Member management

How To Manage A Gym — Top 6 Gym Management Tips

Gyms/PTs
How To Manage A Gym — Top 6 Gym Management Tips

How To Manage A Gym – Top 6 Gym Management Tips

Managing a gym can be tough. But putting in the hard work early means gym owners, staff, and clients and focus on the actual grunt and muscle work. We talked to experienced gym owners and gathered their top 6 gym management tips.


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Gym fitness room with weights


1. Plan before you start your gym to keep your business on track


It’s easy to get stuck in the day-to-day of running a gym. Your business plan sets a vision to guide you and your staff.


A well-formed plan will:

  • Use SMART goals (specific, measurable, achievable, realistic, timely) for clarity.
  • Articulate your values and vision.
  • Chart a clear roadmap for short and long term strategy (especially for marketing).
  • Provide structure on sales targets, operations, and hiring talent. 


A good plan also considers potential risks to your business, and strategies for managing them, so you can adapt, whatever comes.

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Gym goers doing fitness classs


2. Document your processes and streamline them to stay lean and efficient

Clear and well-documented systems and processes foster trust across the business, and create a cohesive, consistent experience for you, your staff, and your gym clients. 


Some processes include:

  • Signing up new members and staff
  • Onboarding new gym members and staff
  • Scheduling classes and sessions
  • Taking payment.


Not only will you and your staff have handy business manuals to refer to, you can then clearly see where your gym management processes can be tweaked and streamlined, for better business outcomes.


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Gym business with battle ropes


3. Use proper professional gym management software to support your business goals

A good amount of research, based on real data, goes into professional gym management software that helps you stay flexible, and leaves you and your staff free to focus on clients.


Informed by your strategic goals and processes, gym management software is designed to anticipate your needs and your gym clients’, well ahead of schedule.  


Reliable gym management software system can:

  • Automate different processes at exactly the right touch points
  • Monitor activity across other aspects of your business
  • Set custom features for specific goals or sales targets. 


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Gym partners doing a workout together


4. Track your finances to support your budgeting and business development


Cloud-based accounting software, such as Xero or QuickBooks, tells you where your money is at every stage, and you can access this information anytime, anywhere.


Most online accounting systems can be integrated into gym management software. Combined, they provide valuable business intelligence data to help you with your budgets and business development.


You can use our helpful business numbers calculator to help get you started. 



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Personal trainer helping client



5. Nurture your gym client relationships

The gym experience is a personal one. 


Make your customer, and their journey, your focus:

  • Mark birthdays with emails containing special offers and/or gifts. 
  • Send automated text messages to remind them about appointments with personal trainers.
  • Invite clients to take part in surveys and referral programs, and find out how you can add value to their lives, at the gym and beyond


Weave these personal elements into your plans and processes. Almost all of them can be automated and personalised to fine detail, integrating your existing tools and channels, so you won’t miss a moment.


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6. Nurture your gym staff

Your gym staff represent your brand and business. They are at the front line of customer service, and their experience as employees is key to your clients’ satisfaction and wellbeing. Good gym staff management means you need to take a considered approach, and be generous in what you put into managing gym staff.


Make sure you:

  • Hire the right people, with cultural fit and capabilities in mind. 
  • Train them in your processes and values as part of staff onboarding.
  • Have clear guidelines on each staff member’s role in and contribution to the business, and what you expect of their behaviour.
  • Point back to the gym’s core values, and empower staff to let those guide them in their decision-making.
  • Invest in their professional development, and support them in upskilling.
  • Provide clear paths on professional development and performance management, with attainable goals and timelines.
  • Address work performance issues early, with honesty and transparency. 
  • Encourage staff to stay on top of trends in the fitness industry and related work responsibilities.
  • Provide your staff with the right equipment to do their job, and make occupational health and safety a priority.
  • Celebrate the wins, even the smallest ones, and recognise your staff for their good work.
  • Listen to your staff. While you can’t always keep an open door, provide training in giving feedback, and encourage them to use the channels they’re comfortable with to raise issues.


So there you have it — 6 ways you can better manage your gym. If you’re looking for more tips and advice, check out our other articles and select the ‘Gym’ filter. Alternatively, if you are thinking about switching software providers and want some advice, please contact us today



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