Running a gym is no small feat. Your role isn’t just to coach and manage a large group of people. Gym growth is a critical piece of the puzzle that involves finances, admin, marketing and more. And as you grow, the more complex and time-consuming it can become.
This is why implementing well-designed systems, policies, and procedures is crucial. It’s how you’ll achieve operational efficiency and align your team toward common goals.
Welcome to the Gym Growth Blueprint Series! We asked gym owners, “What’s the one piece of advice you’d give a new gym owner?” As gym owners ourselves, the PushPress team is passionate about helping others succeed.
Today’s advice comes from gym owners Amanda Long and Joe Rouse.
“Create all your systems now,” said Long, owner of CrossFit LC Valley in Lewiston, ID.
“Have well-written and agreed-to policies in place,” said Joe Rouse, owner of Breakaway Fitness & Performance in Hampstead, NC. “Make sure they are shared regularly.”
Now that we’ve got the advice, let’s dive in!
The Benefits of Systems, Policies and Procedures for Gym Growth.
Glamorous? Nope. But having the right systems, policies and procedures in place can have a tremendous effect on your long-term gym growth. Here are a few benefits:
- Enhanced Efficiency. Well-defined systems streamline daily operations, allowing staff to focus more on coaching and less on admin. For instance, an effective membership management system reduces manual record-keeping. Further, automated booking systems minimize scheduling conflicts.
- Consistent Member Experience. Policies ensure that all members receive a consistent experience, from the beginning to years into being a loyal member. Consistency also helps to build trust and fosters a positive community atmosphere.
- A Stronger Team. Clear procedures and policies align staff on their roles and responsibilities, reducing confusion and enhancing teamwork. For example, a structured onboarding process ensures all staff are trained the same way. And having a code of conduct will clarify behavioral expectations.
- Greater Member Retention. A well-organized gym with transparent policies and efficient systems creates a positive environment. And when members are happy to be there, you increase gym retention numbers and brand loyalty.
- Scalability. As you experience gym growth, having established systems and procedures makes it easier to scale. Maybe you’ll consider opening a new location or expanding services. Or you might just want to step back for some well-deserved time off. No matter what, a solid foundation allows for smoother transitions and consistent quality across various areas of your business.
Start with These Five Gym Systems.
1. Financial Management for Gym Growth.
If you want to run a successful gym for the long run, you have to focus on the dolla dolla bills, y’all. Managing your finances should be one of the first and most important systems to have in place. From invoicing and payroll to projected income and expenses, proper financial management is critical.
PushPress Core can help with easy-to-understand financial reports. Core reports provide a quick snapshot of all the important gym metrics you need to know. These include things like MRR (monthly recurring revenue), ARC (average revenue per client) and projected upcoming revenue. Then you have the option to dive deeper into the specifics of each one.
Having a system like this in place goes a long way toward gym growth by saving you time and effort.
2. Lead Nurture and Member Experience.
When you first opened your doors, you likely had the ability to handle each new lead manually. But with gym growth comes a great degree of difficulty in continuing to nurture leads and members properly.
Without the proper systems in place, chaos can ensue and people can start to get lost in the shuffle. The last thing you want is for a prospective member to lose interest, or a current member to quit, due to a lack of communication. This is where a gym CRM like PushPress Grow can significantly benefit your business.
From the moment a new lead inquires, and on through the full member experience, Grow uses the power of automation to take the work off your plate. For example, utilize the “First 90 Days” workflow to usher new members through the critical onboarding phase. Or identify at-risk members so you can attempt to get them back in the gym ASAP.
Pro Tip: Want to learn more about how PushPress Grow can help you with gym growth through the power of automation? Book a demo with our team today!
3. Performance Tracking.
As gym owners, we know that members who see results stick around. And there’s plenty of data supports this as well. Therefore, it’s essential to provide an easy-to-use system for performance tracking. Ultimately, they just need to be able to see that your gym is helping them make progress. And if they’re not, it should be simple for you to help pinpoint the reason(s) why.
