Daily Close Out Process That Improves Your Operations

For today’s proven management solution, I want to talk to childcare business owners about one of the key principles to running a childcare business, which is creating your close out process.

The closeout process is essential for your operations.

Your company hierarchy tells you which role and the person’s skill set and title of that role. And then it also tells you which department reports to that role.

So for instance, if you own and operate your childcare facility, then you would have yourself as the CEO, an assistant director, and then the rest of your organization like your admin, your teachers, your cook, your transportation, your subs, your assistant teachers, like everybody goes on this company hierarchy and it goes in order of authority. And then if you have multiple sites, it will be maybe you as the CEO, and then site one, site two, and then their assistants or admins, and then the teachers, bus drivers, cooks, etc. And then you own multiple sites, where you start now creating like your franchise type model, three or more locations. It has to be a franchise-type model in order for it to work. Then you have yourself as the CEO and then you have an executive director, your site admins, your assistant directors, your teachers, your assistants, and other staff. And you might have someone as your human resources by now. You have someone over operation so the company hierarchy begins to expand because everything that you once were doing, you are now dispersing those responsibilities to different departments.

So now that you have those different departments is so important that you move in a direction of having to close out for every single department. A closeout for your teachers, your kitchen, your drivers, your admin, your directors, and for your office team, and also a CEO closeout.

So let me tell you a little bit about what those things are because when I implemented this process, it changed the game for me. And when I say change the game for me it gave my company more accountability because I had an interconnected task. So one person couldn’t leave until the other person’s job was done. And if the job wasn’t done, then they both had to communicate during the closeout as to what impacted that. Because things happen in a day to day operations and it can impact everyone completing a job consistently across the board. But there’s a process to do that. And I teach clients how to do that all the time so that they can have a successful closeout.

So now what you want to do is go back to your infrastructure, which is your company hierarchy and you want to take a look at that and ensure that each department has a close out. That responsibility starts from the bottom and goes all the way up to the top where the CEO has to receive a daily close-out and review so that they know exactly what happened in that organization that day.

So let me give you an example, before your teachers go home, they have to report to the person that you’ve assigned to the back of the house. The back-of-the-house person reports to the director, and then before your cook goes home, the teachers have to report to the cook all the children ate, and the cook has to do a headcount and report to the admin person. And then once your cook reports to the admin person, the admin person then includes the content from the back of the house as well as the content from the kitchen into their daily closed-out sheet and then they take and report that to the executive director. So just for the sake of today’s training, you would have seen how the teachers before they left, reported it to the person who does the walkthrough, and verified that their classrooms are ready to be closed out and to go home. The kitchen before they would have left would have gotten the numbers from the classroom so that all the head counts and meals would have been accounted for. And then the admin director or assistant director, whoever does the back of the house would have gathered all of that information and ensured that all areas were ready to close out the kitchen and classroom. And they would have taken and put it on their report because their daily task is to make sure that this stuff is done. And then once they take it, put it on their report, they close out to the director. Then the ED takes that information and submits it to the CEO. And then the CEO is able to know how many children ate that day. All the classrooms are closed according to the classroom systems. The flow for the admin person because of course the admin person has their tasks that they have to do every day the flow for the director and their task. What they have to do every day is included in that report. And now the CEO gets a snapshot of how the program operates each day.

And of course, once you start operating with multiple levels, then you close out that goes to your ED. And then your executive director does all of that for you. Basically, you are now operating as a visionary.

I could go on and on about this topic because it was one of the most game changer aha moments that I had and I implemented it in my business and it helped me to become more of a freelance entrepreneur. I guess that is what you could call me because I then started doing other things and creating other streams of income. And I was able to retire from operating the childcare program when I was 38 years old. So I’ve been retired several years now and now I just coach teach write books, and travel the world helping childcare business owners implement systems and put them in place so if you’re interested in meeting me live out in person, be sure to go to www.jumpstartmychildcaresuccess.com Because we do have a conference coming up and I want to see you there but tickets are limited, and we’re on our way to Atlanta right now.

So hurry, go check us out only a few spots left by clicking here.

Daily Close Out Process That Improves Your Operations

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