How to Create Spa Systems When You Don't Have Time

If you’ve had it with people not doing what you ask in your spa business, you are most likely ready to create some systems to keep things running smoothly. But with what time????

Well, today, I want to discuss a method of creating systems that will help you with precisely this problem. I have talked about the book Clockwork by Mike Michalowicz a few times in previous posts. If you missed those posts, the book is about creating efficiency in your business, and it’s an incredible organizational efficiency resource for your spa business.

In my previous blog a few weeks ago, I talked about how the first step - before you create any system - is doing a time analysis. If you haven't done one yet, I want you to go back to that post and track EVERYTHING you’re doing in your spa. Going through this process will help you determine all the little pieces in your business that are a waste of time and allow you to get your time/action step priorities straight before you start adding more to your to-do list.

There are likely tasks that you’re focusing on that are not actually serving your business outcomes. We’re often just in the habit of doing these types of tasks because we have always done it that way. It's also easy to get into the mindset that no one can do it as good as you do it. But both types of thinking are going to end up cratering your success.

If you want to grow your business, at some point you are going to have to relinquish some control.

You may think you don't have any systems, but the good news is that you probably do! The problem is that they’re all in your head! So, today is about how you get those systems out of your head and onto paper when you don't have time to block out admin time to reverse engineer an outcome.

Step 1 - Capture The Protocol

Alright. Let’s say you want to create a repeatable system for your reception protocol with the goal being a smooth guest experience, creating easy yeses to booking, buying product or coming to spa events.

If you don't have time to create a protocol for each of these areas before they happen, the easiest way is to capture the process as you are moving through it.

Step 2 - Document On Paper and Video

You’ll want to capture the process step-by-step using written or video documentation to record your protocol. Video can work well for a reception team by using screen captures of the POS system (use Quicktime or a service like Loom), or for recording service provider protocols.

You definitely want to have these systems documented on paper, but a visual of what a room setup looks like or what should be set up on the counter can be very helpful for those visual learners.

Step 3 - Delegate

If you have a team, use your team lead to do the capture. A lead esthetician or receptionist will most likely to have the process in their head just like you do so they are just as capable of doing the job. Enlisting help from a lead is going to stop a bottleneck (that would be you!) from happening when you have too many things on your plate.

You’ll also want to give them the responsibility of keeping the system they captured up to date. This is going to help to strengthen their confidence in their leadership abilities and encourage critical thinking skills.

Creating systems is not easy work regardless of whether you sit down and develop protocols beforehand or you capture the system as you are going through the process. But once it's done, all you have to do is nurture the system, and it will give you the repeatable outcomes.

Create your system and optimize it so that it is giving you the best results.

If you want to move forward in your business, you need to create systems. If you need any help organizing your protocols and creating your systems, please contact me. In my coaching programs, I will help you create whichever systems you need to reach the guest experience, staffing and financial goals you've been aiming for.