Case Discussions in Daycare: Methods, Process and Practical Tips

Children sometimes behave in ways that leave daycare teams with questions. A child suddenly withdraws from the group. Another child frequently reacts with aggression. Or a conversation with parents did not go well. In these situations, it helps to think things through together as a team. That is exactly what a case discussion (a structured team consultation about a specific situation from daily practice) is for.

Case discussions are a valuable tool for educational work in daycare settings. They help professionals reflect on their own actions and develop new ideas. [1] At the same time, they strengthen team cohesion. If you would like to learn more about this topic, Diingu offers a helpful course: Peer Case Consultation.

This article covers everything you need to know about case discussions in daycare. You will learn about the typical process, different methods, and practical tips for your daily work.

What Is a Case Discussion in Daycare?

A case discussion is a planned conversation within the educational team. The team looks at a specific case (a particular situation involving a child, a family, or the team itself) and reflects on it together. [3]

The goal is not always to find an immediate solution. The main purpose is to understand the situation better. [6] The team examines the case from different angles. This leads to new ideas and possible courses of action.

Why Are Case Discussions Important?

Case discussions serve several important purposes:

• Reflection: Professionals think together about their educational practice.
• Change of perspective: Different viewpoints on a situation become visible.
• Using team knowledge: The existing expertise and experience within the team are brought together. [7]
• Relief: The person presenting the case no longer feels alone with the challenge.
• Quality assurance: The quality of educational work is actively improved. [1]

What a Case Discussion Is Not

A case discussion is not a casual chat during a break. It is also not supervision (professional guidance by an external specialist). And it is not a place for blame or judgement of individual colleagues.

A case discussion follows a clear structure. It takes place in a safe and confidential setting. And its purpose is to move forward together. [5]

Common Reasons for Case Discussions

In daycare settings, many situations are suitable for a case discussion. Here are some frequent examples: [3] [5]

• Challenging behaviour: A child frequently shows aggression, withdraws, or refuses to participate in activities.
• Developmental concerns: Staff observe differences in a child's language, motor skills, or social behaviour.
• Difficult parent conversations: A meeting with parents was tense, or cooperation is proving difficult.
• Suspected child endangerment: There are signs that a child's wellbeing may be at risk.
• Inclusion: Supporting a child with a disability or special needs requires new strategies.
• Transitions: A child's settling-in period is challenging, or the transition to school is approaching.
• Stressful situations: Staff feel overwhelmed or uncertain in a particular situation.

Especially in the context of inclusion (the shared learning and living of children with and without disabilities), regular case discussions are particularly valuable. They help develop individual support strategies. [1] You can learn more about the foundations of inclusive daycare work in the Diingu course Foundations of Daycare Support.

The Process: The 6-Phase Model

The typical process of a case discussion follows a well-established 6-phase model. This model gives the conversation a clear structure. It ensures that all important steps are covered. [1] [5]

Phase 1: Case Presentation

The case presenter (the person bringing the case) describes the situation. They present the facts as clearly and specifically as possible. They address questions such as:

• Which child or situation is this about?
• What exactly happened?
• What has the person already tried?
• What concerns or challenges are they facing?

Important: Everyone else only listens during this phase. No interruptions, no comments.

Tip: It helps to prepare a brief written summary of the case beforehand. This way, no important details are forgotten.

Phase 2: Clarifying Questions

Now the group may ask questions. These questions serve only to improve understanding. There should be no evaluations or advice at this stage.

Good clarifying questions include:

• "How often does this behaviour occur?"
• "In which situations does it happen most frequently?"
• "How do the other children react?"
• "Have the parents said anything about it?"

Tip: The facilitator (the person guiding the discussion) makes sure that only questions are asked during this phase. No hidden advice like "Have you tried...?"

Phase 3: Defining the Key Question

Together, the group now identifies the key question (the central issue to be addressed). What exactly should this case discussion focus on?

Examples of key questions:

• "How can we help Child X express their feelings without aggression?"
• "How can we rebuild cooperation with the parents of Child Y?"
• "What adjustments does Child Z need for a successful settling-in period?"

Tip: A well-formulated key question is specific and solution-oriented. Avoid overly general questions like "What should we do about this child?"

Phase 4: Brainstorming and Idea Collection

This is the most creative phase. The group now develops ideas, hypotheses (assumptions about possible causes), and suggestions for action. [8]

The following rules apply:

• All ideas are welcome, including unusual ones.
• No evaluating or criticising.
• The case presenter only listens and takes notes.
• Different perspectives are encouraged.

Tip: Methods like brainstorming (freely collecting ideas) or the reverse brainstorming method (What would we need to do to make things worse?) can enrich this phase.

Phase 5: Response from the Case Presenter

Now it is the case presenter's turn again. They give feedback on the collected ideas:

• Which suggestions do they find helpful?
• What would they like to try?
• What new insights have they gained?
• What does not fit the situation?

Tip: The case presenter does not have to accept all suggestions. They decide what feels right for them and the situation.

