I like keeping the good memories from the days I was working in the sector, but there are some days I wouldn't mind forgetting, and I can't.

A few years ago, I was an area manager covering two settings because the nursery managers were absent. In two weeks, I met the same inspector twice, in two each setting. Both times it was unannounced. Both times, I was the one covering. What luck!

The second time, the inspector went straight into the rooms before speaking to me, as she had already met me the week before. She didn't say why she was there. The deputy manager was with her, and I couldn't reach the nursery manager.

So I went to the office to find the complaints folder, because I wanted to understand why she had come. I couldn't find it. Then I tried to find every other folder I might need, because I knew she would come and ask me questions. Some things were online. Some were on the shelves in the office.

The inspection ended with no further actions, and I was relieved. But I remember thinking that finding what you need shouldn't feel this hard.

A quieter kind of worry

Another time, I covered a nursery manager's role while we looked for the right person. Part of my role was SEND: the right paperwork, funding claims and referrals. I hadn't trained as a SENCO, and our SENCO was new to it too.

Every child had a folder, with plans, funding documents, notes from meetings, and handwritten notes. I was never sure I had the right things in place.

The guidance wasn't always clear to me, and I never felt confident that I was doing it right.

When the local authority visited and asked for the documents for one of our children, I opened the folder and looked through it, hoping I had all the evidence they needed.

The handover from the last manager wasn't complete with missing pieces, and picking it up was difficult. Because everything wasn't in one place, there were delays in getting the support and funding we needed.

Thankfully, my local authority advisor was very supportive and helped me, but that was not always the case. I realised that not having the right evidence in place from the start can delay the support and funding children need.

If this sounds familiar…

You are not alone. Many of us have felt this, and have stories to share involving Folders & Fear. And there are ways to feel more confident.

Here are a few things that can help:

  • Find your people. Manager groups, conferences and communities where people support each other.
  • Have a clear, structured process. One that you and your team understand.
  • Use fewer systems. Consolidate your data in fewer places and, where possible, choose systems that talk to each other.
  • Keep records accessible only to the right people, and think about how you keep data secure.
  • Think carefully about AI. I believe it could have helped me back then, but it needs to be considered carefully.

I am lucky enough to work in Edtech (what a change of journey!) and to have people around me who can create systems that make my work easier to manage and more organised. I'm glad we are doing this for other people in the sector too.

Where the idea for Folders & Fear came from

Not long ago, I was at a table with Maggie, our founder, and Stuart, our COO. Someone said that ‘the sector is ruled by folders and fear’. That was the moment we looked at each other and thought about exactly the same thing. These two words describe exactly how it feels running a setting.


So we are starting Folders + Fear. It will be a place for conversation and practical help, with advice from experts in early years and beyond. We want to help managers feel less afraid and more prepared, and to make the sector more inclusive for everyone.

That's why I'm so passionate about being part of Otii.

Join the conversation

Have you had a Folders + Fear moment of your own? I'd love to hear it. Share your thoughts and struggles, and get in touch with us.

It takes a village to raise a child, but it also takes a village to build an inclusive and resilient sector.

Something to help

You don’t have to fix everything at once. A good first step is just seeing where things are.

So we’ve made a free resource called Where does it live? Go through your records, tick where each one is kept, and see where you’re not sure. Then choose five to sort first. It takes about 15 minutes, and it isn’t a test.

You can fill it in online or download it.

Download Here