Episode 61: A Conversation About Transforming Staff Meetings into Meaningful Gatherings

In this episode, ASCY’s Nancy Baverstock is joined by colleague and long‑time collaborator Anna Minniti, pedagogical leader at Little Peoples Daycare in Hamilton, for a thoughtful conversation about transforming staff meetings into intentional, meaningful spaces for connection, collaboration, and reflective practice.

Together, they explore how shifting away from checklist‑driven meetings and moving towards purposeful “gathering times” can strengthen relationships, elevate educator voices, and align teams around shared values and vision. Drawing from years of experience, they discuss practical ways leaders can create meetings that feel respectful, engaging, and relevant, spaces where educators feel seen, heard, and valued.

This conversation invites listeners to pause and reflect on an important question: Why do we gather? And how can we ensure our time together truly supports growth, wellbeing, and professional learning?

If you’re interested in further support, be sure to explore ASCY’s Stepping Side by Side modules, connect with your ASCY PLC for more guidance and resources.

Transcript

0:01

Hello from Hamilton, Ontario. Welcome to Ask Y's podcast. Can we talk conversations in the early years? We're glad you're joining us for episode 61. Thank you for being a part of this reflective learning community. In today's episode, Ace's Nancy Baverstock is joined by colleague and longtime collaborator, an amenity REC, and pedagogical leader at Little People's Daycare in Hamilton, for a thoughtful conversation about transforming staff meetings into intentional, meaningful spaces for connection, collaboration, and reflective practice. Together. They explore how shifting away from checklist driven meetings and moving towards purposeful gathering times can strengthen relationships, elevate educator voices, and align teams around shared values and vision drawing from years of experience. They discuss practical ways leaders can create. Meetings that feel respectful, engaging, and relevant spaces where educators feel seen, heard, and valued. This conversation invites listeners to pause and reflect on an important question. Why do we gather and how can we ensure that our time together truly supports growth, wellbeing, and professional learning? We hope you enjoy listening. Welcome to this episode of Ask Podcast. Today I'm joined by a good friend and colleague, Anna Ti. And, we have known each other for quite a long time now and enjoyed, working together and, getting to know each other over the years. And I know that, what's important for both of us is a subject that, we've worked on together. And you continue to work on it at your current site, and that is transforming staff meetings. So making it into a time. That puts aside all the checklists and administrative tasks and really favors, time together, collaboration and,, reflective practice. I should give you a chance to introduce yourself. Absolutely. And then we'll jump into the subject. I see My name is Anna and I've been a ped lead for the past 10 years. I've been in the field for 27, both in Quebec and here in Ontario. And I, my passion is just. Children and educators and seeing them grow and looking at their environment and it's just people really. And having, and just watching them succeed in however paths they, they choose to see. And I just, I love watching it through the eyes of children. Now support, now being in the pedagogical lead. Just even seeing that transform and transfer through the educators and watching them grow and watching them lead well and support well. And so I've just it's a passion of mine to see people just even learn more about themselves. Excellent. Thank you. Okay, so let's dive into today's topic a little bit because I know that we both worked on this making staff meetings more intentional and really a space where people get to know each other better. As you were saying, create those relationships and. Leave feeling like they've really spent some time gaining knowledge or at least shifting their perspective about something. Yeah. So you've been doing this for a long time. Why don't you tell us about how you feel about that and how you put that into practice? Yeah, for sure. I think, in today's day and age, we've noticed a shift with, staff meetings and what that looks like in each center. We know time is. Is valuable. And we've figured it out that, our after we've always had a struggle when it comes to staff meetings and what that looked like. We've had a struggle with just what type of topics we wanna talk about and what we wanna say. And we just didn't want it to be a place where you come in and you get all this information bang, and you feel like you're, after a long day's, work of eight hours, you have to sit down and hear other stuff. And you're thinking about other things. Let's be real. Yeah. And so we wanted to have more meaning behind it, more intentionality behind it focusing in on, more pedagogy and things that we can use this time more valuable and how can we shift what we use in our staff meetings into the classroom and how does that look like? And so we've been in that transition now for about five years. It doesn't come overnight. It's things that we're still learning and adapting and it's even educators are still getting a little bit more familiar with too, that it's not. They're used to going into a staff