Cómo administrar un preescolar: optimice las operaciones preescolares con datos inteligentes y automatización

Education plays a vital role in developing a sense of understanding to distinguish between right and wrong, and early childhood education forms the foundation of this process. In recent years, it has been a growing trend that parents are sending their children to preschools and child care centers, always searching for the best options to ensure their child’s well-being while instilling good habits and values.

The number of enrollments in these preschools is increasing steadily, reflecting the rising demand for quality care. If you wish to start a preschool or childcare center, you need to be aware of the prerequisites to achieve operational efficiency and create a nurturing preschool environment.

We live in the 21st century, where tools like illumine—a leading preschool management software—leverage smart data and automation to help you run your preschool effortlessly. Trusted by over 300 preschools, illumine simplifies administrative tasks, boosts parent satisfaction, and supports continuous improvement, making it a game-changer for the childcare business. With features like real-time attendance tracking, automated billing, and seamless parent communication, illumine ensures that business operations run smoothly from day one.

Before starting your preschool, it’s essential to understand what a preschool truly is. A preschool is the first place a child goes for the day after being cared for at home—a space where they learn through various engaging activities guided by a strong educational philosophy.

Here, a teacher’s prime duty is to observe the child’s behavior, figure out their areas of interest, and nurture them, prioritizing the child’s well-being. Preschool offers both indoor and outdoor learning experiences, and both should be included in curriculum development to provide a balanced approach to early childhood education.

Indoor Activities Include:

• Books reading: Encourages language development and imagination.
• Playing with blocks: Builds spatial awareness and problem-solving skills.
• Puzzles and funny games: Sharpens cognitive abilities and critical thinking.
• Clay modeling: Fosters creativity and fine motor skills.
• Dancing and singing: Promotes physical activity and emotional expression.
• Learning musical instruments: Introduces rhythm and coordination.
• Speaking and interacting with others: Develops social and communication skills.

Outdoor Activities Include:

• Playing with sand: Stimulates sensory exploration.
• Hide and seek: Encourages teamwork and physical activity.
• Carpentry: Introduces basic tool use and creativity.
• Drama: Boosts imagination and emotional expression.
• Balloon tennis: Enhances hand-eye coordination.

These are some examples of activities, but you must ensure they are engaging and attract a child’s attention, as preschoolers are typically between 3 and 5 years old. Keep this age group in mind while designing your curriculum to support their well-being and maintain their interest. illumine’s Preschool Assessment Software can help track how children respond to these activities, using smart data to refine your approach and ensure quality care.

It should be noted that starting a preschool requires substantial funds. Without adequate financial assistance, it won’t be easy to run the school smoothly. From security measures to paying salaries—especially during the initial stages—you’ll need significant resources to maintain operational efficiency. However, there are various ways to secure funds. You can approach banks and apply for a loan, invite sponsors to contribute, or explore crowdfunding options.

The U.S. Department of Education has been deploying Preschool Development Grants for certain states—check if your state qualifies to make informed decisions about funding. Crowdfunding is also becoming very popular, with platforms like Kiva, Funding Circle, and Kickstarter offering accessible ways to raise money in the USA. The financial aspect of the childcare business cannot be ignored or disregarded, and tools like illumine’s Childcare Billing Software can streamline invoicing and payment processes, ensuring smooth business operations.

Like many other businesses, the preschool business is on the rise. It’s not only a respectful endeavor but also brings prestige. A preschool’s success depends on various factors—staff-to-child ratios, an educational philosophy that prioritizes growth, effective marketing strategies, and community outreach initiatives—which we’ll discuss further in this article in a more elaborate way.

Running a preschool or after-school program is an uphill task full of responsibilities, requiring you to hire people who can handle various activities efficiently, from curriculum development to daily operations. You also need to find a suitable location, considering multiple factors, and focus on advertising your preschool to build parent satisfaction.

With illumine’s excellent features, such as Digital Attendance for tracking and manage student and staff check-ins, and Teacher-Parent Communication for enabling real-time updates on kids' activities, you can optimize preschool operations and ensure quality care. We hope this article will assist you in understanding how to run a preschool profitably.

