So a babysitting co-op sounds good to you, but there is none in your area. Why not just start one yourself?
The problem is it’s hard to find free advice that really gives you the tools you need to start a babysitting co-op. Who wants to re-invent the wheel when you can copy what other successful groups are doing?
I have both founded and participated in various forms of babysitting co-ops, have very rarely paid for childcare, and have made meaningful connections with some great families. This how-to article is my gift back to the community, sharing what I’ve learned and the resources we used to make our groups run smoothly.
In this series of posts, I will guide you through the process of starting your own co-op, showing you some of the various ways babysitting co-ops can be organized and providing you with the resources you need to get your group off the ground in no time.
Let’s start at the beginning.
Define the Boundaries of Your Group
Babysitting exchanges work best within a community where some level of trust has already been established. Will your co-op be part of your mom’s group, your place of worship, school, sports team, or apartment building? Neighborhood-based co-ops are most successful when the area is cohesive, perhaps bound together by a town newsletter, a historic designation, or active civic association.
Another option would be to start a co-op with your circle of friends. However, friends sometimes don’t feel as comfortable with the formality of a structured co-op and might be better off arranging babysitting swaps.
Here is another version of an informal babysitting swap: babysitting parties. In this scenario, one family hosts all the children in the group (for a movies and popcorn party or similar) while the rest of the parents get to go out. Families rotate being hosts one or two Saturdays a month or every weekend. This set-up works best when families have children of similar ages, as infants can require more attention than is possible with bigger groups.
Find a Partner in Crime
Even if you feel you can do all the work yourself, there are a lot of decisions involved in setting up a new group. Consider asking someone to help you who seems equally as enthusiastic about the idea. It’s easier and more fun to work with a friend, and she can help toss around ideas and provide moral support if issues arise.
Who Can Join?
Can anyone within your umbrella group or geographical area join? Will you require an application or references? Some groups limit membership to friends of current members.
My last co-op was open to anyone in our tight-knit neighborhood. The coordinators would visit with the prospective member at his or her home, go over the rules and answer any questions. Application forms asked for contact information as well as two references. The home visit also provided an opportunity to make sure the applicant’s house was clean and safe.
Some co-ops set a cap on the number of families that can join: I’ve seen limits anywhere from 20 to 45 families. However, it might be easier to see how things go, and if the group should reach saturation, suspend accepting new members for a while.
Pick a Name for Your Group
Depending on the base for your group (neighborhood, playgroup, preschool, etc.), you could just add the words “Babysitting Co-op” or “Babysitting Exchange” to the end, and you’re done. For example, “The Jamesville Methodist Church Babysitting Co-op,” or the “Dorset Road Babysitting Exchange.”
Decide How You Will Track Points
There are probably as many ways to record and trade babysitting credits as there are shades of pink. Here are just a few.
Talk with your co-founder about which method seems right for you. Alternatively, present the various options to interested families at your first meeting (but be prepared to go with the majority, which might not be your personal preference).
Our current babysitting co-op uses a service called BabysitterExchange.com. The advantage of an automated system is that all points and sit requests are managed by the service in a clean and mathematical way with very minimal paperwork required. Our umbrella organization picks up the annual fee ($165), but other groups could charge dues to spread out the cost. (BabysitterExchange.com does offer a free 60-day trial of their basic subscription with reduced options, such as a limit of 5 members and 2 requests per member per month.)
Cards and Timekeepers
The first babysitting co-op I was involved with uses colored index-sized cards (yellow for 1 hour, blue for a quarter hour). Each card is stamped with the name of the group. (Rubber stamps can be ordered online for under $10 at places like VistaPrint or SuperiorLabels.)
The group is led by two rotating coordinators who assign secretary duties to a different member every two weeks. The secretary is responsible for keeping track of each member’s card count and filling sit requests. (Card counts were more relevant when this co-op used the phone to fill sits as the secretary would begin by calling the people with the lowest counts first.)
Here is a sample card count and contact info form that this co-op uses. (You can find a Microsoft Word version to alter for your own purposes on my Printables page.) The two-page form is printed on card stock and placed back-to-back in a sheet protector and filed in the secretary’s binder. The secretary keeps tabs on everyone’s current card counts by emailing members and filling in the forms before she passes off the binder to the next secretary.
Another group I participated in uses carnival tickets (available at office supply stores). Each “coupon” is worth 30 minutes of babysitting time. Tickets can be ripped in half if necessary. This group does not keep track of member’s points. The coordinator takes care of registration paperwork, sending out coupons to new members, and assigning hosts for their monthly playdates. Otherwise, all communication and details regarding sits are arranged by members themselves via a Yahoo email group.
Perhaps the most inexpensive method and clutter-free method is to create a chart in a free document sharing service like Google Docs. While this requires some computer savvy, no one has to pass out cards or pay a service. Use the honor system and let everyone update their points themselves after a sit is completed, or ask someone to act as timekeeper and require members to go through him to update their hours.
Here is a sample spreadsheet used by a small babysitting co-op in Vermont. This group is comprised of four families who are friends and live on the same road. As you can see, they are quite active and are able to fulfill most of their sitting needs within the group.
When a sit has been completed, the sitter goes into the spreadsheet and logs hours in her “earn” column (and the same amount in the host’s “use” column). Each family’s total points are then automatically calculated (the spreadsheet has some built-in formulas). They also have a column for notes, where sitters jot down a little something about what they did together, which I think is cute and contributes to the sense of familiarity in the group.
If you would like a copy this spreadsheet for your group, simply click File, once you are in the spreadsheet, and then Download As.
How Much are Points Worth?
Like methods for tracking points, options for deciding the value of points are all over the map.
The group using the online spreadsheet starts out new members at zero. Members pay 1 point per sleeping child and 2 points per awake child per hour. If a member has -80 points, the rule is they need to sit more. If they have 80 or more points, they need to get out more!
Another co-op starts new members with 15 hours of cards which are good no matter how many children the family has and whether the children are sleeping or not. However, they do charge double time at dinnertime (between the hours of 5:30 and 7 pm) and after 12:30 pm. The sitter also earns a bonus hour for weekend sits, and a minimum of 3 hours for Friday and Saturday nights.
The carnival ticket group gives each new member 10 hours worth of sitting per child (i.e., 30 tickets worth 1/2 hour for each child the member has). They also charge for travel time if the sitter has to go to the host’s house (as opposed to the host dropping off her children).
The web service BabysitterExchange.com starts out each new member with 40 points, each point worth 15 minutes of babysitting per child. As with a card system, it is impossible to get “in the hole” and leave the co-op with a negative balance. (With a paid subscription, however, you can change the starting points, allow people to have a negative balance, and charge penalty points for cancellations.)
The disadvantage of this automated system is that there is no way to ask the system to recognize point rule variations, such as sleeping rates or add-ons such as more points for holidays. (However, point totals can be adjusted manually at the end of the sit.) The upside is that BabysitterExchange.com is now set up for people to barter all sorts of services, including carpooling, house sitting, pet care, meal prep and much more.
Coming up in part 2 of this series:
- Getting the word out
- Holding an opening event
- How to get things rolling
- Whether to charge dues or not
- Structured vs. unstructured co-ops
- What’s the best way to communicate?
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In part 3, I’ll offer you sample applications, guidelines, rosters, and brochures from real babysitting co-ops that you can download and customize for your own group.
I’d love to hear about your group and how you handled the issues we’ve talked about here.