In today’s fast-paced world, the need for efficiency and streamlined processes in every industry is paramount. For organizations like the Florida Association for Child Care Management (FACCM), where the stakes involve the welfare and education of young children, operational efficiency is not just a goal—it’s a necessity.

In our virtual coffee, we explored how FACCM has leveraged the 1Place platform. Selena McNeely, the Director of Operations at FACCM, shares her experiences, offering a comprehensive look at the challenges they faced and the successes they achieved in their journey.

Could you tell us more about how 1Place became part of your operations?

Our journey with 1Place began in 2019. Initially, we deployed it internally, within our staff. We were keen to test the waters, ensuring that the platform could handle our internal processes before rolling it out to our members. This careful, phased approach was crucial because our previous system was incredibly labor-intensive. Schools would submit evidence of compliance, and we had to manually process every single piece. This often involved dealing with physical files or clunky digital uploads that were not user-friendly.

When we finally decided to roll out 1Place to our members, it was after years of meticulous planning and development. We knew that for the system to be successful, it needed to simplify the lives of our members, not just our internal team.

This year, we made 1Place available to over 1,000 members. The difference it has made is astounding. Members now submit their evidence directly into the checklist themselves. This not only streamlines the process but also places the responsibility for accuracy squarely on the submitter, freeing up our team to focus on reviewing rather than processing. The workload reduction has been significant, and the entire process has become far more efficient.

How did the transition from manual processes to digital with 1Place go for your members?

The transition was a mixed bag, to be honest. We have a diverse membership, and not everyone is equally comfortable with technology. For those who were already tech-savvy, the transition was relatively smooth. They quickly adapted to the new system and appreciated the predictability and consistency it offered. However, we also had members who were more accustomed to traditional, paper-based processes. For them, the learning curve was steeper.

To address this, we made sure to provide comprehensive, step-by-step documentation. We anticipated that there would be challenges, so we were proactive in offering support. We conducted training sessions, created detailed guides, and were available to answer any questions as they arose. The key was to make the transition as painless as possible for everyone involved.

Overall, the feedback has been largely positive. Many of our members have told us that, once they got the hang of it, they found the system intuitive. They appreciated that it was designed with their needs in mind, making it easier to navigate and use. The predictability and consistency of the system have been particularly well-received. Knowing what to expect at each step has reduced anxiety and made the entire process more transparent.

Has using 1Place led to any unexpected positive outcomes?

Absolutely. One of the most significant outcomes has been our ability to link self-study portfolio evidence directly with on-site verification visits. This is something we hadn’t fully anticipated when we first implemented 1Place, but it has become one of the platform’s most powerful features. For instance, if a school submits a handwashing policy, we can now check on-site to see if that policy is being implemented as described in their submission. This capability allows us to ensure that the standards are not just being met on paper, but are actively practiced in real-time.

Moreover, this integration has allowed us to make real-time updates to the system. If we notice any discrepancies during an on-site visit, we can immediately address them in 1Place, updating the records and notifying the school of any necessary changes. This has made our compliance process not only more efficient but also more effective. We’re now able to catch issues as they arise and deal with them proactively, rather than reacting after the fact.

How has 1Place impacted your ability to monitor and maintain consistency across the board?

1Place has brought a new level of consistency to our operations that we simply didn’t have before. The checklist system it uses is the same for everyone, regardless of their specific focus. Whether we’re dealing with the physical environment, teacher-child interactions, or administrative policies, the criteria are standardized across the board. This consistency is crucial because it ensures that all of our members are being held to the same standards. It also makes it much easier to address any challenges schools might present.

In the past, the variability in how different schools interpreted and implemented our standards was a major issue. With 1Place, that variability has been significantly reduced. Everyone is using the same tools, seeing the same criteria, which helps ensure that we’re all on the same page. This not only makes the compliance process more straightforward but also helps us maintain the high standards we’ve set for ourselves.

Another key benefit is the ability to track progress over time. With 1Place, we can see how schools are performing year over year, identifying trends and areas for improvement. This has been incredibly valuable in helping us provide targeted support to schools that need it, ensuring that they’re able to meet our standards consistently.

Are there any key learnings you’ve gained that have helped accelerate your journey with 1Place?

One key lesson we’ve learned is the importance of being concise. While 1Place can handle large volumes of documents, we’ve found that less is more when it comes to submitting evidence. Focusing on the highlights and most relevant information not only saves time but also makes the review process more efficient. This approach has allowed us to get a clearer picture of compliance in real-time without getting bogged down by unnecessary details.

This is a significant shift from our previous approach, where we would often collect as much evidence as possible to cover all bases. However, we realized that this was leading to information overload, making it harder to sift through the data and identify the key points. With 1Place, we’ve streamlined the process, encouraging our members to focus on quality over quantity when submitting their evidence.

This change has not only made our jobs easier but has also been appreciated by our members. They no longer feel the need to submit mountains of paperwork just to be on the safe side. Instead, they can focus on providing the most relevant and impactful evidence, knowing that this will be sufficient to demonstrate compliance. This has made the entire process more efficient and less stressful for everyone involved.

Has the use of 1Place freed up time for you and your colleagues to focus on other activities?

Absolutely. The time saved by using 1Place is significant. The ability to complete self-studies directly in the system is much faster than our old method of bulk uploads. Reviewing portfolios has also become more streamlined, with everything in one place. This efficiency benefits both us and the schools we partner with, allowing us to dedicate more time to other important tasks and initiatives.

For example, we’ve been able to invest more time in training and development, both for our staff and our members. With the administrative burden reduced, we can now focus on helping our members improve their practices, rather than just ensuring they meet the minimum standards. This has led to a deeper level of engagement and a greater sense of community within our organization.

In addition, the time saved has allowed us to explore new initiatives that we simply didn’t have the bandwidth for before. We’re now able to pilot new programs, test new approaches, and gather data on their effectiveness. This has opened up a whole new world of possibilities for us, and we’re excited to see where it will lead.

It sounds like 1Place has truly been a game-changer for you. Is there anything else you’d like to share about your experience?

I’d just like to emphasize how much of a difference 1Place has made in our day-to-day operations. It has not only saved us time and resources but also improved the quality and consistency of our compliance checks. The ability to integrate everything we need into one platform has been invaluable. We’re excited to continue exploring new ways to utilize 1Place to further enhance our processes and support our members.

One area we’re particularly interested in is expanding the use of data analytics within 1Place. The platform already provides us with a wealth of data, but we’re only scratching the surface of what’s possible. By diving deeper into the data, we hope to uncover new insights.

We loved speaking to Selena. If you or someone you know has a story to share, we’d love to have a discussion. Let us know via the website, Facebook or LinkedIn.