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Childcare provider burnout is when an educator loses passion and energy for working with small children in daycare centers, but remains in his or her position in the field.  It is common in the daycare industry yet there are simple ways to combat daycare burnout. It is especially common for those who provide 24 hour daycare.

We asked the OwnADaycare Facebook Fans: What are some things that daycare providers can do to relieve stress and “take a break”?  Here some more great tips from our readers that help fight daycare burnout:

• I suffer from burnout from time to time (and I only work M-F from 8-5:30). I find that taking time off, doing things I enjoy, and changing things in the child care help the most. So, just a random personal day would be one example. Or going to a child care conference or a scrapbooking weekend with friends. Or rearranging the playroom or changing our routine or finding some new, interesting activities to do.
• I think one thing that really helps as well is a strong support network or backup person. I used to feel like I was trapped here because I couldn’t go to appointments, trainings, family events because I didn’t have anyone to cover for me.
• I take some classes (try make and take or craft classes) to get my passion back. I don’t have this problem right now.  Hard to get burnt out with only 1 part time daycare child.
• Margarita Fridays….
• I go through this a couple of times every year. I try to take one day each month off for myself as well as the holidays and a week of vacation somewhere warm when it is cold here in MN. I also try to get out with other women once or twice a month for girls nights. Girl’s nights for me are Bunco or dinner.
• You have to keep some time for yourself!! Keep your weekends FREE!! Your sanity is worth something. WE ALL need that break… it’s healthy and very beneficial, and makes you a better provider. I speak from 35 years’ experience too!!
• I know it has been said by many but you need to take time for yourself. In the long run it usually isn’t worth you working all the time. I have done everything from working 6-7 days a week and when I opened I worked 545AM-930PM and I just got so burnt out tired all the time and crabby. I quit doing weekends and nights. I am now only open which is still a very long day 545AM-6PM. I get very crabby if 6PM comes and not all my kiddos are picked up yet.
• I started giving myself one hour after the daycare closes to finish up on any paperwork, cleaning, prep. After that, it’s my time. I also designate one weekend day “daycare free” I don’t do any paper, cleaning, shopping, for the daycare. Also I realized that if I’m home on holidays or days off, I tend to focus on the daycare so I take mini trips to the beach, go for a drive, explore any free things in the community.
• I don’t get burnt out but do want a day off every once in a while to get stuff done. I work 7:15-5:15 Mon-Fri and usually a couple days a week am done at 4 and that’s more than enough for me. I understand that the money can be very good working longer hours or weekends, but it’s so not worth it. I make sure also to do dishes/laundry at nap time and even through dinner in the slow cooker this way right when my kiddies leave I can sit and do nothing lol. I also don’t have any infants, my youngest is 15 months. I wish you all luck who are experiencing burnt out. And hope the holidays help.

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One of the benefits of owning your own business is the ability to write off or deduct business expenses. As a daycare business owner you are entitled to literally hundreds of deductions that you can claim to reduce your taxes. When you own a family daycare business, you will have both direct and indirect expenses that can be deducted.

Direct Expenses
Direct expenses are those costs incurred solely for your daycare business. Direct expenses are a direct tax deduction.

Here are some of direct expenses: Food, Household and Kitchen supplies, Arts and crafts supplies, Classroom/home Decorations, Parties, Field trip Costs, Small Toys and Games, Furniture, Toys, Outside, Gifts to parents (up to $25.00 a couple), Gifts to childcare children, Children paid to work (4,550.00perchild), Computer/printer/etc., Computer Supplies, Software Internet service/web pages, Music, Cd’s, Instruments, Videos and rentals, Licensing Fees, Inspection fees, Dues and subscriptions, Educational training, Books, Materials, Legal and Accounting fees, Office Expenses, Postage/mail, Bank Charges, Home insurance, Health insurance, Co-pays, Prescriptions, Advertising, Repairs/related to childcare, Telephone, Cell Phone, Credit cards, Pet food, Vet Bills, First aid supplies, Cleaning supplies, and Legal and Professional fees

Indirect expenses:
Indirect expenses are the expenses that are shared between your business and your family. To determine the portion of your indirect expenses that  are tax deductible the “Time/Space Formula” is used.

