Communication within the daycare team, or when the daycare team no longer speaks to each other.

Kita-Job Agentur
2 days ago
8 min read

5 tips for more cohesion in the daycare center

In many daycare centers, things eventually go awry. Someone feels overlooked, someone else shuts down, and suddenly there's a complete breakdown in communication between team members. The work with the children continues – but the atmosphere within the team is tense. These situations don't arise out of thin air. Often, there's no malicious intent behind them, but rather stress, misunderstandings, or a lack of communication.

But good collaboration doesn't happen by chance. It arises from active effort. Here are five simple yet effective ways for teams to get back into conversation and build trust.

1. Clear words instead of unspoken expectations

In the daily routine of a daycare center, many things get overlooked – especially when things get hectic. Often, conflicts aren't addressed openly because nobody wants "more stress." But silence solves nothing. Open words, spoken calmly and respectfully, bring relief and clarity. A simple rule helps: "I-statements instead of you-accusations."

In almost every daycare team, there are situations where things build up unspoken . People hope that the caregivers will "notice" what's bothering them – but that's precisely what doesn't happen. This creates quiet resentment that eventually erupts in withdrawal or a sudden argument. Especially during stressful periods, when groups are full and staff is short-staffed, many react more emotionally, listen less, or withdraw.

Why is clarity so important?

Misunderstandings arise not because someone has malicious intentions, but because communication is too vague .

A sentence like "I need some support" can have ten different meanings. It's better to:

"Could you help out in my group tomorrow morning until I've finished the morning circle?"

Clear, concrete sentences create understanding. Unclear statements create uncertainty – and uncertainty leads to tension.

3 simple communication rules for everyday life in daycare

“I-messages” instead of accusations
Talk about what you feel or need , not about what others are "doing wrong".
- “I feel overwhelmed when I’m left alone” sounds much more constructive than “You always let me down”.
- “I would like us to briefly discuss in the morning who will take on what role,” opens a conversation instead of ending it.
Immediate feedback – not weeks later
Days are packed in daycare centers, but feedback that's postponed for too long loses its impact. If something bothers you, address it the same day – calmly, briefly, and objectively. Example:
"This morning I was surprised that you answered the parents before me. Can we briefly clarify how we will handle this in the future?"
This way, no drama arises, but a solution.
Ask if you are unsure.
Sometimes we think we understand someone else – and we're completely wrong. It's better to ask again:
"Did I understand you correctly that you're working the early shift tomorrow?" Small questions prevent big misunderstandings.

An example from everyday life in a daycare center

Anna has only been working at the daycare center for three months. She speaks German well, but sometimes she still lacks the right words. Her colleague Petra is annoyed because Anna often doesn't give feedback. One day Petra says:

“You’re so quiet. Is something bothering you?” Anna replies, “I’m not sure when I’m allowed to speak. I don’t want to say the wrong thing.” A simple conversation changes everything. Petra realizes that Anna’s reticence isn’t disinterest, but insecurity. They decide to take five minutes every Friday to discuss the week together. After a few weeks, the atmosphere in the team is noticeably more relaxed.

2. Regular, structured team meetings

A brief but reliable exchange works wonders – if it's well-prepared . Many daycare centers hold regular team meetings, but without a clear structure, they quickly become a "to-do list" or, even worse, a complaining session. For team meetings to truly strengthen communication and cohesion, they need a fixed framework, clear objectives, and a respectful and appreciative atmosphere.

Why regular team meetings are so important

Team meetings are where decisions are made, ideas grow, and misunderstandings disappear – if used correctly . Communicating before conflicts escalate prevents stress, rumors, and dissatisfaction. Especially during times of staff shortages or frequent changes in teaching staff, structured communication helps provide orientation and keeps everyone on the same page.

Regular communication is therefore not a luxury, but the basis for team stability and quality in educational work .

Structure for successful team meetings

A clear agenda ensures focus. Leaders or moderators can use the following guiding questions as a reference:

What went well this week?
Start with positives. When teams talk about successes first, the atmosphere automatically changes. Examples:
- "What worked particularly well today?"
- "Was there a situation we can be proud of?"
- "Who has been particularly dedicated?" A positive introduction activates motivation and appreciation.
Where were there tensions or challenges?
Tensions are part of everyday life, but they should be discussed objectively . A helpful rule is: "Name the problem – don't judge people." Example:
"We've noticed that the drop-off time in the mornings is very hectic. How can we better coordinate this?" This leads to a solution-oriented conversation, not an assignment of blame.
What specific changes or experiments can we try?
Each round should end with a concrete decision , even if it is a small one:
- "Starting next week, we will try a new schedule for the early shift."
- “We are creating a shared folder structure for parent-teacher conferences.” Small steps create progress – and success.

👉 Tips for educational leaders

Fixed time and clear duration: 30 minutes weekly is better than two hours once a month.
Moderation is rotated: Each week, a different person leads the discussion. This promotes responsibility and a change of perspective.
Record results in writing: A simple protocol with task allocation prevents misunderstandings.
Make successes visible: Display positive feedback or small team goals prominently in the staff room. This strengthens team spirit.

A practical example

A daycare center in Augsburg was experiencing major communication problems. Meetings were unstructured, and often the discussion focused solely on problems. The daycare management then introduced a new routine:

15 minutes of positive feedback,
10-minute challenges,
5-minute solutions and responsibilities.

