ALL STAFF INFORMATION

NEW TOPICS

Mobile phone usage during session

  • Please focus on the child during session. If you still need to use your phone (for example to check the time), please do it when the parents (client) are not around, otherwise it might cause a misunderstanding for them that you are using it for texting or checking some emails etc.
    If the parents are around, please ask the client: “I am sorry but I need to check the time” (or just play the role and say “Oh, what time is it now?”), and then check your phone, otherwise it also causes a misunderstanding. 

In case of delay

  • It is really important to inform the clients promptly if you happen to be late from the sessions for any reason (train delay, feeling sick, got lost etc.) especially for pick-up sessions.
    If you are still on the way and missed the usual train, please don’t hesitate and inform (call!) or if you are on the train, short message first the client immediately. Otherwise they are going to worry about your whereabouts.

BACK NUMBER

BEFOFE BABYSITTING

Take care of your own schedules – please double-check every assignment

  • Please double-check at least weekly your schedules and sessions to avoid any trouble. Also if there is any request from the client (time change or cancellation etc.) please carefully confirm the date and update your own schedules. It is one of ideas that to use calendar application or to write down in your notes or calendar.

Using LINE with clients is NOT recommended!

  • The company doesn’t recommend you to share your LINE ID with the clients, for several reasons:
    -It is a casual talking application and has a risk of personal information leak, and chance of many requests from the clients.
    -There is no official evidence in case of schedule change if you are informed through LINE.
    -In case of emergency (getting sick on the day, delay etc.) please use your mobile phone and call the client, until they respond to you.

Manage Your Own Health Condition:

  • In winter season, we understand that there is higher chance to get sick, that’s why please take care of your health condition.  If you feel something wrong with your condition, please inform us as soon as possible. Please avoid cancelling sessions on the day (especially if it’s a pick-up session). We recommend you to wear a mask especially in a train or any crowed place.
First Visit to Client’s House:
  • Please carefully confirm the location especially for the first you visit a client.
    The location that Google Map indicates is sometimes incorrect.
    So please store the map in your mobile for comparison with your Google Map result on the day of first visit to a client’s house (or pick-up location).

  • To use Google Street View and “walking” the route from the station to the client house before the day you visit can save a lot of time.
 When You Get Sick:
  • Unfortunately, when you get sick or feel something different from usual, please inform Company as soon as possible. Please call the client directly until they respond to you if it is on the day of babysitting.
    -If you just cough, but not sick, you may be able to do babysitting session wearing a mask. However, before we decide, we should ask the client whether it is acceptable for them to do the session. Please consult with us if you face such a situation.
Remember Kid’s and Guardian’s Names:
  • Please make sure you know the kid’s and guardian’s names before each session for the first few visits at a new client’s. It may look rude if you mix up names with someone else or if you fill out the name looking at the client information in your mobile etc.
Confirm the Information:
  • Confirm the following information in advance to have with you during the session:
    -Kid’s + guardian’s name

    -Emergency contact of the day
    -Handover the key from the client
    -Considering the age and sex of the children what to play

ON THE DAY OF BABYSITTING

Reminder for Pick-up Sessions:

Please remind to carefully check your surroundings and always prioritize the safety during the sessions.

  • Do NOT forget to hold the child’s hand when walking outside! (Even when going to the park)

  • The child must walk inside, further from the road where cars are passing.
  • When using strollers, carefully check whether it works correctly and use them in a safe way.
  • When waiting for a train / bus, still hold the child’s hand, also inside the train hold their hands to avoid them falling down etc.
  • Please confirm the battery of your mobile before the session. If the battery is out during the session, the mother or father cannot contact you.