Points To Remember When You Start & Run A Preschool

You need to keep the following points in mind before starting your preschool:

1. Naming Your Preschool

The name plays a vital role in popularizing your preschool and is a key part of effective marketing strategies. You should be very careful while selecting a name—it must not be similar to anyone else’s, or you may face legal consequences. It’s paramount to choose a perfect name with these characteristics:

• Creative: Sparks interest and curiosity.
• Unique: Sets your preschool apart.
• Attractive: Appeals to parents and children.
• Memorable: Stays in people’s minds.
• Simple and best: Easy to understand and say.
• Concise: Short and to the point.
• Pronounceable: Effortless to articulate.
• Introspective: Reflects your educational philosophy and values.

Don’t choose an overly professional name—it should connect with students and be visible in the market. While naming your preschool might not seem like a big task, it’s the first step toward starting a new childcare business. Some good examples include "Over the Rainbow Childcare," "Kidcave Preschool," and "The Children’s Cloud."

2. Select an Appropriate Type of Preschool

There are different types of preschools, each running programs based on their educational philosophy and curriculum development, directly impacting the child’s well-being. Here are the main types:

1. Montessori Preschools: The curriculum and activities are unique, with a personalized approach made for each student according to their interests. It’s self-paced and individualized learning. If funds are tight, consider taking a franchise—you’ll benefit from brand recognition, operational insights, and cost savings to invest elsewhere.
2. Waldorf: Based on Austrian writer Rudolf Steiner’s teachings, this curriculum develops a child’s eagerness to learn and talents through creativity. Teachers must be Waldorf-certified, focusing on mind, body, and soul with rhythmic repetition.
3. Reggio Emilia: Developed in Italy in the 1940s, it emphasizes holistic development—intellectual, creative, and emotional—through teamwork, arts, and progressive learning rather than fixed benchmarks.
4. Highscope: Crafted to teach life skills like crisis management and problem-solving, it tracks a child’s progress over time, offering a holistic learning approach through project-based activities.
5. Parent Co-op: A cooperative where parents play a major role in management, directly understanding their child’s intellectual and emotional needs via parent-teacher meetings. It can adopt any teaching philosophy.
6. Bank Street: Rooted in John Dewey’s philosophy, it prioritizes collaboration over competition with hands-on activities like building blocks and clay crafting.
7. Religious-Affiliated: Run by religious authorities like churches, these integrate faith-based philosophies or adopt other curricula.

Timing-based types include:

• Sessional Preschools: Open for 2–7 hours daily or a few days weekly, with lower fees and expenses.
• Long Day Preschools and After-School Programs: Open all day, providing lunch, with higher fees for extended quality care.

3. Authorization/License

First, train yourself if you lack experience managing an educational institution’s day-to-day activities. Pre-plan your business objectives—affiliations, teaching style, staff-to-child ratios—and formulate a business plan, a crucial administrative task demanding due diligence. This plan, rooted in your educational philosophy, determines your preschool’s success, so avoid mistakes.

Different countries have different rules for starting a preschool—registration and licensing are mandatory, along with numerous legal formalities. Basic steps include:

• Approaching agencies that support licensing.
• Preparing for government officials to inspect the campus and staff backgrounds.

In the U.S., regulations vary by state—e.g., California’s student-teacher ratio can’t exceed 12:1. Contact your State Department of Education for specifics, or visit the U.S. Government’s official website on childcare licensing regulations for detailed resources. In Illinois, reach out to the Department of Human Services and the Department of Children and Family Services. A lawyer can navigate these rules, ensuring informed decisions, while illumine tracks compliance requirements with smart data, enhancing operational efficiency.  

4. Selection of Location

Choosing an appropriate place is paramount, as it shapes the preschool environment. Consider factors like transportation, area, and safety. For a rented building, ensure it’s safe for little kids, adhering to government safety rules. Good infrastructure and appealing interior design attract students. Key considerations include:

• Proximity to police stations, hospitals, and fire stations for emergencies.
• Spacious areas to accommodate students and staff, avoiding suffocation.
• Open space for outdoor activities like sand play.
• Presence and success of other preschools in the area.

If building your own, consult an architect for an ideal preschool layout.

Pro-tip: Use light, kid-friendly colors like peach or turquoise.

