I Have No Time: How to be More Efficient in Your School Marketing

Like a hungry student on pizza day, school marketing can eat up a lot of time. There are only so many hours during the day, and with announcements, meetings, prospective family tours, and student events, working on your school marketing can get lost in the shuffle, or worse, de-prioritized until you are in crisis.

Yet if you never promote your school, eventually there won’t be anything to announce or anyone to meet with. To maintain – not to mention increase – enrollment, dedicating time to school marketing is a must.

Fortunately, this doesn’t have to be an overwhelming process. To maximize your school marketing efficiency, there are a few best practices you can take.


Develop a Plan

“Winging it” and “marketing success” are two phrases that have never shaken hands. To establish the most efficient path from your current state to marketing success, you need to develop a written, comprehensive plan that lays the groundwork and keeps you on track. You can break this plan into four stages.


Set Quantifiable Goals

“Doing better” or “enrolling more students” aren’t goals as much as they are ideas. A real marketing plan is built upon specific, quantifiable goals like “Increasing kindergarten enrollment by 4 kids” or “Improving newsletter readership by 40%.” Making goals quantifiable allows you to precisely track and measure your success. It also helps you maintain focus in the face of vagaries and changing goalposts.


Prioritize Your Goals

With a list of quantifiable goals in tow, it’s time to determine their importance and urgency. If you could conceivably accomplish goal A in one year and goal B in three years, perhaps goal A should take priority. If goal C is more time-sensitive than goal D, maybe goal C should be allotted more resources.  Sometimes a goal might just be too large or daunting to accurately prioritize. In these cases, try breaking those goals into smaller goals. Is increasing enrollment by 30% too difficult? Start by increasing inquiries by X amount, or improving open house attendance by Y amount.


Develop Strategies to Meet Goals

With your goals established and prioritized, you can now develop strategies to meet them. How can you increase open house attendance? How about a push to all of your current families, or a series of boosted Facebook posts, or both! To increase enrollment inquiries, you might combine community outreach efforts with a series of digital pay-per-click ads to reach cold leads, and create email templates for warm leads.


Allocate Resources

To execute these strategies, you need to determine the budget, time, talent, and tools needed for each. If one of your marketing initiatives is to distribute school calendars to the community, research how much it will cost, how long it will take, what skills it will require, who has those skills, and what tools they will need. And if making calendars requires graphic design expertise, can you use someone in-house, a parent who has graphic design skills, or will you have to go to a third party? And if you have someone in-house, do they have editing software? And what’s your printing budget? All of these questions need to be accounted for.


If you have questions about how to develop a plan, or just prefer to outsource this project to an expert, Bright Minds Marketing can help.


Use Marketing Automation Tools

Heads up: Some of the links in this post are affiliate links, meaning I may earn a small commission if you use it to make a purchase.  


Executing these marketing strategies manually is a one way trip to inefficiency. To save you significant time while improving results, use marketing automation tools like Enquiry Tracker to track the status of all of your prospective families, set up reminder tasks to follow up with families, and perform other labor-heavy tasks in seconds.

Enquiry Tracker is the first CRM that I have found that was designed specifically with schools in mind.  From creating forms, managing invitations, and conducting follow up emails, Enqiury Tracker handles all of the labor-intensive work of admissions in a seamless and easy to understand interface.


If you prefer not to have a single tool but still want to conduct follow up emails, you need to invest in one of the commercial email systems like MailChimp or Constant Contact.  I am a big fan of Constant Contact’s easy-to-use system that offers a plethora of email templates, helps you collect email addresses, and tracks opens, clicks, and shares.


And let’s not forget Social Media aggregators. Browser-based apps like Hootsuite centralize platforms like Instagram, LinkedIn, Facebook, Twitter, wordpress.com, and Foursquare onto a single dashboard. With Hootsuite, you can schedule posts, create customized URLs to track clicks, and connect RSS (blog) feeds. This allows you to easily cover all of your social media channels with just one tool. There are a few other social media aggregators like Buffer or MeetEdgar, and most of them offer a free trial so you can determine which one you like before purchase.


If you find that you like different tools for different tasks, Zapier is a great way to tie them all together. The robust app lets each of your tools talk to each other and automates hours of tedious data input. For example, say you enter all new prospective families into Google Sheets or some other form, but you use Constant Contact for your email.  By setting up a “zap” you can instantly place that family’s information into your email database.  Zapier is all about helping you save time, which no school marketer has much of.  Plus, like all of the tools mentioned here, there is a lot of functionality with the free version.


Outsource When You Don’t Have the Skills


Part of being efficient in your school marketing is knowing when to call in reinforcements. In-house marketing teams can be expensive and asking staff members to double as graphics designers or social media managers can stretch them too thin.


To outsource some of this work, first consider any potential parent volunteers whom you can tap. If you don’t have this information, start identifying these skills as soon as a new family signs up. Modifying your enrollment form to inquire about parental skills or job experience is an easy way to develop a school “talent pool.”  I talked about the changes you need to make to your enrollment form in this article.


If your parents are all tapped out, you can contract freelancers through freelance marketplaces like Fiverr or Upwork, which house thousands of experts offering an array of marketing services. While freelancers on Upwork bid for projects, you can purchase services from Fiverr freelancers directly.


Whether you’re looking for an SEO specialist to help prospective families find you more easily on Google or a digital ad specialist who will create and optimize Facebook ads for your school, freelancers on Fiverr generally offer their services starting at a $5 level.


Key Takeaways

  • Efficient school marketing starts with a well-thought-out written plan that encompasses quantifiable goals in order of priority, specific strategies to fulfill those goals, and an allocated list of resources in which to facilitate those strategies.
  • Save time and maximize marketing effectiveness by leveraging automation tools like Enquiry Tracker for tracking and segmenting leads, Constant Contact for email marketing, Hootsuite for social media aggregation, and Zapier to tie them all together.
  • If it’s too expensive to hire in-house marketers, or you’re stretching your existing team too thin, tap parent volunteers to help out, or outsource tasks to freelancers via marketplaces like Fiverr and Upwork.
Nick LeRoy

Nick LeRoy

Nick LeRoy, MBA, is the president of Bright Minds Marketing and former Executive Director of the Indiana Charter School Board. Bright Minds Marketing provides enrollment and recruitment consulting to private, Catholic and charter schools. For information about how Bright Minds Marketing can help your school improve its’ student enrollment, send an email to nick@brightmindsmarketing.com or call us at 317-361-5255.

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