Optimize Your Carpool Strategy With These 5 Expert Tips
One of the benefits of attending a SPARC roundtable is the chance to share challenges that come with auxiliary and summer camp work. Last week's "Carpool Chronicles" saw SPARC members commiserating over the summer camp drop off/pick up process, discussing how they can make it more efficient, how to handle parents frustrated from waiting in line, ways to coax a reluctant camper from their car, and best methods for training counselors for carpool duty.
While brainstorming solutions, the group shared five tested strategies that will help you make the drop off/pick up line faster, safer, and more fun.
1. Manage Family Expectations
Communication is a key part of preparing families for the summer camp car line. If you host a pre-camp meet and greet, that's a great time to tell them how the process works, including where to go, when to arrive, and any rules they need to follow: is cell phone use allowed in the line? Are parents required to stay in the car? Do they need to show ID?
One member said her team sends an e-mail each week reminding parents to "bring their patience" every Monday, the most challenging morning for drop-off. More than one member mentioned parents who were angry had a harder time telling them off if they wore a silly hat every day.
2. Use Car Cards
Providing parents a card to display on their dashboard can make it much easier for staff to identify the campers and get them where they need to be. The card can feature the family's name, the names of the camper(s), and for even greater efficiency, can be color-coded according to which camp their child is joining. Families with multiple children going to multiple camps can have more than one card.
One member found that printing a detailed map of the campus on the back of the cards not only helped parents get to the right area, but also gave them something to look at while waiting. You can send cards to families, hand them out at the meet and greet, and make sure to have plenty available on the first day of camp for anyone who needs them.
3. Make Nice With the Neighbors
Living near a school with a daily camp carpool can be irritating. Traffic backs up, cars use their driveway to turn around, and it can feel like an intrusion in their neighborhood.
Reaching out to neighbors before camp season begins is a great strategy for mitigating frustration. Member tips included sending a bottle of wine with a note to each nearby home and offering perks such as free membership in the summer swim club. Although free giveaways require time and money, members agreed that the investment is well worth the good will created by reaching out.
4. Motivate the Team
SPARC members shared a variety of ways to train and encourage staff to make carpool time as efficient and fun as possible, knowing that an empowered team will have--and create--a more positive experience. One member trained her team through role-playing--opening the door, unlocking the seat belt, extracting the camper--and how to resolve issues, such as a camper who doesn't want to leave the car, or one who insists on taking a toy with them. They then video the car line process with staff and send it to families so they know exactly what to expect before day one.
Gamifying the process for staff helped one member keep her team enthusiastic. On theme days, they hold a competition to see which counselor shows up with the best outfit for morning drop-off. They also keep track of how fast they get through the carpool process and try to beat their record each day. Making it fun keeps the team focused and motivated.
5. Set the Tone
Once the families are prepared, the team is trained, and the neighbors have been placated, it's time to show everyone what summer camp is about--fun! SPARC members discussed a variety of ways to make morning drop-off the best time of the day for campers and staff alike--playing upbeat music, having the mascot present, turning on the bubble machine, and greeting each camper with "Good morning!" and a smile.
One member's team lines up to give campers high-fives as they walk into campus. Directors get in on the fun too. Being present as the director can earn credibility with parents, making it easier to resolve conflicts if they arise. Directors wear theme costumes, wave, and make sure they're visible.
Training staff with this "customer service" mindset, even if it feels a little over-the-top, creates a welcoming, fun atmosphere. The goal is for every kid to feel welcome and know that they're going to have a great day at camp.
SPARC members can watch the video of the "Carpool Chronicles" roundtable here.
Roundtable discussions are only one of the many valuable benefits of being a SPARC member school. Join today for exclusive access to professional development tools, webinars, videos, member discounts, and unparalleled community support through SPARC Connect.