Childcare management software is probably the best thing since sliced bread for running any childcare business. Just think what sliced bread did to speed up PB&J sandwich production. On top of spending time with the kids, their parents, and your staff, there are numerous other tasks to manage -- from activity enrollment and scheduling to newsletters and communication with parents.
There are several factors to selecting childcare management software, but the most important factor is that you get a solution that suits your needs. Before you go shopping for your solution, take time to clearly define your processes, taking note of activities that are labor-intensive or create a lot of busywork. With this information in hand, you are now prepared to start looking for software.
A childcare management solution is a specialized business software designed for use by pre-schools, daycares, and other facilities and organizations that take care of children.
Like all business software, the emphasis is on improving productivity by automating repetitive tasks, creating, and storing records, acquiring data, and reporting. Many solutions for childcare include accounting and other businesses processes while also performing other management activities specific to childcare.
Solutions are available for different size facilities, from family situations and small daycares to medium and large childcare programs.
We spoke about these goals earlier but they bear repeating. The reasons you purchase software are:
One of the most common requirements for modern software is the ability to communicate with multiple devices at any time of the day or night. Complete connectivity is often the goal with childcare centers, especially since you need to be able to communicate and update outside of normal business hours.
Key capabilities available in most childcare management software include:
This is a short, general list of the types of functions childcare management software can perform. Today’s solutions can perform a long list of operations and act as an information depository along with improving the lines of communication between everyone involved with the child and the business.
A complete software solution will pay for itself in labor and time savings, but this is no reason to break the bank with the initial purchase. If you have done your homework and determined which solutions will help you the most, you should have a good idea of your potential savings.
How much time and money will you save if you have software that makes it easier to:
Be realistic about how much you can afford to spend. There are two different types of software you can consider purchasing.
The first is software that is installed directly onto your computer or computer network. This is called on-premise software and it requires a high upfront capital outlay. Once it is installed, updates may be an extra charge and you must use the software only on the computer(s) it is licensed to be used on.
On-premise software tends to be highly customizable and is as secure as the computer system/network you use it on.
The second type is of software is a cloud-based solution. The software stays on the vendor’s servers and you access it through the internet. You can access your solution anytime, with any device, from anywhere you have an internet connection.
Instead of a lump sum upfront payment, you are purchasing a subscription, paid monthly or annually. Many cloud solutions include the price of updates and will work with you to schedule those updates for a time that will have minimal impact on your business.
To sum up, be aware of the following budgeting and pricing items as you shop.
As you make your short list of vendors, inquire about service levels. What is included in your purchase? Will you receive help with the following?
You also need to learn:
As you narrow your list, you need to find out more about the vendors under consideration. The most important issue for you and your business is whether the vendor listens to your needs before they start putting together a solution for you.
Once they understand what you need, then they can offer you the solution that will best benefit your childcare business.
Look into whether the vendor continues to update the software and is growing the company. At what frequency do they add new features?
Can you try out the software before you purchase it? A demo is a useful way to see the interface and to run the software through its paces, but you need to determine how easy it is to learn and whether it is a good fit.
The list of features available for childcare management is seemingly endless, but not every solution will have every feature you are looking for. Some solutions may come packaged with a certain set of features with more available for a higher charge.
Here is a further sampling of functions a software solution can take over to save you time and money:
Childcare management software is available with almost any feature or function you could need, depending on your budget. You need a vendor who will become a valuable partner in using your software and growing your business. When it is time for you to invest in a childcare management solution, do your homework, determine your budget, and find a vendor who is willing to listen to and fulfill your needs.