meeting, not talking, just listening and not having them think or collaborate ideas or thoughts or, or provoking questions. None of them wanted to even after long they use work, they don't even wanna talk anymore, right? So you're you're trying to shift that, even that way of thinking from them as well to say Hey we value your thoughts. We know that it's. It's been a long day but we wanna use this time specifically so that we can grow together as a team and take what we've learned into and into practice, into our classrooms. So what are some of the things that you find have worked really well to help shift how people perceive the meetings and that they see that there's an intention behind it? There's different there's different ways that we've done it. I think the number one thing is really prioritizing as leaders, prioritizing and va valuing that time together is important. And shifting that on our end. So what does that look like? So putting in their budget. When it comes to offering them supper paying for that, their time. And even just that's when it comes to like our, like after hours. Not time, but within that, even just being more practical just starting it with an icebreaker. Starting with a question or a quote just to make their thoughts kind of start thinking and having a conversation together. We know that sometimes if you're in a big center or even in a small center, you don't have time to talk with each other. And so it's even a nice time to Hey, like, how are you? I haven't seen you in days. And it's true. Because we know that when we're in childcare, like it's just, we're hands on. And so it's just nice to feel seen. By others and to feel part of a group. So that's some stuff that we've done. And then an after, like after hours we've also just used it in that pedagogy area where we've observe classrooms, ask educators what they wanna learn more about or what they're intrigued or interested in. And we bring up that subject there and we talk about it. We divide our groups sometimes into preschool or toddler, and we specifically talk about what's going on in their classrooms and their specific age groups. Maybe some things that we've observed and seen while visiting the classrooms that we wanna bring forth. As leaders to say, Hey, this is our vision for our childcare center. We wanna get to the same destination. We're seeing some, like some holes. And so we wanna get together to like re refocus. About like where we wanna go, if, and then there's a lot of movement too in daycares where there's new staff. And so you wanna get them aligned as well with each other. I think it's important to, sorry. Yeah. I think it's important to repeat that message because as you said, sometimes staff shifts. Yeah. And also it's easy to. Lose track, of, of why we're doing something or what the goal is because they're the busyness of the day. Absolutely. And I think that it's really important to start meetings with, he, here's where we want to be. We're looking at this place of values and here's what's important to us as an organization. Here's how we think we can get there. And then it might look different for each educator, but again, everybody will be on the same path. We've also used a lot of times too, as leaders, we know we can say things so many times in so many different ways. But sometimes hearing it from a colleague sounds and feels a little bit different. So what we've learned and what we've been truly valuing and appreciating is that, if things are happening in other classrooms or we're seeing certain things in other educators that they love to do, or we've seen them. Bring things forth in their classrooms. Or they're really interested in certain subjects, we'll ask them to present or ask them to, Hey, can you like make four or five tough trays? Can do some invitations. And so we ask each, sometimes we ask each classroom to, to have an invitation out. And so we walk around. There's times where we'll go and visit the classrooms and have this question, an open-ended question where whether it be about the four foundations or whether it be about a specific, something that we wanna see in each environment. And we talk about that. So there's different ways and various forms of doing it. As a leader in your own organization, I think it's important to just observe and see what you need and what and what your values are and how you wanna build that forward. And what does that look like for you?'cause it's gonna look different for everybody. And so I think, it's a learning process. It's been like five years, six years. If not more. And at first it's gonna be educators are gonna not wanna talk and really, they're not gonna wanna talk or they'll be like, what's going on? This is weird. But I think when you have that collaborative thinking, when you have that engagement from them when they see that you value what they have to say and that they matter things shift automatically. And so I think it's an organic, authentic thing and I think it needs to come from within to be that self-reflective leader to say, Hey. What can I do first? What can I bring forth so that this happens? And so I think like that shift in mindset as a leader changes the whole climate of your organization. Yeah. It reminds me of we both have been to many different events with Anne-Marie Coghlan and Lori McGee, and we have always taken away something from those events. And it always makes us think and reflect, and that's