Playtime in the park:

During pick-up or just normal sessions, the parents might allow you or request you to take the child to the park. Often the child might meet there his/her friends, if so it is fine to let them play together. However, please keep communicating with them and try to make English environment as much as possible. Please avoid the situation that you are just sitting on a bench and watching over the child playing in Japanese. 
Direct Call to Client:
  • In the following cases, you can call the client directly on the day of babysitting. These are just examples so you can act flexibly and consult with Company anytime.
    -If you are late to arrive at the client house due to any reason. In this case, please directly contact the client and send email to Company.
    -When you arrive at the house, the client does not respond to you. In this case, the client may be busy with the child or any other reason so please call directly.
Take off your coat before entering the client house:
  • It’s an important Japanese manner, also the sign of respect to take off your coat before entering the client house. After the session ends, also please wear your coat after you leave the house.
    Please refer to the link for your understanding!
Do not wait in front of the client’s room door at the buildings with auto lock doors!
  • Sometimes with some other person you might have a chance to enter the client’s mansion or apartment building without waiting for the auto lock. However never enter the building this way!
    Unfortunately the client arrives at their home exactly at the beginning time of the session so cannot open the door for you right away when you ring the doorbell of the main entrance first. However, please keep trying to ring, if there is no answer after 10 minutes of the beginning time please contact the client via phone.
    It is considered as bad manners and the client could feel it rather troublesome and pressured the situation, that when they came to their home you wait for them right at their home’s door.
Do NOT use the client’s towel without their permission:
  • As we explained in the training material, we request you to bring your own hand towel and use that one, when you are washing your hands. The Clients feel uncomfortable, if you just use their towel without their permission.
Better to have always your wallet
  • As you may know, pick-up sessions require an extra responsibility since you need to be ready for several kinds of unforeseen situation, such as: the kid requests you to buy some juice on the way, there might be a traffic accident and you need to take taxi with the kid to the client house.
    For this kind of situation, it is recommended to have your wallet (and cash) with you on the day. If there is any advance payment, please write it down at the reports „Advance payment” line and keep the receipt, and you will get reimbursed later.
If the child cannot be apart from the mother when she leaves the house
  • In some cases, you may have to hold the child and calm down if he/she cries. Keep telling the child that the mother will be back soon and distract him/her to have a lot of fun while waiting together.
Safety first – especially when playing outside!
  • Please do not forget that safety has the most priority during every session. Especially if you play outside with the child or on the way back home, please pay extra attention to him or her. We do not recommend you to play hyde and seek, swing and slide with more than one child.
Japanese Manner When You Enter the House:
  • Almost all Japanese people consider that the entrance is a dirty place and do not to bring something dirty to inside the room. Please take off the shoes at the entrance and NOT to step inside of the entrance.
    Winter Time: Please remove your winter coat, jacket and hat and put them on outside of the client’s house as stated in the Training Materials.
    Also after the session, please wear the coat after leaving the clients house​.
Communication with parents – Importance of handover
  • Please pay extra attention to communication with the parents. If you have any finding about the children condition, it is better to share it with the parents. Please also carefully confirm each request from the parents on the day and do handover properly at the beginning and the end of the session, respectively. We understand that you might feel pressure due to the client’s being busy (in the case, you can talk to the parents just briefly) but they also understand the importance of handover. So always report to the client orally as well. 
Cautions on Showing Mobile, Tablet etc. to Kids During Babysitting:
  • Please ask the client before you use your mobile, tablet etc to play with the kids. Most clients do not want babysitters to show these devices to kids since seeing mobile, tablet etc may cause sight weakness and addiction to them. (It depends on the family.) In addition to this, using your mobile during the session may give bad impression to the parents even if you do not play with it.
What To Do During Nap Time:
  • Please make sure to watch over the baby/kid even while she/he is taking a nap. If you just sit there and do nothing during the nap time, it does not look very nice to the parent. You may tidy up the room, write the work report, or talk to the mother in English. You may also ask the mother if she needs any help.
How to handle tantrums:
  • All of you might have encountered or will in the future it is important to be able to handle while the child crying a lot or having a tantrum. For your consideration we would like to share with you one of our previous staffs column about the topic:
    https://littlehug.co.jp/column0072/
Do NOT take photos of children during session:
  • We understand that you have built great relationships with the families and the children, which we are really happy about and if the children do something cute you would like to keep it with a memorial photo etc. 
    However please do not forget to pay attention to the followings:
    -Do not take photos of the children during the session, unless the parents or children’s request it.
    -Do not upload the photos of / with the children to any kind of social media website!
    Based on the personal information policy, we do not have a permission to do anything such as taking photo or uploading them without the guardian’s (parents) consent. To avoid misunderstanding and further troubles, please avoid doing such a thing.

