In most schools and coaching centres I’ve seen, the same few problems come up again and again. Here’s how I’d usually approach each one. Every business is different, so treat this as a starting point, not a diagnosis.
Fees tracked in Excel, reminders sent one by one.
Fees are tracked in a spreadsheet and reminders are sent to parents one by one.
Why it usually happens. This usually happens because the fee record and the reminders live in different places, so someone has to read one and act on the other, every month.
What I’d look at first. I’d sit with whoever handles fees during the busiest week and watch how they decide who to remind, and how.
What fixed looks like. The office sees who has paid and who hasn’t in one place, and polite reminders go out on schedule to parents who’ve agreed to them.
The Operations System
Attendance on paper, typed in again for reports.
Attendance is marked on paper and then typed in again for reports.
Why it usually happens. Usually the register works fine in the classroom. The trouble is that reports need the same information again, somewhere else.
What I’d look at first. I’d look at the register itself and at the report, and trace every step between the two.
What fixed looks like. A teacher marks attendance once, the way they already do. Reports are ready when you need them, without anyone retyping the register.
The Operations System
Parents calling the office for updates.
Parents call the office to ask about their child, and the phone rarely stops.
Why it usually happens. Parents usually call because they have no other way to know. The office isn’t doing anything wrong. The information just isn’t reaching parents on its own.
What I’d look at first. I’d spend some time at the office desk noting what parents ask. Most calls usually fall into a few kinds that a simple update could answer.
What fixed looks like. Parents who’ve agreed to updates get attendance, fee reminders and circulars on WhatsApp, and the office phone rings far less.
The Operations System
Timetables and staff leave juggled by hand.
When a teacher is absent, finding cover takes the whole morning.
Why it usually happens. This usually happens because leave, the timetable and who is free live in different places, often in one person’s head.
What I’d look at first. I’d watch how cover is found today, on a real morning, and who ends up doing the phoning around.
What fixed looks like. When a teacher applies for leave, the office can see which periods need cover and who is free, and sorts it before the first bell.
The Operations System
Admission enquiries that nobody follows up.
Parents enquire about admission and then go quiet, and nobody follows up.
Why it usually happens. During admission season, enquiries usually arrive faster than one person can follow them up, through calls, walk-ins and the website.
What I’d look at first. I’d check where last season’s enquiries came from and how many were followed up. Often the real numbers are quite different from what anyone expected.
What fixed looks like. Every admission enquiry lands in one list with its next step, so no parent is left waiting for a call back.
The Growth System
Your school looks ordinary online.
Your school looks ordinary online, even though it isn’t.
Why it usually happens. Usually a school’s best moments happen every day but are never photographed well, so the website ends up with stock images and old photos.
What I’d look at first. I’d ask what parents notice when they visit that surprises them. That’s usually what the photos and films need to show.
What fixed looks like. A parent comparing schools sees real days at yours, the classrooms, the teachers, the events, all filmed with parents’ permission, and books a visit.
Content
If this sounds like your school, message me on WhatsApp with a line about how you work today. I’ll tell you honestly whether I can help.
