Current State Assessment
Phase 1: First 30 Days — Quick Wins
Onboarding Improvements Week 1-2
- Create written expectations document (duties, documentation, communication)
- Build a 90-day onboarding schedule with 30/60/90 day check-ins
- Start new hires with a reduced caseload (ramp up gradually)
- Assign a welcome buddy or mentor for first 2 weeks
- Create mobile-friendly quick-reference guide for common questions
Communication Channels Week 2-3
- Schedule weekly 1:1 check-ins with new hires for first 90 days
- Set up anonymous feedback channel (survey, suggestion box, text line)
- Send a personal welcome message from leadership to every new hire
Recognition Program Week 3-4
- Implement a simple thank-you note system (handwritten or text)
- Schedule monthly caregiver spotlight (newsletter, team meeting)
- Create small milestone rewards (30 days, 90 days, 1 year)
Phase 2: Days 31-60 — Systematic Improvements
Mentorship Program Week 5-6
- Identify 3-5 experienced caregivers willing to mentor
- Create mentor training guide (active listening, feedback techniques)
- Pair each new hire with a mentor; define contact expectations
- Compensate mentors (bonus, reduced caseload, or title recognition)
Scheduling & Stability Week 6-7
- Survey caregivers on scheduling preferences and geographic zones
- Implement minimum 2-week advance notice for schedule changes
- Cluster client assignments to minimize drive time
- Consider guaranteed minimum hours for top performers
Exit & Stay Interviews Week 7-8
- Create standardized exit interview template (5-7 questions)
- Begin conducting stay interviews with 5 current caregivers
- Set up tracking spreadsheet to log themes across interviews
Phase 3: Days 61-90 — Culture & Compensation
Compensation Review Week 9-10
- Benchmark pay rates against 3 local competitors
- Review and clarify mileage/travel reimbursement policy
- Evaluate total compensation package (benefits, PTO, retirement)
- Design performance bonus structure (reliability, client satisfaction)
Growth Pathways Week 10-11
- Create 2-3 advancement pathways (lead caregiver, mentor, trainer)
- Identify training/certification support opportunities (CNA, LPN)
- Offer cross-training in office operations for interested caregivers
Team Connection Week 11-12
- Schedule quarterly team gatherings (even virtual counts)
- Create a private online community or group chat for caregivers
- Share agency wins and caregiver stories regularly
Measuring Success
Track these metrics monthly:
- Monthly turnover rate (voluntary vs. involuntary)
- First-year turnover rate (separately tracked)
- Average tenure of departing caregivers
- Exit interview theme frequency
- Caregiver satisfaction score (quarterly survey)