8 min
Oh, January – a time of cold nights, New Year’s resolutions , and (under normal circumstances) new member sign-ups.
January 2022 may not be the most lucrative in your track record, but like many businesses, just staying afloat is the main game at the moment.
You may miss the buzz of fresh-faced and familiar members at your gym or studio – and maybe even the humdrum of administrative work that goes into maintaining your business.
From managing payments, creating exercise programs, scheduling classes, invoicing, to trying to engage and retain newcomers, there are still ways to make processes easy even despite the pandemic throwing things for a loop.
That’s why we’ve rounded up the top ten tips and tricks you should have employed over the January month to keep on top of running a gym or studio.
And remember, it’s never too late to start organizing. Better time management for your gym means more time to spend problem-solving the issues brought on by closures and lockdowns. This means innovating your business, engaging with members, and accelerating growth in creative ways.
1. Delegate Your Tasks
Don’t try too hard to be a one-person show. Remember that January is when people are keener than over on working out. Try to apply unconventional methods – such as digitizing your offerings and marketing efforts – to keep January 2021 as busy as any other January. And, it’s okay to ask a little more of your staff and colleagues during this trying period, as long as you’re there for them too.
Don’t mistake delegation for passing off your work to someone else. Dividing tasks between your team is an effective way to manage your business. Small tasks are great for delegating because while they do not take up much of your time individually, they do take up a huge chunk when added together.
When delegating a task give clear instructions to your team members about what you need to be completed and how. Provide complete resources for them to do the job and make sure they have the skills to get it done.
2. Digitize your workout programs
Use the time before the January gym rush to digitize your workout programs, routines, and other services to succeed this year. We’ve mentioned before why this is key in running a gym in 2021 , and there’s no point fearing the advancement of tech giants in the fitness industry .
Make sure to get a head start. Any gym owner and personal trainer know the huge amount of time that goes into organizing bespoke training plans for each one of your members.
When created by hand, you could easily spend hours crafting a single plan for a single member. Rather than agonize over paper plans and then providing handouts for gym-goers, digitize your training programs and save time.
The most effective way to do this is by using an app for your gym. The app should not only feature training plans for members but also provide instructions on how to do each exercise. This means a faster fitness progression and easier empowerment for your members – without your constant help.
3. Utilize Digital Contracting
More members mean more contracts. That equates to additional paperwork and time away from the gym floor. If you’re tired of human-errors such as typos, unreadable email addresses, or incorrect bank account numbers then it might be time to make the much-needed switch to digital contracting .
Not only can you rest easy knowing Greta Thunberg would be pleased about your paperless efforts, but you’ll also free up time by simply sending a member sign up form online. This means members can quickly sign contracts using a computer or phone. Fewer errors in your contracts also mean more revenue for your gym (not to mention the costs you’ll save on printing and copying).
As more and more members are becoming tech-savvy, familiarizing them with the digital aspects of your gym will also make it easier to market a hybrid membership to them. Such memberships, that combine in-facility access with online workout subscriptions, are the ideal post-COVID gym offering for successful health clubs.
4. Simplify Your Payment Structure
While we’re on the topic of payments, consider how easy your current payment structure is. Administrative tasks are time-consuming, so the way you accept payments from members should be made as simple as possible.
One impactful way to do this is to use software that automates recurring payment processes. You can use a management tool that does invoicing for you. Tools such as the Virtuagym software will allow you to set your preferred billing date and will automatically charge your members. That means less stress for you as you won’t have to chase up unpaid invoices as they are automatically debited from your member’s account .
The best part is when clients pause their contracts due to unexpected lockdowns, you can pause payments with the click of a button. It’s no-fuss and incredibly time-saving!
5. Use a Class Scheduling Software
If you’re not already doing this, changing to an online class scheduling software could be set to change your life. We mean it. Allowing your members to access online class booking on a website and app will help you track attendance and revenue, automate booking confirmation, and even set reminders.
You can also set your software to display a waiting list so that if members drop out of classes, you know exactly how many people are waiting in line to be a part of the class.
On top of that, you can also consider setting up triage questions to ensure safety and capacity measures are met in your facility. It’s a simple way to take the labor out of handling timeslots and booking classes.
6. Streamline Your Check-In Process
If your gym or studio always requires one person to be on hand to check-in members as they enter and exit the gym, then you may be able to save a huge amount of time with an improved check-in process.
Barcode scanners, turnstile systems, or RFID scanners could save you a lot of time and lead to a better allocation of gym staff.
As well as freeing up your precious hours, they could also help you collect more data on your members, which could improve the success of your gym in the long run. Connect a scanner to an app like Virtuagym and you can track and control members’ attendance, gaining deeper insights into your members’ behaviors. With this information, you could predict churn rates and focus on retaining at-risk members.
7. Optimize Sales Using a Webshop
If you sell products in your gym, you may need a member of staff on hand to assist members with their purchase and put products through a checkout. An easier way to do this is to encourage your clients to buy products online and also via an app .
Including a webshop in an app that your clients are already using can increase the visibility of the products for sale. This will positively influence your conversion rates too.
You could also use a webshop to promote hybrid workout bundles. For example, if you offer five small-group Pilates classes plus five digital classes for a discounted price, you could allow members to purchase this bundle ahead of time online. This will speed up client registration, attract new members, and help you open up new revenue streams.
8. Offer Resources Outside of Your Gym
Coronavirus aside for a moment, gym veterans are usually left feeling a little exasperated at the fitness rush during this month. Classes are usually overpacked and the gym floor might feel especially busy.
To combat this, you should offer additional resources to members outside of your gym. This means they don’t have to work out with you within the confines of the gym or studio building alone.
Set your member’s challenges or provide an app that allows them to undertake activities outside of the gym. Use a coaching tool that delivers a workout and keeps members engaged while they’re waiting out the busy season.
9. Track Client Nutrition Using an App
Much like an exercise coaching program, keeping on top of your member’s nutrition plans can be extremely time-consuming and is an aspect of gym-life that is often neglected by bigger businesses due to time constraints.
But if a client sticks to a nutrition program that delivers fitness results, they will be much happier with their progress, and as such, much more loyal to your business. They’ll also be significantly more likely to recommend your company to a friend, in turn generating leads and sales. For an example of how a digitized nutrition plan can help your members check out Virtuagym.
The Virtuagym app provides your members with an extensive nutrition database so that they can input what they have eaten and track micro and macronutrients. It can be used to create digital food plans and can also be integrated into a wider mobile app that will manage all of your business needs.
10. Use a Centralized Management System for Marketing
If you are trying to run your business and do online marketing at the same time, well hats off to you. But, there’s no shame in admitting that you might be feeling a little overwhelmed by your workload.
If you’re in a position to hire someone that has the experience to double up as a marketing officer, then this could save you time as you start to grow your business.
Otherwise, dishing out various marketing tasks to team members could help you stay on top of this work. You could also sign up to websites such as HubSpot and HootSuite, which can help you manage your marketing strategy in one single place.
These sites allow you to upload and schedule content so that you don’t have to keep running back to your phone and computer throughout the course of the day. Is there a learning curve? Yes. But, will it give you a better understanding of your business? Absolutely.
Once you’ve streamlined the tasks mentioned above, you might find yourself being able to delve deeper into your entrepreneurial mindset and find a new love for running a fitness business in 2022.