what we want for our meetings, right? We want opportunities to. Make it intentional for people to understand, I'm here, I'm wanted here. My opinion is valued here, and I'm safe to share. I'm, I feel my ideas are respected and I can share them, but I also. I'm gonna have the opportunity to hear other people's ideas. And hear other people's perspectives. Yeah. And I, speaking of Amber and Lori, what I often think about from them is, if I value this, then my practice is this. And it sounds like what you're saying is from, that starts with leadership. That if you value this pedagogical practice and this reflective time that then your practice will be, that you will allow a room in the budget. For, providing food and sustenance. Yeah. To nourish their soul as much as it nourishes their body. And you will value having supply staff sometimes even if you have a full compliment of staff, just so that people can get out during the day and meet together for lunch and learns in different ways that we learn together. And it's even reinventing or reimagining or rethinking how you. Do meetings. And so I think when we met with Annmarie and Laura, when we had the institute their question was, why do we gather? And I think that was a pro that made me think a lot.'cause why do we have staff meetings? And so why do we have staff meetings? And how can we change it if the educators find it boring or are we doing it just because it's been something that we've been doing and it's easy, or for us as leaders to check a box and we're done with it? Or do we wanna add more value to that? And so like we know that there's, with when you, we talked about time and so how can we shift those? You know who said it has to be after work? And I understand it's easier after work. But why can't, why does that to look like everybody's all together? Why can't it look a little bit different? And it's really a time of gathering to like gathering together. And there's times I think we could have a big staff meeting. There's times that we could have smaller group meetings where it be like either classroom meeting throughout the day. It can be a time where you have lunch and learns. It could be a time where you have book studies. It could be a time where we talk about just specific topics that people are interested in. And we gather together to talk about, it could be even just one that as leaders that we've noticed in, you know, in the childcare center that, hey. Something's missing here or we've we felt, I don't know I don't think what I asked or what I've said has really reciprocated or hasn't really been thought through or I might have said something that maybe people are not being under, I'm not being understood. And so it's a time where, you know, for that. So I just provide clarity. Clarity, and just different things like that. And so I think, that question, like why do we gather and why does it have to look always the same? And what's the intention behind it? What is the intention? And I think also, like we gather so many times, but if there's no intentionality behind what we, why we've gathered, and then there's nothing practical that comes out of it for them to bring into their classrooms, then why am I doing it? Yeah. We're just eating up valuable time for everybody. Yeah. Yeah. And so I think be intentional. About that and just bringing clarity to what we wanna see happen in our childcare centers. Goes a really long way.'cause it shows that we are valuing people's time as well. And it's like we talk about the four foundations and childcare belonging, wellbeing, expression, and engagement. We. A lot of it is in is in children. We talk about it for children, but we don't really take it aback and really dissect it when it comes to our role with educators and adults. And it's you know my question and I love self-reflecting. I love it, to be honest. I'm not always good at it. But, I'm learning, but I'm, a lot of times is, hey, like that self-reflection piece is like, Hey, if I think about their wellbeing, or am I thinking like, them staying an hour and a half after work or two hours that they're not even caring about. What I'm saying on a Friday, let's just say, is that being like, intentional, am I, just little things like that I think as leaders we can be better at it. I'm thinking about something we talked about outside of this conversation, but we often hear educators say, I'm just an educator. And I know that touches a nerve for both of us because. So much more. Absolutely. Never just an educator. There's so much involved in that role. There's the, we care so much for the little people in our universe, but also the families and our colleagues. And I think that also has an effect in how we think about the time in meetings because when, like you're saying, when you first start out, they may think they don't have something to contribute. So it is on leadership, on a pedagogical leader or a supervisor, whoever might be leading that space to make sure that the planning has been intentional and that. Educators are gonna have that opportunity for self-reflection and to hear other people's perspective and all of those ways that you mentioned book studies and lunch and learns and photo studies and, quotes are a great way to do it too. Sometimes we don't, we might not be able to engage in a full book study, but we can look at some quotes and that might entice them to then read an article or a book because you get so much out