There’s one main thing that can totally help you stay on track inside your childcare business. Are you doing it, Ninja? It’s ok, don’t panic! I wasn’t either in the beginning. But now I make sure that I’m using all kinds of workflow systems to help me stay on top of things. Read on to find out how to setup your very own childcare workflow for success!
I wish I’d known 15 years ago how much having a workflow would help me! Since I started implementing them I’ve grown my business massively and don’t know where I’d be without them.
So what are you waiting for?! Let’s get started right now…
Nyckie, what is a workflow?!
Simply put, a workflow is a way of making your day more efficient. A business workflow is a repeatable process that consists of a series of tasks that generally need to be completed in a specific sequence. You map out your processes – for everything – and then you’ve got a workflow to ensure things get done!
Workflows are useful for making sure that those important processes you rely on are done the right way – every single time. An example: you may want to define a process workflow for onboarding new employees. You want to make sure that all your new employees get all the info, policies, and resources they need!
So, now you know: a workflow isn’t a plan for the kids, it’s a flow of work for you. The purpose is to ensure your daycare runs smoothly and your business is successful! What are you waiting for, Ninja?!
Write it all down
Start off by writing everything down. Break down all the tasks your team have to do on a daily/weekly/monthly basis. How often? By whom?
Look at your monthly views in your planner. What needs to get done in each month? Payroll? Team meetings? Taxes? Training? Each month is different! And don’t forget about those special days each month – Thanksgiving, National Poetry Day, Valentines, Black History Month… Maybe you’ll want to create some activities based round these or get a guest in. If you’ve got it written down, you won’t forget!
Theme your days
I have a theme for each day of the week. For example, Mondays for me are marketing days. I take a look at what needs doing so I can stay visible and keep my day care centers on people’s radars. What do I want to post? I focus on what needs doing for my marketing each Monday. Tuesdays are for teamwork! I meet up with team members and update paperwork. Wednesdays is my client day, so I focus on emailing potential families back or getting in touch with people who’ve been in for a tour.
Thursdays is my facilities day. So I work on things that relate to inspections – paperwork, asking questions. And I also use that time to do facility paperwork or practical tasks – like ordering lightbulbs! Sometimes I reflect on how things are working in the facilities – are the plans we have working? Do I need to work on the building itself and remodel? My Friday focus is finance!
I’ve just shared my themed days with you, but I now have all this down on my Trello. Each theme has a board and then I add tasks to the list that come up to the appropriate board and I then work on those as I go! I used to find using tech really hard for my workflows, but now I get in and open up my boards and I can see what has to get done! Once you’ve figured out your themed tasks then you can plug them into your week. I show you exactly how I do mine here!
There are other tools that I know people use, and I hear great things. There’s Asana, Monday, Hive, and more… You’ve got all the tech right at your fingertips! Imagine if I’d had these tools 15 years ago!
Hopefully you can now see how you can run a daycare successfully using a workflow! Have fun with the template and try out implementing your workflow with tech to help you stay organized.
Don’t forget your freebie!
I’ve created you a FREE RESOURCE to help you start and scale your home childcare business successfully. So don’t forget to grab this week’s FREE resource: my Ultimate Childcare Workflow Template. Get your copy now by clicking here. Enjoy!
Want to grow your business and get more involved in the childcare community? Join us for more tips on how to make your childcare business the success it deserves to be! Or if you prefer Instagram, we share ideas and tips there too! We’re an army of childcare professionals who are sharing ninja-sharp skills to transform our businesses into childcare empires! This is Childcare Ownership all Grownup!
Childcare inspections: two simple words that give day care owners the heebie-jeebies! I remember feeling really worried about the prospect of childcare inspections when I first started out in this industry. We’ve all heard stories from strangers on the internet and all sorts of anecdotes about how mean inspectors can be.
However, I’m here to set the record straight about why inspections aren’t as scary as they seem and help you see things from a different perspective.
