For many of us fitness business owners and managers……we are not only entering one of our busiest times of year, we are also entering a time of year where bad weather is inevitable. Whether it be ice, snow or fog. Make sure you and your staff are aware of your bad weather protocol. Don’t have a bad weather protocol? Take a look at ours and modify it for your needs!
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NWPT Bad Weather Protocol:
Reporting to Work
Our staff are expected to report to work during poor weather conditions unless an emergency closing is declared or conditions are unsafe. Staff who are unable to report to work because of weather conditions will take unpaid time off.
At NWPT, we do not want employees to drive if they didn’t feel comfortable and safe or don’t have a vehicle appropriate for the weather, but we appreciate employees who can make it to work safely. There are always the clients who make it to the gym rain or shine.
Personal Training Sessions
If a trainer cannot make it in or we close the studio due to poor weather, the client will not be charged. However, if a trainer can make it in during bad weather, but a client cancels, that client is still charged a late notice cancellation.
Again, we don’t want anyone driving if they don’t feel safe (staff or clients), however, our trainers’ income and the business revenues are significantly affected during poor weather days. Because of this we need to have a policy that we all agree on and that is fair to our clients.
If a trainer opts not to charge a client because the client is upset, the trainer must sign themselves out during that time and take a break or go home. As a business, we cannot afford to lose client revenues and still pay out trainers’ fees.
When we do charge, it is mandatory that the trainer works on the clients’ program during that time. It is also protocol for the trainer to call the client during their time slot to soften the ‘blow’ – ask them a few questions to help with upgrading their program, setting new goals etc. so then they would know for sure their trainer is working for them.
Gather this information from your team BEFORE bad weather hits:
Who could actually get to work?
Whose vehicle is capable of driving in the snow and whose is not?
Who feels comfortable driving in the snow and who does not?
Who has chains – and knows how to use them?
Who lives close to the studio with no major hills or obstacles en route?
Who lives close to a bus route and could easily take a bus into work?
Hopefully none of us will have to use this protocol this winter, but it is good to be proactive and ready just in case!
Yours in health, fitness & business,
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