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Daycare Center and Family Home Forum>How Do You Handle A Waiting List?
daycare 03:08 PM 02-28-2012
In another thread about me eating my words someone asked about how I juggle a waiting list. Or should I say manage it.
I am no expert, but wanted others to also tel us all what they do too..
Thanks for posting
I am no expert, but wanted others to also tel us all what they do too..
Thanks for posting
daycare 03:14 PM 02-28-2012
So to answer you, here is what I do.
I do my normal process.
Phone interview
Face to face meeting, tour and interview
If I am full or not, I still do it. Things in this biz change at the drop of a hat.
I also do a preschool program that runs exactly like the district schedule. SO I have a lot of request for fall enrollment.
I make tons of notes during the meet. I also rate them 1-5. 1 being the best fit, 5-means NO way and I have to tell them so.
I then add them to my wait list in MMK. The 1's always get called first when I have an opening. If they have moved on, then I call next on the list and so on.
I always advertise and always conduct interviews..
#1 thing I tell them is that I don't guarantee a spot and they are welcome to come and hold a spot with money at any time if they really want it that bad.
I do my normal process.
Phone interview
Face to face meeting, tour and interview
If I am full or not, I still do it. Things in this biz change at the drop of a hat.
I also do a preschool program that runs exactly like the district schedule. SO I have a lot of request for fall enrollment.
I make tons of notes during the meet. I also rate them 1-5. 1 being the best fit, 5-means NO way and I have to tell them so.
I then add them to my wait list in MMK. The 1's always get called first when I have an opening. If they have moved on, then I call next on the list and so on.
I always advertise and always conduct interviews..
#1 thing I tell them is that I don't guarantee a spot and they are welcome to come and hold a spot with money at any time if they really want it that bad.
Heidi 03:17 PM 02-28-2012
So, when they call and ask "do you have an opening?" how do you gently get around answering that?
My problem is I live 6 miles out of town, so part of the reason I'm asking is because I know I'm MUCH better than most of the places in town, but I need to get the word out. I have one opening later in March, and I need to get people in the door. THen I have 2 more openings for over 2 in August.
My problem is I live 6 miles out of town, so part of the reason I'm asking is because I know I'm MUCH better than most of the places in town, but I need to get the word out. I have one opening later in March, and I need to get people in the door. THen I have 2 more openings for over 2 in August.
Cat Herder 03:29 PM 02-28-2012
My waiting list is super casual. For some years now all my prospective clients have been word of mouth referrals.
If I don't have an opening or they are still in the TTC phase (as most of my clients are), I offer to place them on my waiting list AND give them the number to CCR&R.
When I have an opening I start calling, one per day, from the top of the list until someone jumps. (typically I already know who it will be, but the formality persists
)
I then schedule the interview/tour. First signed, first served. Then we wait for baby to be born. I don't like to enroll kids past 4 months, unless they have high medical need. The actual enrollment process is carefully orchestrated chaos
but it has always worked out when I let it. 
I have to admit that occasionally the parents's who harass me daily after I tell them "36 months at minimum" and "I'll call you if that changes" have a way of erasing themselves from that list. It is a phenomenon.
I am all for being an aggressive go-getter, but this is one instance it just does not work.
If I don't have an opening or they are still in the TTC phase (as most of my clients are), I offer to place them on my waiting list AND give them the number to CCR&R.
When I have an opening I start calling, one per day, from the top of the list until someone jumps. (typically I already know who it will be, but the formality persists
)I then schedule the interview/tour. First signed, first served. Then we wait for baby to be born. I don't like to enroll kids past 4 months, unless they have high medical need. The actual enrollment process is carefully orchestrated chaos
but it has always worked out when I let it. I have to admit that occasionally the parents's who harass me daily after I tell them "36 months at minimum" and "I'll call you if that changes" have a way of erasing themselves from that list. It is a phenomenon.
I am all for being an aggressive go-getter, but this is one instance it just does not work.
daycare 03:35 PM 02-28-2012
Originally Posted by bbo:
So, when they call and ask "do you have an opening?" how do you gently get around answering that?
My problem is I live 6 miles out of town, so part of the reason I'm asking is because I know I'm MUCH better than most of the places in town, but I need to get the word out. I have one opening later in March, and I need to get people in the door. THen I have 2 more openings for over 2 in August.
I will tell them the truth. I currently do not have any opening until XYZ date. If they still want to come for an interview, I will let them come. Let them know how I use my waiting list and will call them back as soon as I have a spot open up for them. Again stress that I cannot guarantee anything.So, when they call and ask "do you have an opening?" how do you gently get around answering that?
My problem is I live 6 miles out of town, so part of the reason I'm asking is because I know I'm MUCH better than most of the places in town, but I need to get the word out. I have one opening later in March, and I need to get people in the door. THen I have 2 more openings for over 2 in August.
SD DaycareMOM 03:36 PM 02-28-2012
Right now, if someone calls I will just tell them that I don't have any openings at this time. If I have a second to talk, I will ask them if they would be interested in being added to my waiting list, or sometimes people have asked if I have a waiting list. I just take down their name and number, kids ages, and the date they called. Then, if I have an opening, I go through the list to set up interviews with any still interested and go from there.
I am also a few miles out of our small town, and word has recently started getting around and I have had more requests to be added to my list.
I now have actually had people who are making due until I have a spot open for them. I think my website has really helped a lot with that, plus getting a few of the local "big" families enrolled.... they spread the word quickly! So, I would say just keep advertising and putting yourself out there and word will get around that you are worth waiting for! 
When I first started out, I got a lot of good tips from Tom Copeland's marketing book.
I am also a few miles out of our small town, and word has recently started getting around and I have had more requests to be added to my list.
I now have actually had people who are making due until I have a spot open for them. I think my website has really helped a lot with that, plus getting a few of the local "big" families enrolled.... they spread the word quickly! So, I would say just keep advertising and putting yourself out there and word will get around that you are worth waiting for! When I first started out, I got a lot of good tips from Tom Copeland's marketing book.
littlemissmuffet 05:26 AM 03-01-2012
If I don't have an opening, potential DCP is added to our waiting list AFTER I have asked some pertinent questions such as the hours of care they need, etc to make sure the basics match our need.
When an opening becomes available, I start contacting people from my waiting list and setting up interviews. First one to sign paperwork and pay their first month's fee (plus any other fees) gets the space!
When an opening becomes available, I start contacting people from my waiting list and setting up interviews. First one to sign paperwork and pay their first month's fee (plus any other fees) gets the space!