What could your program’s success story be?
From a small, privately owned preschool on the brink of closing… to a nonprofit center running entirely on paper systems… the programs we work with look very different on the surface.
But they all have a few things in common:
Directors who care deeply about children, families, and staff
Teams who want to grow but don’t always have the systems to support them
A desire to make their programs sustainable — financially, emotionally, and operationally
Below are a few ways Rooted has helped directors move from feeling overwhelmed and burnt out to clarity, confidence, and sustainable leadership.
Case Study #1
From burnout to sustainable leadership at a privately owned preschool
At a glance:
Program type: Privately owned center
Size: 27 children, 2 classrooms, 7 teachers
Timeframe: 6 months of Rooted support
Focus areas: Leadership, systems, supervision, staff culture, finances
The program
A privately owned preschool serving 27 children across two classrooms was at a breaking point. The director–owner was deeply committed to her families and teachers, but she was exhausted and seriously considering closing her program.
She was spending most of her time putting out fires, not leading the program the way she knew she could.
The challenges
This director was facing a mix of leadership, culture, and operational challenges:
No clear systems for supervising or observing teachers – feedback happened only when there was a crisis.
Unprofessional conflict between co-teachers – tension in the classrooms was draining the director’s energy and affecting children.
Limited confidence in budgeting and tuition setting – financial decisions felt stressful and reactive.
Parent engagement felt “stuck” – families weren’t taking full advantage of resources the program did offer.
Teachers needed more support in child development and behavior management – many struggled with intentional curriculum planning and responding to challenging behaviors.
The director knew things needed to change, but didn’t have time, tools, or a roadmap for where to begin.
What we did together (Rooted’s approach)
Over six months, Rooted partnered closely with the director to rebuild her leadership systems and restore her capacity:
Created a sustainable director schedule
Protected time each week for planning, teacher supervision, and parent engagement
Flexible blocks for “deep work” vs. day-to-day operations
Established predictable teacher supervision & observation systems
Regular classroom observations with simple, repeatable tools
1:1 check-ins focused on meeting teachers needs, not just problems
Strengthened management skills for tough decisions
Coaching to “coach-out” a challenging teacher who was not aligned with the program
Guidance in hiring and onboarding a new teacher who fit the culture
Support in setting and holding boundaries with staff
Planned a full year of PD using Rooted’s ready-to-use trainings
Staff meeting trainings sequenced to build shared language and skills
Focus on child development, curriculum, parent communication, and behavior management
Activities designed to move teachers from “venting” to solution-focused collaboration
Introduced proactive annual planning systems
A clear annual rhythm for key leadership tasks
A simple structure to revisit goals and progress throughout the year
Built confidence in financial management
Support in understanding the numbers behind the program
A roadmap for tuition setting and future investments in teachers
The results
Over time, the day-to-day feel of the program shifted:
Staff meetings became collaborative and growth-focused
Teachers were engaged, participating in discussions, and practicing new skills instead of passively listening or venting.Teachers grew in confidence and competence
They gained concrete tools for understanding development, behavior management, and parent communication — and could see progress in their classrooms.The director stepped into her role as a leader, not the fixer of every problem
She felt more confident supervising and coaching teachers, making hiring decisions, and setting clear boundaries.The program’s financial future became clearer
With a roadmap for raises and other investments, the director could plan ahead instead of reacting year to year.
Most importantly, the director rediscovered her motivation and joy in leading the program. Closing the center was no longer on the table — she had a path forward.
In the director’s words
“Before working with Rooted, I was completely burnt out and seriously considering closing my program. Over the past few months, they’ve helped me put systems in place for supervising staff, planning ahead, and managing the business side of my center—things I never thought I’d feel confident in. Now I feel motivated, supported, and excited to keep growing as a director.”
Case Study #2
From paper chaos to modern systems at a nonprofit preschool
At a glance:
Program type: Nonprofit center
Size: 81 children, 5 classrooms, 11 teachers
Timeframe: 6 months of Rooted support
Focus areas: Operations, leadership time, staff culture, PD, parent communication, finances
The program
A nonprofit preschool serving 81 children across five classrooms was known for its heart and mission, but behind the scenes, everything ran on paper, manual systems, and patchwork processes.
The director was spending long hours drowning in billing, enrollment, and paperwork — leaving almost no time for teacher supervision, strategic planning, or staff development.
The challenges
The director and her team were stuck in an exhausting loop:
Manual, paper-based operations
Billing, enrollment, attendance, and communication all handled by hand
Heavy reliance on outside accounting support
No consistent structure for teacher supervision
Check-ins and observations were irregular and crisis-driven
Staff felt undersupported
Teachers didn’t have a regular space to get their needs met
Independent problem-solving skills were underdeveloped - the director was the ‘fixer of every problem’
Professional development felt ad hoc and low-impact
Trainings were pieced together last minute and weren’t aligned to a bigger plan
Parents lacked consistent communication and educational resources
Families didn’t always understand what children were working on or how to support them at home
The director knew the program could be stronger — but she didn’t have the time or systems to make that happen.
What we did together (Rooted’s approach)
Over six months, Rooted partnered with the director to modernize operations and create space for real leadership work:
Implemented Brightwheel to replace manual systems
Moved billing, enrollment, attendance, and communication into one platform
Reduced manual administrative work by an estimated 40+ hours per week
Created a director schedule with protected leadership time
Clear blocks for classroom observations, 1:1s with teachers, and planning
Boundaries around “office time” vs. time for staff and families
Established predictable teacher supervision and observation routines
Regular, structured 1:1 meetings with each teacher
A consistent observation and feedback process that built trust, clarity and accountability
Planned a full year of PD using Rooted’s trainings
A yearlong PD calendar using ready-to-use staff meeting trainings
Focus on teacher skills, team communication, and classroom quality
Trainings that connected to the real challenges teachers were facing
Improved parent communication systems
Clearer, more consistent communication channels
Simple vehicles for sharing educational resources with families
Optimized schedules and enrollment strategy
Adjusted classroom schedules and enrollment planning
Identified opportunities to improve the program’s financial sustainability
The results
The program began to feel more aligned with the director’s vision:
Operations became dramatically more efficient
Administrative work that once ate up evenings and weekends moved into clearer, more automated systems.The director shifted from reactive to intentional
With real time back in her week, she could spend more of her energy on supervision, coaching, and planning.Teachers felt more supported and engaged
Regular 1:1s and staff meeting trainings helped teachers feel seen, heard, and part of a shared growth process.Parents experienced more professional, consistent communication
Families had clearer information and better insight into what was happening at school and how to support it at home.The program became more sustainable overall
Financially, culturally, and operationally, the center was better positioned for the long term.
In the director’s words
“Rooted helped us completely transform our program. I went from drowning in paperwork to having clear systems that actually give me time to plan and support my staff. Our teachers are happier and I finally feel like I can run this program confidently.”
Different programs, similar transformations
Across programs of different sizes and structures, we see a few common patterns in the change process:
Directors reclaim time for intentional leadership and self-care.
Teachers experience supervision as supportive, not just evaluative.
Staff meetings become meaningful spaces for growth.
Parents get more considerate, consistent communication.
Programs become more sustainable — financially and emotionally.
Ready to start your own success story?
Let’s talk about where your program is now, where you’d like it to be, and whether Rooted is the right partner to help you get there.