If you’ve not had your first inspection yet, it might be worrying you. Or maybe you’ve got the inspection blues? Either way, read on to find out why we shouldn’t see the inspections as a negative.
Why do we even need to have inspections?
In my opinion, there are three main reasons that inspections matter.
Firstly, the kids’ health and safety.Research shows that states with strong licensing regulations, but lacking in routine inspections, don’t protect children from harm. Inspections of childcare programs by licensing agencies etc are important because they help to make sure that the State’s rules are being followed. This is vital for protecting children’s safety. And we’ve all got their best interests at heart, right? That’s why we’re here doing what we do best!
Next up, parental choice. Imagine you’re a parent trying to choose a day care for your precious little one. You need to make a shortlist of settings without spending hours driving around your local area. How are you going to do that? Wouldn’t it make sense to have a quality rating that helps you compare day care centers? Exactly! That’s part and parcel of what inspections can help with.
Finally: they can help you shine. I like to think of inspections as a way of figuring out where I can improve. Try and twist it into a positive experience – something to look forward to. How can I demonstrate that I’m the best?! What can I do to get to the next level of quality rating?
Annnnnnd breathe…
The inspection process can feel super stressful but it doesn’t have to be. Speaking from experience, I find that if you take a minute to practice inhaling and exhaling slowly it can really help you calm down. I know that these inspections can feel like a massive inconvenience, or like they’re out to get you but if you focus on the job at hand and put certain things into play, you can get through them.
Sort out your inspection mindset
Yup. Mindset matters for this too! Often we approach these sort of things with a negative mindset, assuming the worst and overthinking before the inspector has even set foot in your establishment! What good is being negative for the inspection? Is it going to help you get a good rating? No!
So, it’s really important that you take some time to step back and detach yourself from the situation. Take your emotions out of it and understand that this inspection is absolutely nothing to do with your abilities as a human being or anything at all personal. It’s purely about whether your childcare meets the regulations required by your state.
If you feel the negativity creeping in, remind yourself of your why! Tell your inner critic that you’re going to prove to the inspector what a badass childcare business owner you are!
They’re not the enemy!
We need to understand that the inspector isn’t the enemy! I know we hear those dreadful horror stories all about bad inspectors finding the tiniest of issues with how owners run their businesses – i.e. nit-picking! – but they really aren’t all “bad eggs”. So, while the rather irritating nit-picking behaviour can happen on occasion, it’s more helpful to go into it with a different approach.
So instead of assuming the worst and predicting that they’re coming to tell me what’s wrong, how about making the conscious decision to view it differently?
Gain valuable insight
What amazes me is that we all seem to forget that these inspectors are a.) human and b.) often experts in the field themselves! As such, they might even have been childcare business owners once upon a time! So why not make the most of their support?
Surely you could begin to see an inspection as a chance for someone from the outside to give you tons of valuable input and ideas. Actually, inspections are a rare chance to get an external perspective from someone who might help you make things better in your day care.
I found that reframing the way I thought about inspections and how I approached them was an absolute game changer! When you’re able to focus on the truly important thing: preparing things rather than worrying unnecessarily. When I looked at it from that perspective rather than seeing them in a negative way it was became a fantastic opportunity for growth!
Have you had an inspection yet? How did you prepare for it?
Mindset comes up so much in business, even in this there’s a chance to have a growth mindset. So don’t make yourself overwhelmed, get out of your head and see it in a new light, it’s a game changer! I’ll be talking about this and how to get over the inspection blues over in my Facebook group, so come along!
Want to get more involved in the childcare business owner community and really ramp up your business to the next level? Join us for more tips on how to make your childcare business the success it deserves to be! Or if you prefer Instagram, we share ideas and tips there too! We’re an army of childcare professionals who are sharing ninja-sharp skills to transform our businesses into childcare empires! This is Childcare Ownership all Grownup!
As if it’s nearly halfway through 2021 already?! And this month is a great time to celebrate your team and yourself! We had International Workers Day on May 1st, Mother’s Day is coming up, and it’s soon to be Teacher Appreciation week. All of which are relevant to you and your staff. So why not celebrate the progress you’ve made so far this year!
