Running a gym can make you feel like a circus clown spinning a half-dozen plates at the same time, right?
That’s how crazy fitness center operations feel sometimes.
And any business owner can admit to feeling overwhelmed sometimes by common problems, struggling to find solutions, and streamlining their processes to keep things running as smoothly as possible.
So, let’s talk about conquering the chaos of fitness center operations. In this blog post, we’ll share checklists, best practices, and other secrets to success to turn your gym into a thriving business.
And it just so happens that here at Naamly, we’re experts at this kind of thing, with our communications solutions and unique automation to help you keep tabs on client engagement.
OK, let’s dive into some common challenges and super-smart solutions.
Some of them fall under the umbrella of “Don’t Try to Do Everything Yourself,” like accounting… Do you really think you should spend valuable time doing your own taxes and risk making mistakes that could cost you more later?
Consider retaining professional experts for accounting, legal advice, building maintenance, and marketing services.
1. Daily Fitness Center Operations
Problem: You start the day with the best intentions of taking care of a few key things. But in no time, a thousand little things come up, demand your attention, and leave the important stuff undone, maybe even forgotten about.
Solution: Use a daily checklist. Sounds simple? It is! It also works.
Use pen and paper, a smartphone app, or a file in your group messaging tool with your team. Up to you. But when you write everything down and prioritize a few tasks, you’re able to focus more on business drivers for the day. It can include things like:
- Equipment checks and maintenance
- Cleaning schedules
- Staff assignments
- Member engagement activities
2. Enhancing Member Engagement
Problem: Losing track of member engagement can lead to decreased retention rates and lower customer satisfaction.
Solution: Use member management software like Naamly.
Naamly’s “untouched tab” feature helps gym owners keep tabs on client engagement. It allows you to see which members haven’t been contacted recently, enabling you to reach out proactively.
It shows when they last came in, when they’re scheduled to come in next – and important information like their start date, total sessions, notes, and more.
Regular touchpoints with members, whether through emails, text messages, or personal calls, show them you care and are invested in their fitness journey, thereby boosting retention and satisfaction.
3. Scheduling and Class Management
Problem: Disorganized scheduling can result in overbooked classes, underused facilities, and frustrated members.
Solution: Use an online booking system to streamline your class scheduling and reservations. It’s easier for members to book classes, view schedules, and cancels. It’s good for your fitness center operations, too, because you staff members can manage their availability and ensure optimal class sizes.
4. Staff Management and Communication
Problem: Poor staff management and communication can lead to low morale, inconsistent service, and high turnover rates.
Solution: Foster a culture of open communication and continuous training. Regular team meetings, both formal and informal, can keep everyone on the same page. Use tools like Naamly’s group messaging and team-client messaging to improve your fitness center operations.
Also, always be looking for ongoing training and development to match the needs of your business and each team member. You can’t have a highly functioning team if everyone’s feeling undervalued.
5. Maintaining Equipment
Problem: Neglecting equipment maintenance can result in frequent breakdowns, costly repairs, and dissatisfied members.
Solution: Schedule regular maintenance and inspections for all gym equipment. Assign specific staff members to conduct routine checks and report any issues immediately.
6. Streamlining Financial Management
Problem: Disorganized financial management can lead to cash flow issues, inaccurate accounting, and difficulty in making informed business decisions.
Solution: Use financial management software and hire a professional accountant. Tools like QuickBooks can help you keep track of expenses, revenue and profit to improve your work on invoicing, payroll, and financial reporting.
And hiring a professional accountant ensures that your financial records are accurate and follow the law, so you have more time to focus on what you love. Your fitness center operations are too important to leave in unqualified hands.
Fitness Center Operations: One Gym Owner’s Experience
We talked to Lisa Wright, founder and co-owner of Your Personal Best Training Studio in Corpus Christi, Texas, about her challenges and successes.
After being in business for years, Wright says she and her team gained invaluable guidance from a few key mentors who helped shape the studio’s business focus and implement the right systems.
Next, their financial adviser suggested quarterly organization checklists to keep the health of the business on track.
That led to:
· Weekly meetings of the leadership teams
· Bi-weekly meetings with the entire team
· Quarterly meetings about growth goals
· And an annual corporate retreat format with the board of directors
“Two big obstacles that I think studio and gym owners struggle with is finding good help that will stay on for the long haul,” Wright said. “We created a twelve-week trainer pipeline and, by invitation from our client base, produce part-time certified personal trainers” and specialists in the studio’s specialty, training the active adult.
“The other obstacle has been hanging onto administrative assistants,” she said, citing a common issue for gyms and studios.
She and her partner use a college intern and also a “client happiness specialist” to keep up with agreement renewals, questions and concerns.
It seems to be helping their fitness center operations.
“We now understand our main job is to help these young people see the ‘back end’ of a healthy business and how it runs.”
For marketing, Wright and team subscribe to outside marketing agencies that provide useful material for blogs, emails, and social media. They can adjust the text and use their own images if they like, but they always know the content is covered.
Conclusion
Running a gym involves managing countless tasks and responsibilities, but you don’t have to be run ragged by them.
It’s the challenge you signed up for, and you are more than capable of handling it all.
You might need to focus on streamlining your operations to create a more efficient and successful fitness center.
· Checklists? Check!
· Management software? Gotcha!
· Fostering open communication and staying attuned to your employees and members? Yep, you can handle that, too!
Just not one at a time. You want to rise about a situation of having to always respond to whatever “crisis” needs you now.
When you get our fitness center operations right, you won’t find yourself putting out fires with gasoline anymore.
Instead, you’ll get stronger, leaner, and more successful each day. You’ll retain more of your current clients and be attractive to more prospects out there look for the help only you can provide them.
So, don’t be afraid of symptoms. Embrace these tips and watch your gym transform into a well-oiled machine, ready to provide the best possible experience for your members.
Naamly has so many powerful tools and resources to help you at every step. Enroll today in our free Naamly Online University to get the best of all we can offer.