Some examples of indirect expenses are: Legal and Accounting fees, Office Expenses, Postage and mail, Bank Charges, Home insurance, Health Insurance,, Co-pays, prescriptions, Advertising Repairs related to childcare, Telephone, Cell Phone, Credit cards, pet food, Vet Bills, First aid supplies, Cleaning supplies, Food, Household and Kitchen supplies, Arts& crafts supplies, Classroom and home decorations Small Toys and Games, Furniture, Toys (shared and outdoor), Outside equipment, Computer Supplies, Computer, printer, Software, Internet service, Web pages, Music, cd’s, instruments, Video rentals, Licensing Fees, Inspection fees, Dues & subscriptions, Educational training, and Books.

Time Space Formula
The first step is to determine the number of hours per year you have spent doing childcare. This number is divided by the number of hours in a year. This is the percentage of time you have spent providing child care during the year. Next, calculate the percentage of your home used strictly for your childcare business. Multiply this percentage by the percentage of hours you have worked during the year to obtain a final percentage. For example, if you have spent $3,000 on consumables per year you will multiply that by your final percentage to obtain the amount you can claim on the consumables you have purchased.

Of course none of these deductions are possible without keeping excellent records once you have received your daycare license.

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Dealing with Bad Checks in Daycare

Many daycare business owners spend way too much time dealing with bounced checks and other collection issues. Dealing with return checks can be one very frustrating aspect of your child care job . However, by creating a solid returned check policy or preventing bad checks in the first place, daycare owners can reduce bounced checks.

How to Create a Returned Check Policy

It is important to make your payment policies clear in the event that a client’s check is returned. Many daycare providers list in their daycare contracts that the family is responsible for ALL fees incurred as a result of the bounced check. This means all returned check fees and overdraft fees if applicable.

A simple returned check policy might state the following:

“Checks can be made payable to XXX Daycare with a returned check fee of $35.00 per returned item.  Payments on returned checks (check total, returned check fees, and related fees) must be paid by cash or money order or certified check, immediately. If the client has written 2 or more checks that are returned to us for NSF (insufficient funds) you MUST pay all remaining school year fees by cash or money order.  There will be no exceptions to this policy.  Returned checks that are not paid in full will be turned over to the State’s Attorney’s Office”.

What to do When you Receive a Bad Check

The first step is to send a return check notice. This is one of several important daycare forms to have on hand. The notice might read: Your July 27, 2010 tuition payment of $400 was returned for non-sufficient funds.  Per our agreement, there is a $35 fee for any returned checks.  This fee is to be paid in cash by August 5, 2010. At XXXDaycare we allow 2 bounced checks before we insist on another form of payment. This is your 1^st/2nd returned check.  You may/may not continue to pay your tuition with a check. Please make your payment in any of the following forms: CASH or CREDIT CARD. Thank you.

If this notice is ignored and the client does not make good on the check, (even as early as 7 days in some states) you may forward it to a State Attorney’s office in the county where the check was accepted for prosecution. Contact your local State Attorney office regarding any forms that need to be completed. This will begin the process of prosecution/collection

Preventing Returned Checks

Rather than dealing with return checks, eliminate them completely from your daycare business. You can do this one of two ways: Collect payment up front or invest in child care software.

Payment up front means that the policy states that the client’s payment options are cash OR money order and are to be paid before the child can receive services. For example, your contract policies may that you will request payment every Friday for the upcoming week.  In some cases, daycare providers may choose request payment up front for the entire month. Monthly payments may not work for many families. However, to calculate the monthly fee, calculate the total number of working days in the month and multiply it by the daily rate you charge.

Child care or daycare software can help eliminate returned check issues. The software can collect payments in person or online using the following methods:

• Set up recurring ACH (Automatic Clearing House) transactions which are bank to bank transactions. In this way, payments are automatically deducted from the client’s checking or savings account and then deposited into your daycare’s business account.
• In person Point of Sale Transactions (POS). POS transactions allow you to process payments by swiping the client’s credit or debit card on-site.
• Set up recurring credit card transactions. In this type of transaction, the client’s credit or debit card is automatically charged on a recurring basis.

Above all, remember that first and foremost daycare is a serious business, and if you don’t get paid, your business suffers.  Protect your business. Be polite, yet firm, in enforcing all policies.

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Owners of daycare centers, family daycare centers, and preschools are feeling the effects of the state of the economy.  Many daycare centers have experienced enrollment decreases, and as a result many childcare center owners have had to lay off staff or cut staff hours. In addition many child day care centers have had to reduce services.

Fortunately, in times of economic struggle, there are several ways that daycare providers can reduce their business costs while continuing to serve children and families.

One way is by reorganizing staff schedules and reducing payroll. “In most schools, payroll is the largest expense.  Close attention to attendance and arrival/departure times may allow faculty schedules to be streamlined without jeopardizing quality or teacher-to-child ratios,”says Joseph Schumacher, CEO of Goddard Systems, Inc.