That’s why PushPress Train is designed to provide this system for you. It allows you or your coaches to deliver gym programming through a user-friendly app. Members can then log workouts, record PRs, track performance and connect with one another. Combined, these are the ingredients for long-term success and engagement.
4. General Communication and Content.
In the early stages of opening a gym, a small Facebook group - or even a group text! - might suffice. But with gym growth comes the need for streamlined and structured communication.
First, take the time to come up with a gym content plan for things like your blog, email campaigns and social media. (And don’t forget to repurpose!)
Next, use a fun and effective communication tool like the Social Feed in the PushPress Members App to make sure everyone stays up to date and in the loop. For your team of coaches, the PushPress Staff App is perfect for communication, checking members in and more.
5. Staff Scheduling Through Gym Growth Phases.
Have you ever gotten a text from a member at 5:29am asking if someone is coming to coach the 5:30am class?
Your time as a gym owner is valuable and should be spent on gym growth. But in the early days, you may not have the ability or funds for hiring a GM to take the work off your plate. So when it comes to managing staff schedules, vacations and shift swapping, having an efficient system is place is a game-changer. Not only for reference in the case of someone not showing up to coach, but all other schedule-related tasks.
Five Policies and Procedures with a Gym Growth Focus.
1. Code of Conduct Policy.
A code of conduct policy outlines the behavior expected for you, your coaches and your members. It can include everything from gym etiquette guidelines to handling conflicts properly. A clear code of conduct ensures a consistent experience, and a positive, respectful environment for all.
We know it might sound unnecessary to create this policy for a small gym. But without one, you may find yourself unsure of how to handle unexpected situations when they arise. And experienced gym owners will confirm that it’s much easier to think clearly in advance, versus once a chaotic situation has presented itself.
2. Refunds, Holds and Cancellations Policies.
The first time someone asks to cancel their membership or put it on hold, what will you answer? Cancellations and holds are an inevitable part of gym growth, but it’s imperative that you have clear and consistent policies.
These guidelines will help manage member expectations and reduce disputes. The truth is, people are more likely to respect rules or policies when they’re clearly outlined, especially in writing. Being able to refer to a written policy prevents people from asking for exceptions while also protecting your revenue stream.
3. Health and Safety Procedures.
Procedures regarding health and safety can include things like personal hygiene practices, injury prevention and emergency instructions. For example, what is your protocol if someone should need an AED? What are your certification requirements to make sure coaches are adequately trained to lead classes and best prevent injuries? Having these procedures in place ensures that your gym is prepared for any situation.
4. Member Feedback Procedures.
As a gym owner, asking for member feedback from time to time can be incredibly useful. However, it’s a slippery slope when everyone assumes their suggestions will be implemented. Especially if the input they provided doesn’t align with the best interest of the business.
Therefore, it’s worth outlining your feedback procedures from the very start. Decide on how you’ll collect it and how often. Then, be sure to communicate upfront to members that it will always be considered but may or may not be implemented. The key here is clarity and communication.
5. Staff Operations and Training Procedures.
As you experience gym growth, you’ll likely be hiring new team members along the way. And along with that will probably come changes in roles and responsibilities. Therefore, continually updating the gym operations manual and training procedures as needed will help things run as smoothly as possible.
These procedures can include everything from daily checklists to options for coaches education. And don’t forget the important gym legal documents as well!
In Summary: Establish Systems, Policies and Procedures for Long-Term Gym Growth.
The right systems, policies and procedures can make all the difference from the time you open your doors to navigating gym growth. They can enhance efficiency, provide a consistent member experience and contribute to building a stronger team. In addition, they can even improve member retention and help with scalability for the long run.
Five systems to start with as your foundation include financial management, lead nurture, performance tracking, general communication and staff scheduling. From there, evaluate some of the critical policies and procedures for your gym. These include a code of conduct, policies for membership holds and cancellations, and procedures for health and safety, member feedback and staff operations.
By investing in these aspects of the business, you not only enhance daily gym management, but you’ll be positioned for sustainable gym growth and success.
