The Don’ts and Dos of Working with a Staffing Agency (Like DreamHire Express)

If you’ve worked in a childcare center for even a month, you’re probably aware of the many staffing challenges in our industry. And while the candidate shortage is a big issue, that's just scratching the surface. Partnering with a staffing agency like DreamHire Express might seem like a quick and obvious fix, but diving in without preparation could cost you tens of thousands of extra dollars—or worse, make your staffing challenges even more complicated. On the other hand, knowing how and when to use staffing services can stabilize your business and even help it grow.

Here are some key considerations for working with a staffing agency.

________________________________________________________________________________

DON’T go in blind.

Before engaging a staffing agency, take the time to clarify your business goals. Understanding your needs will help you maximize the benefits of their services.

DO schedule a consultation with the agency.

DreamHire Express offers a complimentary strategy session for all current and prospective clients. This session helps you evaluate your hiring decisions and identify underlying staffing issues that might be affecting your center. ________________________________________________________________________________

DON’T rush to call an agency every time you have a vacancy.

Turning to an agency for every open position is a quick way to breed resentment among your current staff. (More on this later!)

DO consider internal promotions.

Vacancies can be opportunities to recognize and reward your team members. Promote from within whenever possible to show appreciation for your staff’s hard work. This also saves money, as hiring entry-level placements costs less than filling positions requiring more education or experience.

This strategy also applies to substitute requests. For example, if a teacher is out for jury duty, consider bumping your assistant teacher (if qualified) into the lead teacher role for the day, then request a substitute to fill the assistant teacher’s position. This saves you money and provides your staff with valuable on-the-job learning opportunities.

________________________________________________________________________________

DON’T request substitutes unless absolutely necessary.

Substitutes from an agency cost more than developing an in-house plan to maintain coverage. Beyond the financial cost, frequent changes in staffing can disrupt children’s routines. Sudden changes—like an unfamiliar teacher in the classroom—can make it harder for children to self-regulate, which is why substitutes tend to spend more time gaining control of the classroom than a permanent teacher would.

DO have a contract with a staffing agency as a contingency plan.

Here’s a recommended plan for coverage (in order of priority):

1. Use a qualified floater or assistant teacher to cover a lead teacher, as long as ratios are maintained.

2. Modify schedules. Ask part-time staff to come in earlier, stay later, or swap days.

3. Reach out to your own on-call staff.

4. As a last resort, request a substitute from an agency (preferably DreamHire Express).

________________________________________________________________________________

DON’T expect staffing agencies to fix all your problems.

If your teachers are quitting because of internal issues—like lack of support, poor leadership, or low morale—hiring through an agency won’t fix the problem. High turnover will continue, regardless of how you hire.

If multiple teachers have quit mid-shift out of frustration or exhaustion, don’t be surprised if substitutes want to leave mid-shift too.

DO acknowledge that you might have a problem.

If staff frequently leave without notice or on bad terms, it’s worth evaluating your center’s environment. Is it possible your leadership style, lack of resources, or workplace structure is contributing to the problem?

I know it doesn’t feel good to admit, but accepting your role in staffing challenges is how you take your power back.

When you blame others, your brain focuses on the problem (and the only solution you can see is to hire another person and hope for the best). But when you take accountability, your subconscious starts working on solutions because you believe in your ability to effect change—for better or worse.

________________________________________________________________________________

DON’T send substitutes straight into the classroom without orientation.

Everyone who steps into your center—whether they’re permanent hires, substitutes, or volunteers—needs an orientation. Put down the remote! You do not need to break out the rolling cart and orientation tape for everyone (this one’s for the millennials). At the very least, give them a tour of the building and highlight key areas like safety routes, escape plans, and first aid kits.

DO prepare a sub folder.

A substitute’s job is to keep the day running smoothly for the kids. Help them by preparing a sub folder with the daily schedule, classroom theme, and any important medical or behavioral information about the children. Consistency and familiarity go a long way in maintaining stability for the kids. (P.S. Here’s a free downloadable sub folder kit.)

________________________________________________________________________________

DON’T hire externally when you can promote from within.

Save yourself the money and the misery by considering your current team first. Hiring external candidates when someone on your team could fill the role might make your staff feel stuck and unappreciated.

If you’re conducting regular employee evaluations (as you should), your team should know whether their performance is leading them up the ladder or out the door. If no one on your team is ready for a promotion, this might signal a bigger organizational issue. Think about it: a plant can only grow in the right environment. If no one in your company is thriving, what does that say about your business?

DO outsource entry-level hiring to staffing agencies.

While I think you should rarely hire top candidates through staffing agencies, you should almost always hire entry-level candidates this way. According to a study by the Center for the Study of Child Care Employment, replacing a childcare worker can cost anywhere from 30% to 150% of their annual salary. For someone earning $20 an hour, that’s $12,480 to $62,400 just to replace them.

With this in mind, outsourcing entry-level hiring is a no-brainer. The misconception that staffing agencies are “too expensive” is outdated and is likely costing you thousands of dollars and countless hours. You’ll get better results by focusing your time, money, and energy on retaining the staff you already have.

________________________________________________________________________________

DON’T write off staffing agencies altogether.

We’re not just here to take your money. At DreamHire Express, we understand that people can make or break your organization—especially in childcare.

Cooking lunch, giving tours, filling out paperwork, and stepping in for teacher breaks probably leaves you little time to recruit, hire, train, and retain the right people. That’s where we come in.

DO explore all the services agencies offer.

If staffing is a constant focus (and it’s not because you’re growing and expanding), you’re doing it wrong. If you’re replacing teachers every few weeks, you’re doing it wrong. If you only call staffing agencies for substitutes because of chronic staffing issues, YOU ARE DOING IT WRONG.

Staffing agencies like DreamHire Express offer services that go beyond substitute placement. These services can help you prevent and address staffing challenges in the long term. Check out the non-staffing services we offer here.

________________________________________________________________________________

I know some of this may sound like self-sabotage coming from me, the owner of a staffing agency, but one of DreamHire Express’ core values is transparency. And if we’re being honest, I know many childcare center owners are still not ready to take accountability or invest in long-term solutions.

It would be easy for staffing agencies to profit from your high turnover, but at DreamHire Express, we’re committed to improving the outlook of our industry and bringing early educators back to the field. (Have y’all heard about the mass exodus 👀)?

Partnering with staffing agencies like DreamHire Express could be the key to transforming your team—and your business.