This month, I was honored to be a guest again on The Childcare Director’s Chair podcast with Erica Saccoccio. During our chat, Erica shared something that stuck with me: she uses not one, but two planners—one for personal use and one for professional use. My first thought? “Wow, that’s ambitious!” But then, as a fellow planner devotee, I started to think about how many times my planner has been my lifeline—and what would happen if I lost it.
We’ve all been there: coffee spills, accidental kid doodles, or just plain old misplacing the thing. And if you’re like me, your planner doesn’t just hold your schedule; it’s your childcare business brain in book form. That’s when I realized the genius of having a backup system for your planner. Let’s dive into why you need one and explore some options that work for every budget.
Why Every Childcare Owner Needs a Backup for Their Planner
Why a Backup Planner is Non-Negotiable
Imagine this: It’s Monday morning, and you’re ready to tackle the week. But your trusty planner? Nowhere to be found. Panic sets in as you try to piece together your schedule from memory. Did you confirm that parent tour? What time is the new family stopping by to enroll? Suddenly, your smooth-sailing week turns into chaos.
Having a backup for your planner isn’t just a “nice-to-have”; it’s an insurance policy for your sanity. Whether it’s a tech solution or an old-school method, a backup can save you from lost information, missed appointments, and endless stress.
The Best Backup Options for Every Budget
The good news? You don’t have to spend a fortune to back up your planner. There are plenty of options, from free apps to high-tech gadgets.
1. Google Calendar (Budget-Friendly Backup)
Google Calendar is a rock-solid, no-cost option that’s as versatile as it gets. You can sync it across all your devices, share it with team members, and set up reminders so you never miss a thing. Plus, it’s color-coded—because let’s face it, nothing screams “organized” like a rainbow schedule.
How to Use It:
- Download the app on your phone, tablet or desktop computer.
- Enter your appointments, tasks, and reminders.
- Share access with your assistant or co-teacher if needed.
Why It’s Great:
It’s free, user-friendly, and always accessible as long as you have your phone.
2. Alexa (The Voice-Activated Assistant)
If you already have an Alexa device, why not let her help manage your schedule? Alexa can set reminders, keep a calendar, and even add tasks to your to-do list.
How to Use It:
- Say, “Alexa, add a parent tour to my calendar for Friday at 10 a.m.”
- Check your schedule via the Alexa app or by asking Alexa directly.
Why It’s Great:
It’s hands-free, which is perfect when you’re juggling snack time, art projects, and drop-offs.
Related Reading:
- 20 Creative Ways To Use Alexa For Your Daycare Business
- AI for Daycares: How to Optimize Your Business for Success
3. Apple Watch or Smartwatch (For the Tech-Savvy Provider)
If you’re always on the go, a smartwatch can keep you organized without having to carry a physical planner. Sync it with your calendar, set reminders, and even receive notifications for upcoming appointments.
How to Use It:
- Sync your planner app (like Google Calendar) with your watch.
- Glance at your wrist for updates instead of fumbling with your phone.
Why It’s Great:
It’s portable, discreet, and perfect for multitasking.
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4. Skylight Digital Wall Calendar (For Visual Learners and Families)
This is the ultimate high-tech option, ideal for providers who also have family schedules to manage. The Skylight Calendar is a WiFi-connected digital display that shows everything from appointments to chores.
Features:
- 15-inch HD touchscreen with a free mobile app.
- Chore chart to delegate tasks (even to your kids or team!).
- Color-coding for each person in the household or childcare team.
- Weather forecasts and customizable to-do lists.
- Sleep mode and photo display with a subscription option.
Why It’s Great:
It’s a communication hub for anyone who relies on you—staff, parents, and even your own family. You can literally see the big picture.
Price Point:
At around $300, it’s an investment (#businessexpense) but one that pays off in reduced anxiety and better organization.
How to Choose the Right Backup for You
Picking a backup system depends on your needs and budget. Here’s a quick guide:
Ask Yourself:
- Do I prefer digital or physical backups?
- How often do I need to update my schedule?
- Do I share my planner with others?
Match Your Needs:
High Budget: Go for the Skylight Calendar for an all-in-one solution.
Low Budget: Start with free options like Google Calendar or Alexa.
Mid-Budget: Invest in a smartwatch if you’re on the go.
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Why Looking Back is Just as Important
A planner isn’t just about planning ahead—it’s also your record keeper. It holds the history of your business, from parent meetings to licensing deadlines. With a backup, you can always revisit those important details, even if your main planner goes MIA.
Why Childcare Owners Need a Planner Backup
Childcare providers juggle a million tasks every day, and staying organized is the key to thriving. Having a backup for your planner isn’t just smart; it’s essential. Whether you choose a free app, a sleek, or a high-tech digital calendar, the right tools can make your life easier and your business more successful.
So, take a moment today to think about your backup plan. Because when you’re running a childcare business, your planner isn’t just a planner—it’s your peace of mind.
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