Julie Moye, co-owner of Kids ‘R’ Kids preschools in Cary, Morrisville and Research Triangle Park, N.C., agrees: “The cost of employing quality teachers and management is the highest expense category in operating a preschool.  Managing these costs through proper shift scheduling and efficient use of employee hours is critical. We have also reviewed all of our supply pricing for food, classroom supplies, cleaning services, etc., to ensure we are getting the best value for every dollar spent,” says Moye.

Another way to cut costs is by re-evaluating your current venders. “Other areas to consider include evaluating all vendors to ensure best rates and negotiating group buying power with other schools in the area. Invest in energy-efficient technology, “suggests Schumacher.

If your daycare business is struggling for supplies, requesting donations is a good way to obtain free supplies for your childcare center or family daycare. Create a list of all of the things that your daycare center needs or wants, whether big or small. Post this list on your bulletin board, distribute the list to parents, and post your needs on bulletin boards throughout the community.

Your childcare center might request donations such as craft supplies, props for dramatic play, used clothes, furniture or baby accessories, books and toys, and cleaning supplies like bath towels, laundry detergent, dish soap, and bleach.

Your daycare center might even ask for donations for tuition for a child in need (No amount is too small. Even $10 could help a child). In addition, it is wise to ask parents to volunteer their time working in your daycare center. Parents can help with field trips, crafts, or even read to small children during story time

Lastly, request ideas for cost cutting from fellow daycare business owners. Some of the best ideas come from the front lines.

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Owners of daycare centers, family daycares, and preschools are feeling the effects of our declining economy.  While every childcare business is different news articles state that daycare enrollment rates have decreased as unemployment increases. This causes childcare center owners to lay off staff or cut staff hours and reduce services.

OwnADaycare asked childcare center owners and daycare business owners about how the economy affects daycare businesses to shed some light on the reality of the situation. Responses varied:

“The primary effect of a declining economy on child care providers is declining enrollment.  Child care providers who were once full, and in some cases with a waiting list, now have to spend additional time and energy marketing their schools to maintain enrollment.  Additionally, controlling costs without sacrificing high-quality programs and faculty is vital to remaining profitable.  Schools should ensure that they remain involved in their communities and look for innovative ways to be the first preschool thought of by local parents,” says Joseph Schumacher, CEO of Goddard Systems, Inc.

“In my view, day care centers have been affected by the recession less than many businesses.  Child care is a necessity for families with working parents.  Even unemployed parents often feel strongly that their children attend preschool.  Unemployed parents may cut back their child’s schedule, but generally do not have their child stop completely.  The closer a child is to kindergarten, the more likely parents strive to keep their child in a program.  Unemployed parents also need time to job hunt and will often keep their children in preschool to create that time and maintain a continuity for the children,” explains Jann Rudd, owner of Lily Pond Country Day School in Rivervale, New Jersey.

“The most obvious effect of a declining economy comes when parents actually lose their jobs.  It is difficult for parents to afford the cost of child care when one or both parents are out of a job.  We are finding that parents who appreciate the value of a quality preschool education will chose to enroll their children on a part-time basis vs. full time care.  Kids R Kids has been able to avoid laying off any of our teachers or management in this economy.  We are acutely aware that layoffs have occurred in our industry where school enrollment might be down,” says Julie Moye, co-owner of Kids ‘R’ Kids preschools in Cary, Morrisville and Research Triangle Park, N.C.

Parents struggling financially usually consider part-time daycare, co-op child care, or search for less expensive family daycare. If your childcare center has struggled because of our economic downturn, it is important to strive to maintain quality programming in order to keep the clients you currently serve.

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Balance work and home life can be challenging. Men and women with home based businesses and young children are faced with the challenge of juggling the tasks involved in maintaining their career and successfully running a household.

This issue is one that many daycare providers or those that own childcare centers face.  Fortunately, there are many strategies that can help maintain this balance successfully. Lesley Pyle, founder and president of the National Association of Home-Based Working Moms describes the pros and cons of being a stay at home parent in part 2 of this informative interview.

OwnADaycare: What are some pros and cons of being a stay at home parent versus being in the workforce?

Lesley Pyle: Staying at home has the obvious advantage of allowing moms to be there for her children, having time to do things for your family and your home. You also have the advantage of being the one who has more input into developing your children’s values and morals. You are able to save money on childcare, gasoline, clothing, etc. On the downside, you are sacrificing your ability to earn a salary, business skills may suffer and you likely will have less adult interaction.