At this point in the year, I like to take some time to reflect on how far I’ve come, and to assess where I’m at in relation to the goals I initially set in Q1. I know how easy it is to get swept up doing the day job, so much so that the wins can slip by unnoticed. Or the dreams we had at the start of the year are forgotten.
It’s time to take stock and celebrate the steps we’ve taken!
May the Joy be with you
Every year, May seems to be a month of celebration. Singing the praises of teachers and moms and workers! Yay! But I wanted to shout out all the brilliant things you’re doing too! As childcare business owners we step into our families’ parenting shoes and we do quite a lot of teaching as well.
You are amazing community leaders, supporting parents to do their jobs in difficult times, and nurturing their babies! You’ve helped keep your country’s economy going. We are superheroes! Where’s your cape!? Let’s celebrate the last few months together!
Where did you begin 2021?
We all had high hopes for 2021 after 2020 and the Covid-19 drama…we thought we’d have moved on by now. But the reality hasn’t been as great as we’d hoped maybe. In January I remember me and my teams all sat down and went through plans for the next few months. Not just the day-to-day learning and care stuff, but I wanted to encourage them to be a part of my vision.
It’s easy to get caught up with the business of life and the Childcare Business but make sure to take stock of all those amazing plans we made at the start of the year. So what did you set as your goal earlier this year? Revisit your vision board and your goals list. Are there any bigger goals that got left behind? Because there’s still enough time to do them, choose to go all in!
Did you have a foolproof strategy in place to ensure that you took action? I’d love for you to reflect on the goals you set yourself. Where are you at in your journey towards them? Have you been meeting your SMART targets?
Where are you at now?
We’re almost halfway through 2021! Can you believe it? It’s like I blinked and FebMarchApril happened! Anyway, time is flying! So as we approach the midpoint, now’s a good time to reflect and check in and assess where you are.
Check your progress in detail. Imagine your goal as a destination; Whereabouts are you on the road to it? Reflect on some things like what’s working? Where have I gone wrong? What changes do I need to make? We need to look at all these things and push forward and put in place the things that need to be done so we can accomplish our dreams for 2021.
Make a note of the steps you’ve got left to take. Perhaps as we’re almost 6 months in it’s time to buckle down and zoom in on the bigger goals. Let’s take those dreams – the ones we are passionate about – and shout out: “Yassssssssssssss!! I’m going to finish it this year, I’m going to smash it!” Now we’ve got to get laser focused, give it 110% and throw everything we’ve got at these goals and go for it!
What can you celebrate?
So please use this month as a time to give yourself a pat on the back for making it through such a weird year, for being a shining light in the darkness! Clink a glass or two to celebrate how far you’ve come since January. Even if the wins seem small, it doesn’t matter!
I also want to celebrate and thank all the Childcare Business owners with it being Teachers Appreciation Week and Mother’s Day coming up!
As day care and childcare providers we definitely teach like teachers and care for kids just like moms do! SO this is my big thank you for EVERYTHING you do for your families and for the community you serve.
One of the ways I say thank you is via my freebies! So please head over and download resources that you’ll find useful. I think you’ll love my Weekly Planner – so you can stay on track to achieving your goals!
Interested in becoming more involved in the community and to grow your business? Join us for more tips on how to make your childcare business the success it deserves to be! Or if you prefer Instagram, we share ideas and tips there too! We’re an army of childcare professionals who are sharing ninja-sharp skills to transform our businesses into childcare empires! This is Childcare Ownership all Grownup!
If you asked me what’s one thing I wish I’d had when I was setting up as a childcare business, it’d be a simple step-by-step guide. A guide of the things I needed to do to ensure my day care was legal, marketable and (most importantly!) AWESOME. Because when I set up 15 years ago, I had to make it up as I was going along.