After four weeks, everyone noticed: fewer misunderstandings, more trust, and a significantly improved atmosphere. A chaotic meeting had transformed into a place for team culture and mutual support.

A well-structured team meeting in the daycare center is not a formal obligation, but a tool to strengthen communication, trust, and team spirit . When every voice is heard and solutions are the focus, the sense of responsibility and cohesion grows.

Regular communication within a team saves many conflicts and creates a working atmosphere where everyone feels comfortable.

3. Understanding instead of judgment

Especially in multicultural teams, misunderstandings often arise unnoticed – through language, gestures, or different communication styles. What sounds polite to one person might seem distant to another. What someone intends as direct, honest feedback, a colleague might perceive as criticism.

These subtle differences can quickly lead to team members feeling misunderstood or treated unfairly.

However, many conflicts are not based on malicious intent, but simply on differing perspectives . Therefore, it is important not to judge immediately, but to understand why someone acts, speaks, or reacts the way they do.

Why understanding is so important in the daycare team

A daycare team is always a reflection of society – colorful, vibrant, and diverse. This diversity is a great strength, but only if it is consciously cultivated . A team that recognizes and respects cultural differences can collaborate more effectively and learn from one another.

When understanding is lacking, a sense of "us versus them" quickly arises. This leads to tension, cliques, or silence – and this directly impacts the work with the children. Because those who don't feel secure within the team cannot act freely and creatively in their everyday work.

Typical misunderstandings in everyday kindergarten life

Different ways of expressing criticism
In some cultures, direct criticism is considered impolite, in others honest and helpful. So if someone simply smiles or remains silent in response to a suggestion, it doesn't necessarily mean disinterest – often it's simply a sign of respectful restraint. Tip:
- Use clear, friendly language:
  "I'd like to give you some feedback – is now a good time?"
- This creates space for dialogue, without pressure or misunderstanding.
Nonverbal communication is understood differently.
Gestures, eye contact, and tone of voice can have different meanings. A serious look doesn't automatically signal anger. Open body language and a calm tone create a sense of security – especially for team members who are still learning German.
Language insecurities lead to withdrawal.
People who feel insecure about their language skills often speak less – not because they lack interest, but out of fear of saying something wrong. Managers can easily counteract this by showing understanding:
“If you’re unsure about a word, that’s no problem. We understand – take your time.” This attitude opens hearts and fosters trust.

Practical tips for better understanding within the team

Ask questions instead of assuming
Before you interpret, ask:
"Did I understand you correctly that you would prefer to stay in the morning circle?" Asking questions shows interest and respect – and avoids false conclusions.
Curiosity instead of judgment
Try to react with curiosity when something bothers you. Ask yourself: Why is my colleague reacting this way? What could be her background? Understanding grows from questions, not from judgments.
Offer language support
A colleague who is currently learning German doesn't need corrections mid-conversation – she needs patience. Tip: Agree within the team that language support should be friendly and voluntary. For example:
"May I briefly help you find the right word?"
Create team rituals that strengthen the bond
A shared breakfast, short meetings at the start of the week, or a feedback card on the bulletin board can help break down barriers. Shared rituals create trust – the basis of all good communication.

A practical example

In a daycare center with an international team, the director noticed that a new colleague from Spain hardly spoke. Others initially thought she was shy or uninterested. When the director spoke with her, it turned out that the colleague didn't want to interrupt because she had difficulty understanding the flow of conversation in German. After a brief exchange, the team agreed to use simple cues (raising a hand, making eye contact) in meetings to ensure everyone had a chance to speak. Since then, communication has been much more relaxed, and everyone feels included.

Understanding within the daycare team does not mean always agreeing, but rather giving each other space.

When teams learn to ask questions instead of judging, they grow beyond cultural and linguistic boundaries. This creates an atmosphere of trust in which every professional can develop their potential – and ultimately, the children benefit from this as well.

4. Make praise and appreciation visible

Many daycare teams only talk about what isn't working: too few staff, too much stress, too many tasks. But every team member needs to feel seen and valued. A sincere "thank you" in everyday situations or a small token of appreciation during team meetings can instantly change motivation and atmosphere.

Appreciation within the daycare team begins with the little moments:

A short sentence like, "I saw how calmly you handled the new group today – that was powerful."
A smile or a pat on the back after a tiring day.
A Post-it note saying "Thanks for stepping in" on the bulletin board.

Such gestures cost nothing, but have a lasting effect.

Managers can integrate recognition into everyday practice, for example with a short "success minute" in team meetings, where each person shares a positive moment. This shifts the focus away from problems and towards what is going well.

Appreciation is not an extra, but the foundation of every good team culture in a daycare center . It creates trust, motivation and enjoyment of work – and the children sense this atmosphere too.

5. Laughing together and celebrating successes

People who laugh together argue less. A shared breakfast, a game with the children where the whole team participates, or simply five minutes of lightheartedness – these things create closeness and release tension. Sometimes the way to overcome distance isn't a long conversation, but a shared moment.

Communication is like a muscle – it needs to be trained. Daycare teams that regularly exchange information, address misunderstandings, and appreciate each other create an atmosphere in which everyone feels comfortable – including the children.

If you want to strengthen your team in the long term, it is worthwhile to work specifically on the topics of team communication, conflict resolution and mutual respect .

The Kita-Job Academy is currently developing practical online courses that build on exactly this – short, understandable and with many examples from everyday Kita life.