Childcare Management Software Apr, 25 2020 2 min read

Automation turns ANYTHING into a machine!

And you probably don’t realize it, but you use Automation every day! Think about it: you have a routine every morning that allows you to get out of bed, and get to your daycare. Some people make their beds first and then brush their teeth, or some may grab a cup of coffee fist and then make their bed.

Whatever you do, you do it the same way every single time, and you get the results you want right? This is automation!

I am so excited to share with you how you can use this automation technique to turn your childcare business into a machine!

Before we jump in, let me remind you what Childcare Business Automation is: Childcare Automation is putting systems in place (either technical or step by step processes) that requires less of you to be there to run your childcare business.

Remember requires less of you to be there to run, as I share with you how to understand this and apply this to your childcare centre.

There are 5 main pieces to running a successful childcare business. They are:

  • Implementing software that helps you automate your routine tasks.
  • Billing & Accounting
  • Marketing and Advertising
  • Customer Service and implementing quality Learning Program
  • Office Organisation and Procedures

When all of these pieces are in place, this allows you as an Owner to not only enrich the lives of children and families but your OWN LIFE!

This is where most childcare business owners & directors struggle with running their childcare business. And most of them don’t know how to put their childcare business on autopilot. From running business operations to marketing to dealing with staff & office procedures, etc..

Childcare automation allows you to be in control of your childcare business, instead of your childcare business being in control of you.

If you are struggling with:
  • Tiredness from overworking yourself (averaging about 10-15 hours a day)
  • Not being able to pay enough for yourself
  • Low Enrolment Numbers
  • Having a hard time to find quality staff
  • Keeping your office desk clear of clutter

Then you are in the right place! It’s time to start AUTOMATING your childcare centre so that you can be in TOTAL CONTROL of your business.

If you say to yourself: “THIS IS NOT WHAT I ENVISIONED my childcare business to be like.”
Then let’s begin Automating your ENTIRE childcare business!

Doesn’t matter if you are an OSHC coordinator or a centre based owner, you can automate your childcare easily!

Okay, let’s look at this further! Here are three easy ways to understand what things in your OSHC or centre you can turn around and automate.

1). Make of list of things you do over and over

There is so much you do over and over in your childcare business.

I have just listed a few of them below. You can add to it or remove the ones that you think you have already automated.

  • Answering the phone calls from prospective families and email them your waitlist forms.
  • Once the form is received, file it in the folder. Check the folders, if the vacancy is available and make calls to the families to offer places.
  • Creating the CCS enrolments and submitting it to the DHS
  • Submitting the session reports
  • Querying the session reports and session subsidy entitlements
  • Querying the CCS payments
  • Generating the invoices & sending it to the families
  • Scheduling the direct debits & Submitting it to the gateway.
  • Meal Planning and Sharing it with the families.
  • Preparing the learning Journals for the children
  • Creating the paperwork and doing the data entry from the paper enrolment to your system
  • Loads of other office and paperwork task.
  • & the list goes on.

These are things you do over and over, and if you really sit down and think about them, you have a rhythm or routine as to how you do them right?

Make a list of these things. Take time to think of everything you do and write them down somewhere.

2). Decide what kind of Automation you can turn a task into

Now that you have your list, decide which ones you can actually automate.

Most of them can be automated pretty easily if you use the right software. And remember, automation can be done using a step by step processes or using software to implement technical automation.

Many factors go into making a business efficient and to run a childcare centre requires a proper system in place for smooth day-to-day operations.

Most of our clients when they switched from another software program to Xap, they were amazed at all of the things they could automate and streamline and how they could free up their time which they could use it for things that really mattered.

3). Automate each task

Now that you have chosen the task you really want to automate, now it’s time to add automation to them. The easiest way we recommend is by answering this question: “If someone off of the streets came in to do this task, how would I want them to do it?”

The key to understanding Automation is knowing that no matter what you are doing, there is a process of doing it and getting the desired results each and every time!

When you use software like Xap, you will almost be able to automate most of the task I mentioned in step 1.

Automating your centre not only increases your efficiency, but it also presents a professional image to your community and to current and prospective customers. With less time focused on administrative duties, attention can be focused on increasing your enrolment, mentoring staff, and building relationships with your families. Today’s technology can boost your centre’s operation, helping you to provide the best care and nurturing for the children.

I hope this helped you understand more on Childcare Business Automation and if you really put in the effort, your OSHC or childcare centre can literally run like a machine!

Final Notes:

If you are ready to be among the top-performing centres and grow your business, you have to stop doing things the hard way.

Xap is an easy all in one solution for your childcare business. Get started today – Sign up for a free trial!

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About The Author

Emily Chin - Marketing Executive Xap at Technologies Pty Ltd- With a linguistic and graphic design background, Emily has worked extensively with children. Emily focuses on bringing customer driven solutions to KidsXap’s clients.