What Are Processes in Child Care—and Why Do They Matter?

Let’s get real for a moment: do you ever feel like your child care business runs you instead of the other way around? You’re not alone. The truth is, without the right systems and processes in place, running a center can feel chaotic.

But here’s the good news—when you set up proven, interconnected systems, being a Child Care Boss becomes a whole lot easier. And today, I want to break down one of the most overlooked (yet powerful) parts of your business: processes.

Systems vs. Processes: What’s the Difference?

Before we dive in, let’s clear this up:

Systems are the structures that keep your business running. Think enrollment, hiring, billing, classroom management.
Processes are the step-by-step actions inside each system that ensure things get done the same way every time.

Without systems, you’re stuck in chaos. Without processes, your systems crumble. With both? You’ve got a smooth, consistent child care operation.

Why Processes Are Game-Changers

A process is simply your way of accomplishing the same outcome—reliably. And when you have them in place, magic happens:

Your team gets better: Processes give your staff the tools to succeed, building their skills and confidence.
Retention improves: Teachers who feel capable and supported are more likely to stay.
Consistency is guaranteed: Whether it’s classroom transitions or closing out at the end of the day, everything flows.

Processes aren’t about micromanaging—they’re about empowering your team to deliver excellence every single time.

A Real-Life Example: The Power of a Closeout

I’ll never forget the day I learned the importance of processes while shopping at Walmart. I noticed how seamlessly one cashier closed out her register and handed it off to another. It hit me—I didn’t have a closeout process in my child care center.

Once I implemented one, my director had a clear, step-by-step checklist to follow at the end of every day. The result? My classrooms improved, my office ran smoother, and my whole center leveled up. All because of one process.

How to Create Processes in Your Center

So, how do you start building strong processes?

Get clarity on your standards
- Know exactly how many learning centers you want in each room.
- Be clear about what materials belong where and how children should flow through the classroom.
Document everything
- Use checklists like our Teacher Training Checklist at the School of Systems.
- Place training materials and guides directly in classrooms so staff can self-educate.
Equip your team
- Make processes accessible—whether through printed checklists, bins with supplies, or digital tools.
- Encourage self-education so teachers feel empowered to take initiative.

Your Next Step

If you’re serious about scaling your child care business without burning out, you need both systems and processes working together. That’s exactly what I teach inside the School of Systems.

Ready to learn how to put the right systems in place for lasting freedom? Join me at the Learn New Systems Webinar at www.learnnewsystems.com.