The Hidden Cost of Standing Still: Why Childcare Centres Can’t Ignore Their Website or Paperless Workflows

Missed Part 1? Catch up on “Top 5 Benefits of Modernization for Child Care Centers” here.

Running a childcare center means juggling a hundred roles at once and if your website, social media channels, and filing systems are stuck in the past, you’re leaving enrolments and educator time on the table. Below, you’ll discover how a weak digital presence and paper-heavy admin quietly erode revenue, management and educator morale, and, most importantly, the quality of care.

Why a Web Presence is Crucial

1. Parents Live Online—Your Centre Should, Too

Canada boasts 94 % internet penetration and 31.9 million social-media users (81.9 % of the population) and both numbers keep climbing.(Source: DataReportal – Global Digital Insights) Today’s families research centers after bedtime; if they can’t find you online, they’ll book a tour elsewhere.

2. No Website = No Welcome Mat

Surprisingly, a large number of small businesses still don’t have a website—around 27–28% in North America, and possibly even higher in Canada for really small operations. In fact, some estimates suggest that up to 59% of very small Canadian businesses are still offline (Source: Zippia, CIRA).

When we look at child care specifically, there are over 45,000 licensed providers across Canada, and roughly 14,000 of those are centre-based (Source: Statistics Canada). While there’s no official number on how many of those have websites, based on the broader trends, it’s safe to say that many are still hard to find online.

This is a problem because today’s parents start their child care search with a Google search. If your centre doesn’t show up, chances are they’ll move on to one that does.

3. Social Media Is the New Word-of-Mouth

Nearly 32 million Canadians are using social media, with each spending nearly two hours scrolling daily. With these online habits, parents expect real-time glimpses of your centre in action. Without an active feed, you’re invisible during that late-night scroll when many enrolment decisions begin (Source: DataReportal – Global Digital Insights)

4. The Paperwork Paradox

A recent University of Sydney study found educators spend more than 30%of their day in uninterrupted child interaction; the rest disappears into admin tasks—much of it still on paper. (Source: The University of Sydney) Multiply that by every educator, every day, and you’ll see why burnout and turnover rise.

Bottom line: Shifting just one hour per educator per day from paperwork to play adds roughly 225 extra classroom hours a year—often the tipping point between “adequate supervision” and deep developmental engagement.

Getting Started with a Website: It’s Easier Than You Think

You don’t need to be a tech expert or spend a fortune to get your child care centre online. A simple website can go a long way in helping families find you and trust you. Here’s how to get started without the overwhelm:

• Pick an easy-to-use platform like Wix, Squarespace, or Weebly. These sites have drag-and-drop tools and ready-made templates. Some available templates are designed specifically for child care or service-based businesses.

• Keep it simple and personal. Use your own words to share the essentials: who you are, your philosophy, your hours, what age groups you serve, and how to get in touch.

• Add a few photos. You don’t need professional photos! Photos from your phone of your classrooms, outdoor spaces, or learning activities help parents get a feel for your centre.

• Include a clear next step. Make it easy for parents to book a tour, join your waitlist, or send you a message.

• Hit publish! Your site doesn’t have to be perfect right away. What matters most is that families can find you online when they’re looking.

  
  

Already Have a Website? Let’s Make It Work Harder for You

If you already have a website that's great! But if it feels more like a static brochure than a tool to connect with families, here are a few upgrades that can make a big difference:

• Boost your visibility with SEO. Sprinkle in key search terms like “child care near [your city]” or “daycare in [your neighbourhood]” so your centre shows up in Google results.

• Make enrolment easier. Add an online waitlist or registration form so parents can sign up quickly and you can stay organized.

• Show what makes you special. Keep your photos up to date and include classroom setups, outdoor play, sample menus, or even artwork the kids have made.

• Share important documents. Upload your Family Handbook, daily routines, and policies so families can access what they need, when they need it.

• Keep it fresh. Update your website regularly with things like upcoming closures, seasonal programs, or short blog posts that give families a window into daily life at your centre.

Ready to Modernize Further?

Join me on September 17 for AI Communication Tools for Child Care Leaders, followed by a two-part Modernization Strategy series on October 1 & 8. We’ll dive deeper into:

• Building and improving websites

• Creating content calendars for social media

• Digitizing key documents and enrolment processes

Spots are limited—reserve yours here.

Need 1:1 support? I also offer consulting to help you build a modern, approachable online presence that meets families where they are—and keeps your centre competitive with a polished and professional image. Contact me! contact@ashleygayle.ca