Phase 6: Closing and Agreements

Finally, concrete next steps are recorded: [5]

• What will be done next?
• Who takes responsibility for which task?
• By when should the steps be completed?
• When will a follow-up meeting take place?

Tip: Write down the agreements. This way, no results are lost. A brief summary is enough.

Time Frame

Plan at least 60 to 90 minutes for a case discussion. [7] The time is roughly distributed as follows:

Roles in a Case Discussion

For a successful case discussion, it is important to assign clear roles. [5] [8] Each role has a specific function:

The Case Presenter

• Brings the case and describes the situation.
• Formulates the key question.
• Listens during the brainstorming phase and takes notes.
• Gives feedback at the end.

The Facilitator

• Guides the group through each phase.
• Ensures the rules are followed.
• Manages the time.
• Makes sure everyone has a chance to speak.

The Advisors

• Ask clarifying questions.
• Contribute ideas and perspectives.
• Use respectful and appreciative language.

The Note-Taker (optional)

• Records the key outcomes in writing.
• Notes the agreed next steps.

Tip: Rotate the roles regularly. This way, all team members experience different perspectives. If you want to learn more about effective teamwork in daycare, the Diingu course Cooperation with the Daycare Team offers helpful content.

Methods of Case Discussion: An Overview

There are different methods for conducting case discussions. Each has its own focus. Here are the three most important ones.

Peer Case Consultation (Intervision)

Peer case consultation (also called intervision, meaning mutual consultation without an external specialist) is the most widely used method. [7] [8]

How it works:

• A group of professionals advises each other.
• There is a fixed process with assigned roles.
• No external facilitator is needed.
• The existing expertise within the team is used.

Advantages:

• Strengthens team culture and cohesion.
• No additional costs.
• Can be conducted regularly and flexibly.
• Develops the professional skills of all participants.

Tip: Start with straightforward cases if your team is new to peer case consultation. This allows the group to get comfortable with the process.

Solution-Focused Case Discussion

This method deliberately focuses on resources (strengths and abilities) rather than problems. [4]

Core principles:

• Strengths-based perspective: What can the child do well? What is already working?
• Appreciative language: How do we talk about the child? Do we avoid labelling (for example, "the aggressive child")?
• Focus on desired behaviour: What should the child do instead?
• Small, concrete steps: What is the next small step that is possible?

Example: Instead of asking "Why does Child X always hit the other children?" you ask: "In which situations does Child X play peacefully with others? What can we do to make these situations happen more often?"

If you are interested in strengths-based approaches, the Diingu course Working with a Resource-Oriented Approach provides deeper insights.

Case Discussion in Child Protection

The National Centre for Early Support (NZFH) in Germany has developed a specific method for child protection cases. [2] [9] This method is particularly suitable for complex situations where a child's wellbeing may be at risk.

Key features:

• Systematic analysis of risks and protective factors.
• Involvement of all professionals working on the case.
• Clear action steps and documentation.
• Specific templates and tools available.

Important: When child endangerment is suspected, special legal requirements apply. A case discussion does not replace consulting a specially qualified child protection professional. You can learn more about child protection in the Diingu course Child Protection and Child Endangerment.

Comparing the Three Methods

Requirements for Successful Case Discussions

For case discussions to be truly effective, certain conditions need to be in place. [3] [5] [7]

Organisational Requirements

• Regular schedule: Set fixed dates in the team calendar. Once a month or every two weeks is a good rhythm.
• Enough time: Plan at least 60 to 90 minutes per session.
• Quiet space: The case discussion should take place without interruptions.
• Committed participation: All relevant team members should attend regularly.

Attitude and Communication Culture

• Confidentiality: What is discussed in the case discussion stays in the room.
• Appreciation: All contributions are respected. There are no silly questions or wrong ideas.
• No premature judgements: Listen and understand first, then advise.
• Voluntariness: Nobody is forced to present a case.
• Openness: Willingness to question one's own perspective.

Documentation

• Record the outcomes of each case discussion in writing.
• Note the key question, the most important ideas, and the agreed steps.
• At the next session, check whether the agreements have been implemented.

Tip: Create a simple template for the minutes. This saves time and ensures consistency.

Practical Tips for Getting Started

Would you like to introduce case discussions in your daycare or improve your existing practice? Here are concrete tips for getting started:

Step by Step

1. Inform the team: Explain what a case discussion is and what benefits it offers.
2. Agree on rules: Establish ground rules together (for example, confidentiality, no judgements).
3. Start with a simple case: Choose a situation that is not too complex for the first session.
4. Assign roles: Determine who will facilitate, present the case, and take notes.
5. Reflect on the process: After the first few sessions, discuss how the process can be improved.

Avoiding Common Pitfalls

• Too much advice too early: Make sure that only questions are asked during the clarifying phase.
• Not enough time: Do not cut the case discussion short. All phases are important.
• Lack of follow-through: Without concrete agreements at the end, the discussion has no lasting impact.
• Always the same roles: Rotate regularly so that everyone gains experience.
• Groups that are too large: 4 to 8 people is ideal. For larger teams, consider forming subgroups.