5. Insurance

Business insurance is a must for any preschool or childcare center. Options include:

• General liability insurance: Covers general risks.
• Professional liability insurance or commercial property insurance: Protects against specific losses.

Seek assistance from the Small Business Administration’s website if in the U.S. Licensing rules dictate policy types—explore providers like Trusted Choice or Diamond Cut Insurance Group. Insurance mitigates risks, safeguarding your childcare business from unexpected losses and supporting business operations.

6. Form a Limited Liability Corporation (LLC)

Forming an LLC is ideal if taking a bank loan—it protects personal property from debts in legal cases, especially with large loans. Taxes may be higher, and name endings (e.g., LLC, Limited Company) vary by state. It’s a strategic move for managing financial risks efficiently.

7. Hiring Staff

The hiring process demands time and alertness. Determine how many teachers you need and set eligibility criteria:

• Must be a graduate; preference for a bachelor’s in education.
• Minimum age of 22.
• At least 1+ years of preschool teaching experience.
• Excellent communication skills.
• Basic training certificate; additional qualifications appreciated.

Modify as needed, but prioritize sensible, trustworthy individuals—random hires won’t do. Conduct thorough background checks for criminal history, offender status, and pending court cases. Hire trained teachers for the best learning experience, offering ongoing professional development to ensure dedication. Maintain records of all staff, including security and maintenance personnel. Stock supplies like books, puzzles, and toys for a colorful preschool environment. Pro-tip: Focus on quality over quantity.

8. Curriculum Design and Development

After hiring, start formulating the teaching curriculum, based on philosophies like Montessori, Waldorf, or Reggio Emilia. Focus on practical learning—basic English, manners via poems or stories—avoiding heavy workloads. Include:

• Proper assessment process.
• Indoor and outdoor activities.
• Storytelling.
• Basic manners and etiquette.
• Exercise.

Research government mandates, consult local education agencies, or attend workshops—especially if new to the sector. Resources like Oak Meadow, Time4Learning, and Horizons offer ideas. Pro-tip: The curriculum is your preschool’s heart—craft it cautiously.

9. Use of Advanced Technology

Technology has undeniably simplified preschool management, and using preschool management software like illumine takes this a step further by optimizing operations with smart data and automation. illumine offers standout features like CCTV access for parents, enabling them to stream live footage directly from the app at no extra cost, with intelligent access control tied to attendance.

For schools providing pickup and drop-off services, its GPS bus tracking lets parents monitor vehicle locations in real-time and receive pickup/drop alerts—all without additional tracking device expenses. The software also supports digital document sharing, allowing schools and parents to upload critical files like vaccination cards or allergy reports effortlessly, eliminating the need for paper.

Teachers benefit from tools to create weekly lesson plans—either from scratch or using pre-loaded frameworks like EYFS, Montessori, or country-specific standards—downloadable for classroom use, which enhances curriculum development. With these capabilities, illumine not only streamlines daily tasks but also elevates parent trust and teacher productivity, making it a powerful ally for any preschool.

10. Promotion and Marketing

New preschools need branding to gain traction—list on databases, host an inaugural, and share pamphlets or a website. Use networks for testimonials, email prospects, or start with friends and relatives to boost visibility affordably.

For broader reach, try community outreach, like UNICEF’s 2015 "Preschool for All" campaign, which used creative events to promote education. If budget permits, hire an ad agency; register with authorities and seek grants to ensure credibility and admissions.

Take One Step Ahead with illumine

Starting a preschool is rewarding, molding young minds into responsible citizens, but it requires passion and effort—made easier with illumine, a top preschool management software trusted by over 300 preschools. illumine streamlines operations with smart features like instant activity reports, real-time tracking of meals, naps, and diaper changes, and personalized progress updates for parents, all while offering unlimited photo and video sharing with school branding to enhance engagement.

illumine also simplifies childcare billing (invoices, payments, refunds), enables direct communication—parents message all class teachers, staff coordinate internally—and supports bus tracking with pickup alerts for safety. Virtual classes with whiteboards, recordings, and comment threads keep parents connected, while saving 3-4 hours monthly per teacher and cutting paper use boosts efficiency and eco-friendliness. Update your preschool with illumine, gather parent feedback, and set a competitive standard for success!