6 Must-Do’s When Giving A Tour of Your Childcare Center or Daycare

Apr 26

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As a childcare provider or daycare owner, you have the unique opportunity to showcase your childcare center or daycare when it comes time for parents to find the perfect place for their precious little one.

When parents walk through the door of your child care program, they are looking for a 2nd home and a place they can TRUST.

That is why once they come in for a tour, it is crucial that they are provided with a LOVE IT experience that makes them excited and ready to enroll their child before they leave.

To ensure you make a good impression when giving tours, here are 6 must-dos that will help you give stellar tours every time!

Before we get started, if you're new here, my name is Dena, and I have been a center director for 21 years and love what I do, but it is WORK! My goal is to help other providers with their childcare programs and help relieve the stress that the daycare world brings.

Don't forget to snag my FREE Interview Guide to hire the right staff for your daycare or child care center! Reduce turnover with my 12-page Interview Guide with Questions and Job Position Descriptions designed for childcare hiring!

Alright! Let’s dive into how to give a daycare tour that will “blow people’s socks off!”

Be Prepared.
Too many facilities look unkept and dirty. Make sure to look at your daycare or center with fresh eyes, as if it were your first time walking through the door. Ask yourself these questions? Does It look clean? Does it smell clean? Is the décor bright and inviting? Does your playground look secure and clean? Does the paint look fresh? How is the curb appeal? First impressions really do matter. Parents arriving for a tour need to be impressed before they even walk in the door.
Another way to be prepared is to have a tour packet or folder ready with tons of helpful information. Include your business card, parent handbook or policies, rates, a daily class schedule (get my daily schedules for free here), child enrollment forms, and a family information card for them to fill out.
Have everything organized and ready when they arrive. There’s nothing worse than appearing disheveled and unprepared.

2. Make a personal connection.

Don’t just pick a random available staff member to give the tour. Choose the right person to show your prospective customer around. Ideally, the person who gives the tour should be friendly with a great personality.

Upon arrival, offer a warm greeting with a smile and try to make an immediate connection. Give them your name and share a little something about yourself. You may want to tell them how long you have been in the childcare industry, why you love kids, how many children you have, etc. Keep it brief, but sharing a little about yourself will break down any walls ensuring they feel more comfortable and welcome.

You may want to offer a light refreshment or a bottle of water. If they bring their child along, have a small toy they can hold while they walk around or keep and take home.

Get to know them. Ask about their needs and desires. Ask these questions. What goals do you have for your child developmentally? Does your child have any allergies, special needs, or considerations you would like to share with us? What aspects of child care are the most important to you?

Download my free Family Screening Guide for a complete list of screening questions to ask and to access my Family Information Card to give during a tour.

3. Plan Your Route and Areas To Highlight.

Having a plan and a tour route ready can make all the difference. Consider what you want to show these families and highlight the best parts of your campus. Maybe you have a new science center or a beautiful outdoor space that you want to showcase.

Be sure to point out the safety features of your daycare or childcare center - such as doors that automatically lock, fire safety equipment, and emergency drills.

Showcase any special activities you offer, such as music classes, art classes, or field trips.

Being organized and prepared can help you keep the tour on track and avoid getting sidetracked by questions or distractions. Remember, this is your chance to make a lasting impression and show these families why your school is the right fit for their children.

4. Go Over Your Policies.

A childcare center is only as good as its policies and procedures. That's why it's important to have a solid parent handbook in place. Although each parent will be given the policies before enrolling, it's a great idea to verbally go over the policies while giving a tour, especially the important ones that are overlooked or misunderstood.

A few important policies to cover include tuition, payments, late fees, hours of operation, drop off and pick up policy, food, nap times, illnesses, and discipline.

5. Ask for the “sell” aka registration!

Too many providers give the tour and then let them leave without asking them to enroll. If you give amazing care, tell them that! Tell them what makes your daycare better than the competitors. Don’t be afraid to “sell” your daycare or center to your prospective customers. If you have any parent testimonials, show them. If you love what you do, communicate that to them. You are doing THEM a disservice if you undersell your program and they go somewhere else receiving lesser quality of child care.

Offer an incentive to enroll before they leave. Consider offering free registration or $20 off weekly for the first 2 months if they enroll before they leave or within 24 hours. You can decide what incentives work best for you.

Try the scarcity technique to close the deal. Mention that you only have limited space and that it is first-come, first-serve. If you have another parent considering enrollment, communicate that. I would not recommend fabricating the truth, but you do want them to know that if they walk away, the spot may not be available the next day. Don’t be pushy, but do be confident!

6. Follow Up.

No isn’t always no. It can sometimes mean “not right now”. If the parent does not enroll, use the family information card that the parents filled out upon arrival to follow up with them. After 2 - 3 days, reach out to the parent by email, phone, or text and ask if they have any questions. I recommend texting something like this… “Hi Mrs. Smith, It’s Dena from ABC Academy. Thank you for visiting the other day. It was a pleasure to meet you and your son, John. Let me know if you have any questions or if there is anything else I can do for you or your family. Warm wishes!”

Another option is to mail a handwritten card expressing your appreciation for their consideration.

Hopefully, by now, you have “blown their socks off” with your kindness, wealth of knowledge, and love for what you do! Not every parent will be a good fit for your program but show every parent that you truly care, and you will have a list of people waiting to enroll.

Conclusion:

Remember that although you may have space available, you are not obligated to accept enrollment if it isn't in your best interest or if you don't feel like their values align with yours.

Don’t forget to download my free Family Screening Guide for a complete list of screening questions to ask and to access my Family Information Card to give during a tour.

I would love to hear what you do for your parent tours. Leave a comment below on what has been successful for you!

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How To Deal With Parents Who Consistently Pay Tuition Late!

The 12 Most Common Child Care Business Mistakes

One Surefire Way to Boost ECE Staff Retention

How To Avoid Burnout in Childcare

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