Improving Communication Skills

Good case discussions require good communication. This includes active listening, asking open questions, and giving appreciative feedback. If you would like to develop these skills further, the Diingu course Foundations of Communication and Conflict Resolution offers valuable content.

A Practical Example: Case Discussion About Challenging Behaviour

To make the process more tangible, here is a simplified example:

Situation: A four-year-old child regularly throws toys across the room and pushes other children.

Phase 1 (Case presentation): The responsible staff member describes the situation. They explain when the behaviour occurs, how often, and how they have responded so far.

Phase 2 (Clarifying questions): The team asks: "Are there specific triggers?" "How does the child react when spoken to?" "What have the parents said?"

Phase 3 (Key question): "How can we support Child X in expressing their feelings in a different way?"

Phase 4 (Brainstorming): The team collects ideas: use emotion cards, set up a quiet corner, offer movement activities before group time, have a parent meeting, use an observation sheet.

Phase 5 (Response): The staff member finds the ideas about emotion cards and the quiet corner particularly helpful.

Phase 6 (Agreements): The staff member will set up a quiet corner by next week. A colleague will get emotion cards. The case will be reviewed in four weeks.

Case Discussions and Team Culture

Regular case discussions have a positive impact on team culture. [7] They promote:

• Mutual trust: Professionals learn to speak openly about challenges.
• Shared responsibility: Problems are no longer seen as individual issues but as a team task.
• Professional development: Everyone learns from each other and expands their range of educational approaches.
• Relief: Difficult situations are shared. This helps prevent overload and burnout.

When team conflicts go beyond what a case discussion can address, the Diingu course Conflict Resolution Skills in the Daycare Team can provide valuable guidance.

Summary: Key Takeaways

• A case discussion is a structured team consultation about a specific situation.
• The 6-phase model provides a clear structure: case presentation, clarifying questions, key question, brainstorming, response, and agreements.
• Clear roles (case presenter, facilitator, advisors, note-taker) are essential for a smooth process.
• There are different methods: peer case consultation, solution-focused case discussion, and case discussion in child protection.
• Regularity, confidentiality, and appreciation are the most important prerequisites.
• Start with simple cases and develop the method together as a team.

Case discussions are not extra work. They are an investment in the quality of your educational practice and in the wellbeing of your team.

Related Training at Diingu

If you would like to introduce case discussions in your daycare or deepen your skills, Diingu offers relevant online courses:

• Peer Case Consultation: Learn how to use peer case consultation as a structured and practical method in your team.
• Cooperation with the Daycare Team: Foundations of teamwork in daycare, a key prerequisite for successful case discussions.
• Working with a Resource-Oriented Approach: A strengths-based perspective as the foundation for solution-focused case discussions.
• Conflict Resolution Skills in the Daycare Team: Recognise and constructively address conflicts within the team.
• Foundations of Communication and Conflict Resolution: Communication principles that are essential for facilitating case discussions.

Sources and Further Reading

[1] Fallbesprechung in der Kita: Ablauf, Methoden und Beispiele - https://www.erzieherin-ausbildung.de/praxis/fallbesprechung-der-kita-ablauf-methoden-und-beispiele

[2] Fallbesprechung im Kinderschutz - Handreichung NZFH - https://www.fruehehilfen.de/fileadmin/user_upload/fruehehilfen.de/pdf/Publikation-NZFH-Fallarbeit-im-Kinderschutz-reflektieren-Handreichung-bf.pdf

[3] Fallbesprechungen in der Kita - Bildungsheldinnen - https://www.bildungsheldinnen.com/p/fallbesprechungen-in-der-kita

[4] Lösungserschaffende Fallbesprechungen - Wolters Kluwer - https://www.wolterskluwer.com/de-de/expert-insights/loesungserschaffende-fallbesprechungen

[5] Kollegiale Fallberatung in Kita und Schule - Erzieher-Kanal - https://erzieher-kanal.de/kollegialefallberatung/

[6] Fallbesprechung - methoden-kartothek.de - https://www.methoden-kartothek.de/index.php?article_id=2&cat=aktionsform&cardid=26

[7] Kollegiale Beratung in pädagogischen Teams - Kita-Handbuch - https://www.kindergartenpaedagogik.de/fachartikel/kita-leitung-organisatorisches-teamarbeit/kita-leitung-und-teamarbeit/kollegiale-beratung-in-paedagogischen-teams/

[8] Kollegiale Beratung im pädagogischen Team - Bertelsmann Stiftung - https://www.bertelsmann-stiftung.de/fileadmin/files/Projekte/Fruehkindliche_Bildung/Leitfaden_Weiterbildung_force_download/Kollegiale_Beratung_im_pa__dagogischen_Team.pdf

[9] Fallbesprechung im Kinderschutz - Kinderschutz in NRW - https://www.kinderschutz-in-nrw.de/fachinformationen/materialien/sammlung/fallbesprechung-im-kinderschutz/