Do not forget to tidy up after each-session
  • Tidying up at the end of the session is part of our job. It is a bad manner to leave around all the toys and everything at the end, moreover it could be dangerous for the child’s safety. So please take 3-5 minutes for tidying up the room, depending on the situation before starting to write the report at the end. If the child is older or capable, we recommend you to tidy up the room together. It’s not only professional, but also a great help for the mother, who otherwise would feel tired, if she had to tidy up after the babysitting.
Reporting:
  • 1) During the session, please focus on playing with the child and fill out the report in the last 2 or 3 minutes, or after the session when you confirm the safety of the child. If you do not have time to fill out, please fill out only the important point (not to fill out in all rows).
    Reporting work is an important task for us (especially in case that the parents are not at home) because that is the only piece of “evidence” the client can keep after the session, but we might sometimes take a lot of time to do so during the babysitting session (the parents feel too long if you take more than 10 min.). 

    2) At the end of sessions, please orally report to the parent(s) within 1 minute. To communicate with the parent(s) is also important to get a long relationship. Especially for pick-up session, the parent(s) would like to know what the child did and how they felt during the session.
    3) Please send an email attaching the copy of the work report on the day of babysitting. 
    After Company confirms your report by email, our office staff confirms whether each session is conducted safety without any problem and also put information, such as your name, date, time and transportation fees etc. in your pay statement as a draft in the next morning.
What to do if there is no more report form at the Client’s house:
  • Unfortunately, sometimes you may face the situation that the end of the session there is no more report format(e.g. Client lost the paper, forgot to prepare etc.), in this case please proceed with taking any kind of white paper, where write down the followings and request signature from the client:
    -Client and child’s name
    -Session date and time
    -Brief Description
    ​-Transportation route and expenses
    ​In this case please just take a photo of this paper at the scene and send that to Company, and leave the original at the Client’s house.
What to do if you have to go to the restroom:
  • Safety first! Please do NOT leave the child alone even short time, and please take him/her with you. Never leave small child sitting on a chair, and never leave baby somewhere he/she could fall down.

NOTICE FROM COMPANY

Notice for Typhoon Season:
  • July-August is a season of typhoon in Japan so please follow instructions what to do as attached (pdf) when there is a typhoon attack.
    Notice for Typhoon Season (pdf)
Notice for Emergency (Terrorism):
My Number:
  • Please give Company your “My number (individual number), 12-digit”, which is mandatory to present. If you do not have one, please visit your nearest city hall to ask for. If you already informed us, please ignore this notice.
    The Japanese government will adopt the social security and tax numbering system (My number system) in order to enhance public convenience and develop the efficiency in administration. Thank you very much for your cooperation.
    URL: My Number (Social Security and Tax Number System)
Baby Monitors:
  • Some families have set up baby monitors to check how their children are doing. Nevertheless, during the session you might be also shown by the monitor, so please take care of not doing any questionable action.
Manage Health Conditions etc.:
  • Please manage your health conditions because influenza or any illness are prevalent especially for winter season. Please inform us beforehand (not on the day if possible) if you feel anything bad.
Sending Reports:
  • Please make sure that your work reports will reach us no later than the 5th day of the following month for the payment calculation. Our office staff rechecks your pay statement with the original reports to calculate correctly. Please make sure not to use express mail and consult with us beforehand if it is difficult to make it.