How to Use the Summer Term for Strategic Planning
- Sally Gridley
- Jun 11
- 4 min read
The summer term can feel like a whirlwind — sports days, transitions, leavers’ celebrations, funding paperwork, and the final push before the long break. But it’s also one of the most strategically important terms of the year.
Why?
Because what you do between now and July determines how strong, stable and sustainable your setting will be when September arrives.
With many settings now experiencing lower autumn occupancy, rising costs, and increasingly complex staffing pressures, the summer term is the perfect moment to pause, plan and protect your provision.
Here’s how trustees and management teams can use this term to strengthen their charity, support their staff, and prepare for the year ahead.
Plan Early for Lower September Occupancy
Across the sector, September is no longer the guaranteed “full intake” it once was. Birth rates are down. Funded hours have changed family patterns. Some children delay starting until later in the year.
Instead of hoping for a busy autumn, plan for a realistic one.
Actions for trustees and managers:
Model three scenarios: optimistic, realistic, and cautious occupancy for September–December.
Review staffing levels against each scenario — especially if you rely on bank staff or variable hours.
Check your break-even point: how many children do you need per session to cover costs? (Helpful tool: Break-even points factsheet)
Plan cashflow for the first term, when income may be lower but costs remain steady. (Helpful tool: Three Year Business Plan including a cash flow forecast)
Communicate early with families about spaces, start dates and settling sessions to reduce last‑minute drop‑outs.
A calm, proactive plan now prevents panic in August.
Review Your Finances Before Year-End
The summer term is the ideal time for trustees to step back and look at the bigger financial picture.
Key tasks:
Review your accounts for the year so far - are you on track? (Helpful tool: Termly Budget Review)
Bad debt analysis - check who has outstanding fees and make arrangements to pay before the end of term (Helpful tool: Outstanding Fees Letters)
Check funding rates for the next academic year and update your income projections
Review fee structures: do they still reflect your costs?
Assess reserves: are they healthy enough to manage a dip in Autumn income?
Plan for known cost increases (wages, utilities, food, consumables)
This is also the moment to ensure your financial controls, delegation and reporting are working well, especially if you've had trustee turnover.
Strengthen Your Staffing Plan
Staffing is the biggest cost and the highest risk for most early years settings. Use the summer term to get ahead.
Consider:
Contract reviews: are hours aligned with expected demand?
Succession planning: who covers if your manager or deputy is off?
Recruitment timelines: summer is a good time to advertise for September.
Training needs: safeguarding refreshers, paediatric first aid, SEND, behaviour, curriculum
Well-being: end-of-year check-ins, workload adjustments, recognition
and support
A stable, confident team makes everything else easier.
Revisit Your Strategic Priorities
Trustees are responsible for the long-term direction of the charity. The summer term is the perfect time to ask:
What are our top three priorities for the next academic year?
What evidence do we have that these are the right priorities?
What will success look like by next July?
What risks do we need to plan for?
What opportunities could we explore (e.g., baby groups, wraparound care, partnerships)?
A short, focused strategy is far more effective than a long, complicated one.
Strengthen Relationships with Schools and Partners
Transitions matter - for children, for families and for your reputation.
Use the summer term to:
Meet with local schools to share transition information.
Strengthen relationships with health visitors, SEND teams, and family hubs.
Review your transition processes: what works well, what could be smoother?
Offer stay-and-play or transition sessions for new starters.
Strong partnerships support children and build trust with families.
Boost Your Marketing and Visibility
If you want good occupancy in September, you need to be visible in June and July.
Quick wins
Refresh your website with up-to-date photos, fees and session times
Share social media posts showing your environment, activities and ethos
Attend local events, fetes and community days
Encourage word-of-mouth - ask current families to recommend you
Make your enquiry and registration process simple and friendly
Families make decisions early - make sure you're on their radar
Helpful tools:
Blog post - Why You Need a Good Prospectus for Your Business
Prepare for Ofsted (Quietly and Calmly)
The summer term is a good time to check that your compliance foundations are solid.
Focus on:
Safeguarding training and updates - book early for anyone due in September
Single Central Record accuracy - does anyone's DBS need updating? (Helpful tool: Single Central Record template)
Risk assessments
Curriculum intent and implementation
Supervision and appraisal records
Committee governance documents - does the constitution need to re-adopted at the AGM?
Policies due for review before September
This isn't about "preparing for inspection" - it's about making sure everything is up-to-date and your ducks are in a row.
Celebrate, Reflect and Reset
The end of the academic year is a milestone. Take time to:
Celebrate achievements with staff and families
Reflect on what went well
Capture lessons learned
Thank volunteers, trustees, and committee members
Give your team (and yourself) a proper break before September
A positive ending sets the tone for a strong new year.
Final Thoughts
The summer term is more than a countdown to the holidays — it’s a strategic opportunity.
By planning early, reviewing finances, strengthening staffing, and preparing for lower autumn occupancy, trustees and managers can protect their charity, support their team, and give children the stable, nurturing environment they deserve.
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