Daycare management offers a unique set of challenges that are not inherent in any other business. Sometimes it is easier to create your own tools to solve these problems. As with most companies, there are elegant solutions if the cost is worth it to you. Here are some ideas for creating your own tools or looking for third-party solutions. From there, I have included an analysis of these ideas.
Excel and other spreadsheets
With its ability to record a wide variety of information, such as text labels, numbers, dates, and times, Excel is a must-have for almost every business.
Excel’s simplicity for creating lists and performing calculations can also cause problems if it is the exclusive tool used. While it’s easy to organize your data in a way when you’re in a rush, it’s hard to change it once you’ve had a chance to think more about it. Also, spreadsheets can be stored almost anywhere on a computer or on any computer. It is very easy to lose files or have multiple copies of the same file with slightly different data on each.
Special care must be taken when organizing by spreadsheets to have your files and data properly organized and backed up.
If you plan to use Microsoft’s Excel as the primary tool for organizing your nursery, I’d like to tell you about other tools that probably offer the same amount of power used in Excel, but at a fraction of the cost. These tools have at least one foundation in the open source software revolution and include: Apache Open Office Calc and Google Docs.
Sheet roll
You can buy pre-printed roll sheets or print your own. This functionality can also be directly entered into a computer, saving printer and ink costs. In addition, we will see more applications for this type of record keeping as tablets like the Apple iPad or Microsoft Surface tablet become more economically viable for daycare centers.
Marketing
You have many tools, many of which are quite inexpensive, to market your services as a daycare provider, but there is an old axiom about marketing. “I know 50% of my marketing is working, but I don’t know what 50% is.” The list is quite long: brochures or discounts for local businesses, Google Local, phone book, various directories, and signage.
It is also common knowledge among marketers that the most ideal marketing method is word of mouth. I have seen programs where companies reward referrals from their clients, but it has been proven more effective to simply ask for referrals.
Other software tools
There are other software tools besides spreadsheets to help you stay organized and up to date. Financial systems allow you to manage your invoices and income, as well as employee payroll. It can be specific to the child care industry or rather a solution for small businesses.
The tools for the example of roll call voting mentioned above can take an electronic format.
As we continue to move forward with different technologies, it will also be important to look for tools that allow you to work with whatever technology you have on hand. One morning, he performs the roll call with his phone and that same afternoon he uses a tablet to check the students’ departure. Finally, to close out the day, you can use a desktop computer at home (several miles from your daycare) for some last minute financial updates.
Be sure to consider options that will provide the kind of lifestyle you want while running your daycare, including the ability to work when and where you feel like it.
Fleet management
Fleet management is not a concern for every business, but transportation is a service provided by many daycare centers. Controlling more than one vehicle can be difficult. Be sure to look for tools that allow you to keep track of the miles traveled on each vehicle and that you know exactly how they are being used.
Also, it is important to keep track of vehicle performance, such as miles per gallon. This allows you to ensure that vehicles are operating at peak performance and that gas money is not being misused.
When it comes to running and owning a daycare, there are many new tasks one has to do that can be completely unrelated. Sometimes we can tagline our own solutions and other times it is easier to buy tools. It is always important to evaluate any tool or solution for your child care service to ensure that you do not lose money and, more importantly, time.