Using Substitutes Strategically to Prevent Burnout

Burnout is one of the biggest threats to retention in early childhood education — and it doesn’t happen all at once. It creeps in when teachers are stretched too thin, asked to cover too often, or given no time to reset between responsibilities.

While substitutes are often seen as a last resort for emergencies, they can actually be a strategic tool to prevent burnout before it starts — and to keep your strongest team members in the field longer.

In this blog, we’ll walk through how to integrate substitute staffing intentionally — not just reactively — to protect your staff and strengthen your center.

Rethinking the Role of Substitutes

Traditionally, substitutes have been called in only when something goes wrong:
A lead teacher calls out. A classroom is unexpectedly short. Someone quits mid-week.

But in today's climate — with limited full-time staff availability and increased stress levels — waiting for a crisis before bringing in support is no longer sustainable.

Instead, forward-thinking centers are using substitutes to:

• Relieve pressure from core staff during busy periods

• Provide predictable break coverage or planning time

• Float between classrooms to support transitions and behavior management

• Smooth over staffing gaps while onboarding new hires

Benefits of Strategic Substitute Use

A consistent, well-integrated sub strategy can:

• Reduce staff fatigue and call-offs

• Create space for professional development or mental health days

• Allow teachers to take real breaks or prep time

• Improve classroom consistency without overloading the full-time team

And substitutes aren’t just helpful for your existing team — they can become part of your future team.
Some centers use substitutes as a pipeline to hire, bringing in repeat subs who are already familiar with the center and culture.

(See how repeat usage and familiarity are part of Tandem’s matching system in How Tandem Matches Substitutes to Your Center’s Needs.)

Tips for Making Substitutes Work for Your Team

To make substitutes a truly valuable part of your staffing model:

1. Schedule Subs Proactively

Don’t just wait for call-offs. Schedule sub coverage in advance for:

• Peak transition times

• Lead teacher planning blocks

• Team meetings or coaching sessions

• Floating coverage across classrooms that need extra support

This gives your core team breathing room — and gives substitutes a better chance to become familiar with your classrooms.

2. Build a Trusted Sub Pool

The more consistent your substitute roster, the better the classroom experience. Use platforms like Tandem to build a pool of vetted, credentialed workers who can be rebooked across your site.

Familiar subs = smoother transitions, less disruption, and more confidence from your staff.

Learn more about maintaining a ready sub system in Planning for Absences: How to Stay Ready for the Unexpected.

3. Normalize and Celebrate the Use of Subs

Using a substitute shouldn’t feel like a failure or a burden.
Normalize sub support as part of your team culture — a sign of smart leadership and respect for teacher well-being.

Recognize when a sub helps your program run more smoothly, and acknowledge their contributions in the same way you would a full-time team member.

🧸 Crib Notes

Like Cliff Notes, but for child care:

• Burnout prevention starts before the crisis — and substitutes are a key tool.
• Use subs proactively for break coverage, peak transitions, and staff planning.
• Familiar, rebooked substitutes reduce classroom disruption and support morale.
• A strategic sub system signals to staff that their well-being matters.