How to Strengthen Weak Systems in Your Childcare Business

Running a childcare business is no small feat. Between hiring, training, payroll, and keeping classrooms running smoothly, it’s easy to get caught up in the day-to-day. But here’s the truth: if your systems aren’t strong, they will hold you back from leading your business like a CEO.

Today, I want to talk about how to spot weak systems, how they impact your operations and finances, and what you can do to strengthen them—especially as we step into back-to-school season.

---

Stage One Marketing: Awareness

Back-to-school is prime time for enrollment. The first marketing stage you need to focus on is awareness. If parents don’t know about your program, they can’t enroll their children.

Here are three strategies to build awareness:

1. Creative Social Media Posts
   Instead of generic “enroll now” graphics, show what’s happening in your classrooms. Parents want to see real-life learning and engagement, not just announcements.
2. Facebook & Instagram Ads
   As a CEO, you must be willing to invest in your brand. Paid ads help you reach parents in your community who may not even know you exist yet.
3. Optimized Online Profiles
   When parents visit your social media or business page, can they clearly see you’re the CEO? Do they know how to get from your profile to your funnel or enrollment page? If not, it’s time to tighten up that strategy.

Bonus tip: Host back-to-school open houses. Invite families to experience your program firsthand—it’s a powerful way to convert awareness into enrollments.

---

What Weak Systems Look Like

Even if your childcare program has been running for years, weak systems can creep in. And often, you won’t notice until they start costing you money.

Here are signs of weak systems:

• Payroll problems: When your payroll is higher than expected or filled with “just-get-by” staff instead of A+ team members.
• Delegation struggles: If you can’t hand off a task without hovering or if opening a new location feels impossible without your constant oversight.
• Operational chaos: Scrambling to cover shifts, putting out fires on the first day of school, and being too busy to work on the business.

The truth is, weak systems force you to be the operator of your business, instead of the CEO. And while many owners take pride in “running things,” the real power comes when you promote yourself to CEO and let strong systems do the heavy lifting.

---

Why Strong Systems Matter

When your systems are strong, everything changes.

• Financial Strength: Payroll becomes predictable. You can forecast hiring needs, training costs, and overall expenses.
• Time & Cost Savings: Standardized classroom setups and organized material rotations save both money and energy.
• Scalability: With clear systems, duplication becomes possible. You can expand to multiple locations without spreading yourself thin.
• Confidence & Leadership: Strong systems give you the confidence to step out of the operator role. You’re free to focus on growth, vision, and leadership.

One of my clients in California was able to attend her coaching call with me—on the first day of school across multiple locations. Why? Because her systems were strong enough to run without her being in the trenches. That’s the power of leadership through systems.

---

From Operator to CEO

If you’re still caught in the day-to-day—covering classrooms, micromanaging staff, scrambling on busy days—it’s time to strengthen your systems.

Here’s the mindset shift: You’re not just running a childcare program. You’re leading a company.

Promote yourself to CEO. Build systems that allow your staff to succeed without constant oversight. Set standards that can be duplicated across classrooms and locations.

Strong systems don’t just save time and money—they give you the freedom to grow your company, step into true leadership, and create the childcare program of your dreams.

Weak systems may not always feel urgent, but they eventually show up in your finances, operations, and quality of care. Strengthening them will position you to thrive—not just survive—in today’s childcare industry.

If you’re ready to take the next step in strengthening your systems, I invite you to join our upcoming event. Click HERE to learn more and be part of a community of childcare bosses leveling up their businesses.

Remember, if you manage the childcare business that you love, you’ll love the childcare business that you manage.