Five Tips for Getting Parents On Board with Your New Policies & Procedures

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Here’s a question that I’m sure a lot of you can relate to: How do you help parents get on board with new policies and procedures in your tutoring business? We all know how challenging it can be to implement changes, whether it’s adjusting payment methods, changing schedules, or updating cancellation policies. It’s one thing to introduce these changes, but getting parents to actually follow through? That’s a whole other story!

One of the reasons we love being a part of the Tutor Success Academy (TSA) community is the support and advice we get from fellow tutors who are going through the same things. Recently, one tutor shared her story about switching to a new tuition model – having parents pay at the beginning of the month. She was excited to streamline her finances and ensure a more predictable income. But after launching the new policy, September 1st came and went… and by the 6th, none of her parents had paid!

Sound familiar? You put in all this effort to improve your business, thinking you’ve communicated everything clearly, only to hear crickets in response. It can be so frustrating!

Here, we’ll explore strategies that can help you get parents on board with new changes, whether it’s payment procedures, scheduling, or anything else in your tutoring business.

Five Tips for Getting Parents on Board with Your New Policies and Procedures

1. Don’t Assume Everyone Knows

Just because you’ve sent out an email or updated your handbook, don’t assume every parent has seen it, read it, or remembered it. Life gets busy! Your email might be one of 20 things they’re juggling at the moment.

Try making a joke with your families, like “I know you don’t have my handbook in a shrine with candles, reading it every day!” It helps to keep things lighthearted while still emphasizing the importance of the information.

The key here: Don’t assume parents have memorized every new policy. Reiterate it in multiple ways!

2. Reinforce and Remind

When you’re introducing a new policy, think of it like teaching a new concept to a student: You don’t just teach it once. You reinforce it with extra practice and reminders. The same principle applies to communicating with parents.

Send out a reminder email at the start of every month, with the very first bullet point being: “Payments are due this week.” Even though most parents are likely continuing clients, they still need that nudge. You can do the same for other procedures too whether it’s about holidays, sick policies, or bad weather plans.

The more reminders, the better!

3. Speak Up (It Doesn’t Have to Be Awkward!)

When the first session of the month rolls around, don’t hesitate to casually ask, “How would you like to handle the payment for this month?” It doesn’t have to be uncomfortable or formal, just a gentle reminder that payment is due. Most parents appreciate the nudge and are happy to get it done right then and there.

Even if the majority of your clients are on auto-pay, for the ones who aren’t, speaking up during that first session is an easy way to prompt action without making it a big deal.

Money talks can be tricky. Read Navigating Finances in Your Heart-Centered Tutoring Business!

4. Remember: Parents Are Busy!

This is an important lesson to learn: Most of the time, if a parent hasn’t paid or followed a new procedure, it’s not out of malice or negligence – they’re just busy! Parents are balancing a million things, from work to school pick-ups to dentist appointments. By understanding this, you can approach reminders and follow-ups as a service, not as a nag.

Help them by being proactive and reminding them in a positive, friendly way!

5. It’s Okay to Expect Payment

We get it, it can feel a little awkward to ask for payment, especially because so many of us have a teacher’s heart. But remember, you’re running a business. It’s perfectly reasonable to expect timely payment for the valuable services you’re providing. You don’t have to feel weird or guilty about it! Parents know there’s an agreement in place, and by giving gentle reminders, you’re just helping everyone stay on track.

Not sure where to start with setting new policies and procedures? Read Top 9 Policies to Include in Your Tutor Handbook!

In the end, it’s all about communication, reminders, and being understanding of how busy parents can be. Give them the tools they need to succeed, and you’ll see smoother transitions to new procedures over time.

We’d love to hear what’s worked for you when introducing something new in your tutoring business! How do you make sure parents are on board and following through? Let’s share our tips and keep the conversation going in the comments!