Weekly plan
This isn’t something i would fill out every week, most of our weeks have a loose routine that’s similar week in week out. But i find a planner like this particularly useful when the school holidays are approaching and our routine is going to be different, i can write who is booked in and plan around that. Please feel free to use it however you desire though.
