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WHAT SYSTEMS DO YOU NEED IN YOUR CHILDCARE?
WHAT SYSTEMS DO YOU NEED IN YOUR CHILDCARE?
Scaling your childcare company can be one of the most exciting — and most challenging — decisions you’ll ever make as a CEO. The idea of expanding to a second or even third location sounds empowering, but if it’s done too soon or without systems, it can lead to unnecessary chaos, burnout, and financial strain.
So, how do you know when it’s the right time to scale? And if you’ve already scaled, how do you make sure you’re doing it the right way?
Let’s dive into today’s story and lesson-filled training.
One of my clients, we’ll call her Pam, started with just one childcare center. She had worked with several coaches before but struggled to truly believe in her ability to grow. When we began working together, Pam committed to showing up for every coaching call, doing the work, and developing the mindset of a CEO ready to lead a multi-site operation.
And that’s exactly what she did — within a year, Pam opened her second location.
But here’s where her story takes a turn.
As Pam grew, I advised her to hire an Executive Director — someone who could provide oversight, structure, and accountability for her growing operations. However, she chose to bring in someone who wasn’t onsite.
That’s where the ball dropped.
When you’re scaling your business, you need:
Pam had the right intentions — but her oversight was virtual, not physical. The day-to-day leadership gap created confusion, inconsistency, and a disconnect between vision and execution.
As we continued working together, Pam grew confident in her leadership team. But confidence without engagement can be dangerous. She began to step back too much, trusting her team to handle things she hadn’t yet systemized.
I noticed it during a training session with her teachers. She said, “Come on, y’all — you heard what Coach said!”
That was a red flag.
As a CEO, you can’t lead from the sidelines. You can’t be passive and you don’t have to be aggressive — but you must show up with CEO energy. Your team needs to feel your leadership, not just hear about it.
Because when you disconnect from your systems and frameworks, your business does too.
Here’s a powerful truth many childcare owners overlook:
A system is the structure that keeps your business running — like enrollment, hiring, or billing.
A process is the step-by-step way you carry out that system.
Without systems, you stay stuck in chaos. With clear processes, your center runs smoothly — even when you’re not there.
That’s why I created the Learn New Systems Webinar — to help childcare CEOs put the right systems in place for lasting freedom and growth.
Put a clear framework in place that every teacher can follow. Your framework becomes your training program and your foundation for scaling.
Pam’s mistake was stepping away from this process — leadership can’t be outsourced. Remember: it’s not your money that moves your company forward, it’s your vision.
Before expanding, identify what’s already working.
Was it your tour process? Your flyers? Your phone calls?
Document those wins and replicate them. That’s what scaling truly means — scaling what’s proven, not starting over at every location.
Don’t rush to open another location until your first one is full and functioning well. Multiple centers without systems can drain your finances and stretch your leadership too thin.
Complete one process before starting another — mastery comes before multiplication.
Pam had the drive, the vision, and the resources — but she lost connection with her systems. When her coaches went home and her consultants moved on, the business couldn’t stand on its own because she hadn’t stayed connected as the visionary.
That’s the real lesson here:
You can hire experts, consultants, and teams. But at the end of the day, your leadership is what holds it all together.
So before you scale again, ask yourself:
If the answer is “not yet,” that’s okay. You can fix it — starting now.
Pam’s story isn’t a failure — it’s a lesson. And it’s one many childcare CEOs need to hear before they open another location.
If you’re ready to scale the right way — with systems, structure, and CEO-level organization — the next step is simple:
Get The Classroom Blueprint Systems today. It’s the proven framework that helps you train your teachers, organize your classrooms, and scale with confidence — not chaos.
Because when you manage the childcare business you love, you’ll love the childcare business you manage.
You can start by finding out the systems that you need in your childcare, for FREE!
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