Being in the workforce has the opposite pros and cons. Moms who have a job are able to bring in income. They also are not able to spend as much time with their children and give up some ability to shape their morals and values.

For many moms like me, the solution is working from home. The biggest advantage I’ve found is the freedom and flexibility to create my own schedule. I’ve been working from home for over 13 years and have found it the perfect solutions.

Some benefits of working from home are:

• Freedom and flexibility to create my own schedule.
• Contribute to our family’s income.
• Keep up on business skills.
• Have more time with my kids and play a bigger role in their upbringing.
• Have an outlet for creativity and adult interaction.
• Less driving helps the environment and traffic issues.
• Save money on gasoline, clothes, child care, dining out, etc.

Drawbacks of working from home for Parents

• It takes time and patience to establish a routine that works for a person, their family and their home business.
• Balancing kids & business or job needs without neglecting either
• Constantly re-evaluating the situation and deciding if you need help, etc.

Benefits of working from home for kids:

• More time with parents
• Being there all the time for your kids, growing and bonding with them every day and helping shape their values and beliefs.
• Ability to attend to family’s needs easier (kid’s sick, school functions, etc.)

Drawbacks of parents working at home for kids:

• Parents can get consumed by their job or business and forget why they are working from home
• Lots of busy things going on; juggling for parents

Part 1 of the interview with Lesley Pyle can be found here.

Lesley Pyle, MSc is the Founder & President of HBWM.com, Inc. Network; Home-Based Working Moms and can be found at http://www.HireMyMom.com and http://www.HBWM.com.

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Child care software can be a lifesaver for daycare business owners. Child care software allows child care providers to manage administrative duties, thereby increasing efficiency and client satisfaction. The most important administrative duties childcare software can help manage are the following:

Create, Manage, and Retrieve Client Records

The software should allow you to quickly register families into your child care center.  Daycare software should allow you to create sorted lists of clients and should be fully searchable. The software should provide you with an option for uploading or scanning in your own custom forms. From a client’s record, you should be able to email or bill.  Daycare software can track attendance and allows you to easily create attendance reports like attendance summaries, attendance analysis, and class summaries and analysis. Quality daycare software should also allow you to upload pictures of the family and those authorized to pick children up.

Financial Functions

Daycare software manages billing and accounts receivable, which can be the most tedious of child care jobs. Look for software that allows you to make electronic payments and has automatic client billing. This means it will automatically generate based on child attendance and the rates your daycare business has established. Quality daycare software helps you bill clients for child care and day care tuition charges along with additional fees for supplies and activities then automatically bills clients based on your preferences: weekly, bi-monthly or monthly. One of the best functions of childcare software is that it allows you to use EFT payments. This saves a great deal of time because you can schedule ACH and credit card payments from clients’ accounts.

Manage Staff

The business of daycare can be hectic. Along with the records of the children you serve you are responsible for staff and their records. Childcare software helps manage staff schedules and training along with hours worked, including sick time and vacation time.

Manage Supplies and Inventory

Daycare software helps manage the status of items like toys, office equipment, damaged and stolen items, and subscriptions. This saves loads of time for your child care resource center.

There is a wide variety of child care software available for purchase on the internet.  Try performing a search for “child care software” or “daycare software”. The best way to select childcare software is by analyzing your daycare needs against the features list of the childcare software.  Once you have a few in mind, take advantage of the free trials that many childcare software companies offer to see if the software is a fit for you and your child care business.  In addition, remember that quality daycare software should offer customer support in a wide variety of formats.  Childcare software should at the very least offer you online support, telephone support, and an online searchable knowledge base.

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A large part of managing a successful daycare business involves keeping and maintaining records. One of the most important daycare forms or daycare records is the Accident Report Form.

The accident report form documents and helps keep track of injuries that happen while a child is in your care. It is a simple practice and a vital communication tool. It that helps keep parents informed of even simple injuries and accidents and helps protect your daycare business in the case of potential lawsuits.

Common Daycare Injuries

Children can get injured while performing simple, everyday tasks – even while just walking or running. The most common types of injuries in daycare are:

Accidents involving toys and equipment: Even though you have selected toys and equipment that is age appropriate and safe, accidents still naturally occur when children play with toys and playground equipment. Children can fall off of or get hit by swings and sometimes toys can be defective. Studies show that most injuries occur on the play-ground and that about more than half of fractures and concussions are due to falls from climbing equipment.

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