So I spent years learning the ropes and figuring it out solo! It dawned on me that maybe I could create a road map for new childcare business owners. Read on to find out more!
Wishing on a star
At the time I set up, I had no such thing. I was absolutely winging it. I remember wishing that someone – a local mentor, a kind stranger, God…whoever! – might give me a hand figuring it all out. Setting up as a childcare business owner was something I wanted and needed to do, but a guide would’ve been super helpful!
So instead of you having to do the same thing, I set up Childcare Ninjas! I want to support you on your journey. My mission is to help Childcare Ninjas (like you!) build a 6-figure business you love, so you can live life on YOUR terms. No sitting, waiting, wishing for you!
Congratulations on the best decision of your life!
A couple of weeks ago I was talking to a friend about pivotal moments in our lives. Hers was pretty huge but tainted with regret. Mine, however, was full of positivity. Can you guess what it was, Ninja? That’s right! Mine was taking the leap to build my own day care business. Doing that gave me the security I so badly needed, but also the freedom I craved. I was then able to raise my babies AND be of service in my community, in a job that I adore!
So huge congratulations on making the decision to start your own childcare business! This is honestly going to be the best business decision you’ll ever make. Welcome to the magical world of autonomy and being your own boss! This is a role that will give you all the creativity, flexibility and financial security you’ve been yearning for!
Reminder: this is not an easy option
Now, before you let anyone tell you otherwise, setting up as a childcare business is not an easy ride. It is damned hard work in the beginning. The list of things to do can seem endless and the hoops you’ve got to jump through feel frustrating. There’s no getting round the fact that it isn’t all sunshine and rainbows.
However, it doesn’t have to be a miserable journey! I am here to make it SIMPLE for you, and I am here to SUPPORT you. Truth being told, if you want to run a successful childcare business, you need the right information from someone that has already walked that road. Oh hello! That’d be me!
I want to help you create a plan of action and get crystal clear on why you’re setting up as a childcare business. Because once you’ve nailed your why, everything else feels a little less draining! Like Jiminy Cricket, let me be your guide…
Knowing WHY you’re setting up as a childcare business
It might sound a little silly, but your why really does matter. And here’s a clue: it can’t be “to make millions”. Why? Because – although that’s nice and all – when things go wrong, as they no doubt will somewhere along the way, that isn’t a strong enough reason to persevere.
Your why is key to giving you strength to keep going. I love this TED talk by Stacey Abrams, where she explains that without having a clear reason that drives you, “the ‘do’ is meaningless”. And I know things might get hard if others stop believing in you and they might even try to tell you to stop chasing your dreams. Going back to your why time and time again will motivate you and help you block out the naysayers!
Practicalities are boring but necessary!
There’s so much to think about when you’re setting up as a childcare business. Where will you run the business? From home or another location? Who’s your target market? Will you have a team to support you? What are the legal things you need to know?! So many questions. And by all means, you can Google each one of them every time a question pops up.
And so much of it is dull, right? When can you just look after the kids and help them grow into awesome human beings?! To get to the fun bit, there’s a few necessary bridges to cross first: licensing and getting registered, setting up systems, finding your families…
But having a practical plan to figure all of this out would be helpful wouldn’t it? I know I wish I’d been given some sort of guide instead of living on a wing and prayer!
Step-by-step guide to getting started
When I first decided to offer childcare in my home around my job as an admin for a small church, I hadn’t a clue what I was doing. I knew I wanted to have the chance to spend time with my daughters and earn a living at the same time.
When I sat down to think of what my Ninjas truly need to set up their businesses, I realised that they need what I never had! So I created a guide to give you what you need to get started. It’s exactly what I wish someone had given me all those years ago.
This guide explains how to start your own childcare, from choosing your logo and choosing a location, to licensing and registration, choosing our team, and managing your day-to-day operations. It’s all broken down for you, and all in one place! No more Googling every. Darned. Thing. It’s insanely simple!
