Running an early learning centre is no small feat. Centre Managers and Operators juggle a variety of responsibilities—from ensuring the smooth daily operation of the centre to keeping the team motivated and families engaged, all while trying to meet occupancy targets. With growing regulatory demands, childcare centre administration work has become a significant burden on time and resources.

Did you know that 63% of businesses waste up to 10 hours per week on repetitive admin tasks? For early learning centres, this can add up to thousands in lost productivity each year. That’s why implementing streamlined, automated processes is essential for today’s centres.

Here are five of the most time-consuming admin tasks for Centre Managers and tips on how to simplify them.

 

Five Time-Consuming Tasks to Outsource

1. Paperwork Overload

Managing enrolment forms, attendance records, incident reports, and other paperwork can quickly become overwhelming. The solution? Automation and digitalisation.

• Automate enrolment processes: Use tools like KidSoft or Childcare CRM to streamline the enrolment journey for families, making it simpler and quicker.
• Switch to digital forms: Convert paper-based forms (like incident or illness reports) into digital ones using platforms such as Typeform or Formstack. Digital forms can be stored online, making them easy to access and share.
• Outsource attendance auditing: Let a third-party like Enrolment Hub handle attendance auditing and submission checks. This can significantly reduce manual admin time.

Automation and digital tools can save your centre time and help you focus on what really matters: providing quality care and education.

2. Staying on Top of Enquiries

With each enrolment worth an average of $12,558 annually, ensuring every enquiry is promptly handled is crucial. However, with an estimated 10 touchpoints needed to convert an enquiry into a confirmed enrolment, this can be a time-intensive process. Here are a few tips to manage enquiries efficiently:

• Centralise enquiries: Funnel all enquiries into a single email address or digital waitlist to keep track of them.
• Use email templates: Create email templates for common responses to streamline communication while maintaining a professional image.
• Set designated response times: Allocate specific times during the day for responding to enquiries to help manage time effectively.
• Allow online tour booking: Enable families to book tours directly on your website, cutting down on back-and-forth communication.

If time is still tight, outsourcing your enquiry management to a company like Enrolment Hub can keep leads warm and ensure timely follow-ups.

3. Family Statements and Subsidy Queries

Handling family statements and subsidy questions can be time-consuming, especially as families’ circumstances frequently change. Instead of letting these queries clog your inbox, consider these time-saving approaches:

• Create a dedicated ‘Accounts’ email: Set up an accounts-specific email for billing queries to keep everything organised.
• Outsource subsidy inquiries: Enrolment Hub’s team is well-equipped to handle Child Care Subsidy (CCS) questions and discrepancies, giving you more time to focus on centre operations.
• Automate payment reminders: Use your Childcare Management Software (CCMS) to send automated reminders for missed payments, helping to reduce overdue balances.

By delegating or automating family financial interactions, you can reduce the stress associated with managing payments and subsidy enquiries.

4. Navigating Subsidy and Funding Applications

Applying for CCS, ACCS, and other funding can be complex and time-consuming. To manage this process effectively:

• Set up your software correctly: Ensure family details are entered accurately in your CCMS to minimise future issues.
• Outsource QKFS calculations: Delegate tasks like QKFS forecast calculations and reconciliation to a professional. That way, you only need to review and submit the final document.
• Prepare family resources: Provide families with clear guidance or cheat sheets to help them navigate CCS and ACCS applications on their own.

These steps will allow you to handle funding applications with greater ease and efficiency, reducing the time spent on subsidy management.

5. Streamline Casual Day Bookings

Offering casual bookings is a great way to boost revenue, but managing these requests can be time-consuming. Here’s how to simplify the process:

• Implement a digital booking system: Tools like KindyNow let families request casual days online, which you can review and approve with a few clicks.
• Set specific booking rules: Establish guidelines, such as requiring casual bookings to be made 24 hours in advance. This helps manage staffing and avoid last-minute adjustments.
• Use templates for confirmations: Template emails for booking confirmations save time and ensure consistent communication.

Decentralising key business functions like administration and enquiry management will be critical for the success of early learning centres in the future. By outsourcing tasks, centre operators can free up time to focus on what truly matters: nurturing a thriving, supportive environment for children, staff, and families.

Thinking about streamlining your processes but unsure where to start? At Enrolment Hub, we’re here to help. Contact us today to explore how we can support your centre in achieving efficient, scalable solutions that save you time and money.

Enrolment Hub – Your Partner

Enrolment Hub offers a comprehensive range of services, including childcare administration, early learning centre management solutions, childcare centre enrolment, early learning centre marketing solutions, new child care centre support, childcare software management, early learning centre resources, vacation care management, early learning centre enquiry support, and child care consultants

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