It’s that back-to-school vibe here at Childcare Ninjas and right now we’ve got a focus on systems. And you KNOW I am all about using systems to bring bigger and better success into our childcare businesses. So how can we use systems to get more clients?
In this blog post I’m going to share with you how it’s possible and tell you exactly why you need to get systems in place right now!
What do you mean by “systems”, Nyckie?!
Systems are the things you put in place to keep you organized! Whether that’s automations or just a paper process, it’s important that you have something in place. Particularly if you need to have time off at any point. And systems are a huge reason why I’ve been able to grow my business over the years.
Your Daily operations, Vendor and Supplier management, Billing, Marketing, Curriculum and teaching roster, Profit and finance, Taxes, and managing your space all require some sort of system. Not to mention why we’re here today: Client onboarding & Client management!
Do systems really save you time?
I can hear you questioning whether this whole “systems” malarkey is any good! But I’d ask you another question in return – how long are things taking you right now?
After 15 years of running a home day care and multiple childcare businesses, I can say with all my heart that they reaaaaaaaaaaaallllly do! Having systems in your childcare saves you time and money and I’m so aware of how precious a commodity time is to us as business owners. We don’t have much of it, do we?! So why spend hours on something manual and stressful when you can get a system in place to speed things up and take it off your To Do list?
How can I use systems to get more clients?
You should be bearing enrollment in mind all year round. You shouldn’t just be on the hunt for clients when you find a family is moving away taking 4 of your 6 kiddos with them, or when 2 or 3 families have kids reaching school age and no longer need you…leaving you with no kids in your care. It’s time to get systems in place!
You can have an active waitlist of families who are looking for childcare set up. Let me show you how! No more freaking out when someone leaves! Have a family ready and waiting…
Use a marketing funnel to grow a waitlist
Don’t panic – it sounds much more complex than it actually is! Building a waitlist for those quieter times by setting up a funnel just means having an email list that you can then filter to separate out people who want and need a place in your day care.
You can offer tips and resources in exchange for the emails of potential clients. These are usually really handy things they’ve been on the look out for. They sign up for their freebie, agreeing that they want to keep in touch with you. And then you add their email to your list, opening up a super valuable line of communication.
Then you can send emails out to your list informing them of upcoming open day events, availability of spaces and keep them in the loop about your childcare facilities and any news. Ultimately, you want to stay relevant and in the forefront of the minds of your local families.
And I’ve got just the thing you need because…
…Childcare Ninjas have kickass systems to get more clients they’ll love!
What if you could create and implement systems into your business which free you up not just to work but to give you more time for your other passions?! When done properly, using systems can help you buy back your time and give you freedom to make more of those cherished memories you spent all summer making – but year round!
You can get access to incredible resources that’ll help you get systems started RIGHT NOW!
There’s even copy you can swipe for your funnel and templates for the lead magnet itself!! Plus videos to show you how to do it all.
And if you want MORE, creating systems that work is one of the trainings we cover in detail inside The Childcare Flip Course
. We’ll be opening up for the next cohort in a few weeks! So I’m sharing the link here for you to take a look and get ready to learn how to BUY BACK YOUR TIME Ninja!
Catch my live trainings on Thursday nights over in my free Facebook group
. Join us in there and get connected with other childcare owners. Every week we’ll move your child
care business forward by with tips
and ideas! Hang out with like-minded and aspirational day care owners as well as resources and tips for success from me! Or if you prefer Instagram,
we share ideas and tonnes of other stuff 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!
Something I get asked all the time is “how do I go about setting up my home childcare business?!” And it’s not a simple question to answer by any means! However, I’ve got some tips and tricks from all my years of setting up multiple day cares that I want to share with you.
I wish someone had created a simple guide for me to follow back in the day, so I thought I’d fill that gap to support you in your journey.
Wave goodbye to overwhelm
When it comes to setting up your childcare business it could be very easy for the seemingly endless To Do list to get overwhelming. Before you know it, tasks are missed, inventory gets messed up, meal plans and ordering go crazy…How do I know?! Because I’ve been there, done that. I’ve learned the hard way so you don’t have to!
By following my 5 steps, you’re giving yourself a massive head start in the childcare game! Ditch the overwhelm and start taking simple steps towards success right now!
5 steps to setting up!
There are 5 steps to setting up your childcare – whether that’s a home-based daycare or a smaller center. These 5 steps that will give you a great foundation to start your new career with
- Setting up the actual childcare space.
- Setting up all your workflows.
- Managing daycare paperwork.
- Create your financial systems.
- Get automating!
Although I cover those five steps in this week’s Youtube video I wanted to share with you a little about each step here.
Getting your space all set up
This is the fun bit! I like to use Pinterest for inspiration. Creating boards of the different areas I need and what I’d love them to look like. Plan out what you can do in your unique space.
In case you’re stuck for ideas on this first step, have a read of this blog post I wrote about designing the space.
Figure out your workflow
This step is the key to success! Creating your own personal workflow for your days. This is separate from the daily routines you have planned for the kids! Setting up your personal workflow as the childcare business owner is going to help you feel less overwhelmed and keep things running smoothly in your business. The workflow helps you get into a rhythm too.
Trello is where my workflow goes, but I also love using my planner. But it doesn’t really matter where you write it all down, the purpose is to help you get clarity on what tasks need doing and when you’re going to do them.
Will you plan to do your paperwork during the kids’ nap time? It’s good to fit in simple tasks you can manage to do in the same room as the children as they sleep. Or perhaps you’ll be planning your menu on a particular day during naps. Maybe on Fridays if you have movie time when the kids are leaving you can catch up on the week’s finances.
It’s about spending your time more wisely, having a plan and getting into a routine. Setting it up properly in the beginning will make a difference!
Managing the paperwork
The bit lots of you will be dreading, and it’s the bit I got all wrong in the early days… I had so many files and folders and I had no system to organize things. It was chaos! But once I nailed my own filing system and had somewhere designated to store them, things got a LOT easier!
You might want to keep paper records in binders or folders on a shelf in your office, so you have them to hand – especially handy for those inspection times! These ought to include all your official and mandatory daycare files (insurance etc); your staff and kids’ files; enrollment packets (I keep mine in a separate box); all your food files…
Nailing your financial systems
I’m always talking about systems, I know! But there’s a good reason why. They will save you from slip-ups over and over again! Systems keep you organized and on top of your game. What’s not to love, right? And when it comes to financial systems, you want to get them sorted as soon as possible.
Since I got all my finance systems fixed-up, I’ve been able to grow my childcare business empire beyond my dreams! None of my focus goes on overwhelm or worrying about how things are doing, because I know already! And you can have that weight off your shoulders too.
Automate your business
Being a childcare business owner is hard enough without having to do every single little thing yourself! So I’d highly recommend not skipping this step! Look at apps that’ll save you time or help you stay organized. Whether that’s apps to help with staffing or apps to make CEO life easier, use technology to grow your business.
When I first set up my home daycare over 15 years ago, I didn’t know about any of this stuff!! This meant that promoting my business was super hard. But it doesn’t have to be hard for you! Apps and technology for growing your biz are absolutely where it’s at!!
Watch my YouTube video to find out more about each of these steps because that’ll help you create a plan! Which will get you working more efficiently and become profitable faster!
And be sure to grab my FREE checklist while you’re there.
Ok Ninja, no more worries! Every little thing is gonna be alright!
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!