of the conversation around. This quote that you've chosen, and I think it's really important for us to push hard against that idea of, I'm just an educator. Yeah. Their voice is so important Absolutely. In moving our profession forward and just, and reflecting together as a strong community of people who care for the future. And what we want that future to look like. And I think it's important, you were saying just educators language is so important. In childcare, not only how we speak to children, but also how we speak to each other, and even as we speak about ourselves. And so I think like having that same language within the organization or within the field in general plays a big role in. The value that you see in yourself and what you bring to your childcare center, and also what you bring to your meetings. And as an Italian, like I love gathering together. It's a time where we talk. We reminisce, we scream maybe, but we talk and we just, we just, we share life. And I think, we share common goals and whatever. We have a different opinion, we could talk about it. And I think it's the same thing when. With each other. Like we're spending seven and a half, eight hours with each other on an we're family. I know, we're like, we're colleagues, but it's it's more than that. It's a community. And so it's it's nice to be together sometimes. And I think, in today's day and age, we're so busy doing stuff that we just forget to stop. And we talk about being present in the classroom with the children, but even thinking like, why aren't we present with ourselves? And with each other. I think that time of that's maybe if can change the language of a staff meeting. Like maybe we should change that whole language and change the word where it's not a staff meeting, it's like a gathering, time gathering. Yeah. And it's if you even, and words matter, like it is true like Anne Marie and Lori to say words do matter. And I think like it's that if it's that time of being together and if in the classrooms it's important to be present. Why is it not important to be present in those gathering times? In J for everybody, why is it the last thing that I'm thinking about? Let's let's be present together. And even if it just means like talking with one another, right? It's a it f it, it fills you up. And I think like it's, that's another just aha moment that I just had actually right now talking where it's hey, like we talk about that in the classrooms, but how about we have a right to be present in these times together because we have so much that we can offer each other. We have so much amazing ideas and collaborative thinking and reflective practice that we can actually have a give and take. Back and forth conversation about it where we can learn from each other. And I think like being present in that and sharing that is very meaningful, is very actually profound, simple. But it does take a lot out of us. But I think it's a very important thing to like. Have, like that's a very big value for me. When you think about that. Yeah. I think, I'm thinking as you're saying that is just to never forget that we should. Find joy in our work and in each other. And really, as you said, value that time together because that is the spark. That's the spark that keeps us motivated and keeps us moving forward. I really appreciate your time today, Anna. Absolutely. I always love having a conversation with you. We always have a lot of fun together and I know that we have sparked many ideas for each other and I hope that for many years we continue to do that. And so we encourage. If anyone listening to just think of what step you might take to just be really intentional with meetings. Be reflective about. What values you want to share with your staff and or again, how you want to gather. I'm gonna start to change my language as well, so thank you so much. Don't forget to connect with your ask EPLC if you have questions. If you would like some resources some support along the way. We have stepping side by side modules that can help you with this transformation. Absolutely. I've used it and I absolutely love it. I think it's a great way to talk about a topic that sometimes could be uncomfortable as a leader to talk about. Sometimes if you feel a little bit not confident in how to approach a subject to another educator I think it's a great tool to have on your toolbox to really talk about things that. You don't have to search for it for hours. It's already there. It's already put together it's already put together for us. Yeah. Yeah. And that was Asking's intention when we were developing that is, is to make it easy for facilitators, for mentors, for supervisors, anyone who is going to be planning meetings. To really have. That pedagogical thought and intention behind it. So we hope at ASCI that is helpful to you. Please don't be shy to to enroll through asci. And again, Anna, thank you so much for your time. Looking forward the next conversation. Thank you for joining us for this reflective and inspiring conversation. We hope it encouraged you to think differently about how and why you gather with your teams, and how intentional meeting practices can help build stronger, more connected learning communities. If you're interested in further support, be sure to explore, ask e, stepping side by side modules, connect with your ASK EPLC for more guidance and resources from all of us at Ask E. Thank you for listening to this episode.