We’re an army of childcare professionals who are sharing ninja-sharp skills to transform our businesses into childcare empires! This is Childcare Ownership all Grownup! Interested in becoming more involved in the community and to grow your business? Join us for more tips on how to make your childcare business the success it deserves to be! Or if you prefer Instagram, we share ideas and tips there too!
When you set up your childcare business, you did it because you have a gift. A gift for inspiring and shaping young minds! But that doesn’t mean you’re a natural marketeer or business whiz, and that’s ok! When I first started as a childcare business owner, I didn’t know about any of this stuff and promoting my business was hard. But it doesn’t have to be hard for you! Apps are where it’s at.
Now there are so many amazing applications you can use to promote your business, and you guessed it – improve your systems!
Here are just a few of my favourite apps for your childcare business…
Get creative with Canva
Canva is a free online designing tool where you can make just about anything look professional without even having to download any fancy software. Need to create an invite to an event at your business, a flyer to advertise, or a picture to share on social media? You can do it all!
You can even upgrade for extra pictures or designs, but there’s so much choice already you probably won’t have to! And there’s a handy smart phone version too for those on-the-go posts!
Be the face of your business on Facebook
Facebook is an amazing way of building a community for your business. You can create private groups for parents to share photos and for you and your team to share photos with them! You can create a business page where people can write you glowing reviews, and you can join mom’s groups to say hi and let them know what services you offer.
I’d recommend creating a profile or page that you use specifically for your business – so you can keep it really professional! Read more about how you can use social media for marketing here.
Spread the joy on Instagram
Instagram is a great way of networking with other childcare business owners, making friends, spreading your personal journey, and sharing some joy! A lot of your potential customers will be on there, hanging out, so I highly recommend getting involved in this app!
Choose pictures of you, your space, quotes you love, advice you have for others, and the people who make your business tick. If you’re going to share pictures of your mini clients, make sure you have permission from their mom’s and dad’s and only show their backs, let’s keep their little faces off the ‘gram!
Share all the good stuff with ContentCal!
Why make your life harder? You’re a small business owner who is growing and scaling their business. To make life easier, schedule your content in advance with tools like ContentCal. It’s such a great idea to use scheduling apps for your childcare business.
ContentCal means you can plan out your whole week’s content with your gorgeous designs from Canva! Share on your social media accounts without having to post live. As time goes on, you’ll see when people really love to see your content and can start sharing at those times.
Get it all together on Kartra
Kartra is a one-stop-shop for so so much. Websites, emails, agency management, helpdesks, calendars, payment processes – you can do it all in one place! There are loads of different styles of memberships so you can adapt what you pay based on what you need. Just up what you pay when your business grows.
I do all the things on there that I need to grow my business and it makes it easy just having one thing to do it all! Rather than opening 72 million tabs to get some marketing done! If you want to give it a try, I have a link especially for you right here.
Stay in touch on Slack
I couldn’t get through a post without reiterating how systems = success! I use Slack to keep in regular contact with my team. You can create channels for each project, maybe it’s a new opening or a great Christmas event you have planned. All the relevant team members can be in the channel and get updated whenever messages are sent.
You can set up meetings, share files, and most importantly keep in touch and stay connected with the people who make your business tick!
Make your life easier, today! Try these apps for your childcare business!
Using apps and tools has helped me revolutionize my business and seen my business grow. Have you tried other apps for your childcare business? Are there any tools you’re using that I haven’t covered? Then why not join my Facebook Group to pick up the conversation – let’s learn together! In the Childcare Ninja Facebook group, we’re always sharing ideas and learning from each other- creating our childcare empires!
There’s no need to go it alone on your childcare business journey when there is a huge community just waiting to support you and lift your business to new heights
– see you at the top!
We’re an army of childcare professionals who are sharing ninja-sharp skills to transform our businesses into childcare empires! This is Childcare Ownership all Grownup! Interested in becoming more involved in the community and to grow your business? Join us for more tips on how to make your childcare business the success it deserves to be! Or if you prefer Instagram, we share ideas and tips there too!
