While the ultimate goal of a spa’s daily operations is to provide excellent service that helps to make our clientele love being in our spa and generate top-notch results after they’ve left their treatment, there’s a lot of moving parts that go into making that a reality.
From managing your team to providing and maintaining that high standard of service, to equipping them with the proper tools and techniques to make it possible, to keeping track of all the equipment needs in your spa, all while ensuring the business remains profitable, it’s more mental weight than one spa owner can or should carry.
That’s why, as a Spa CEO, you need tools to help you redistribute the mental load and better track you and your team’s to-dos to help you stay organized, delegate effectively, and plan for long-term growth.
One of the best tools for this (and one Team Addo has used for years)?
In this guide, we’ll dive into how to harness the power of Monday.com, a project management tool, to document your spa owner responsibilities, create standard operating procedures (SOPs) for your spa and team, and track projects effectively.
By leveraging this powerful project and task management platform, we can guarantee you’ll not only free up valuable mental space, but you’ll also save significant time, improve your business’s efficiency, and gain the confidence to step away from your spa knowing that your team has got everything they need to operate your business properly in your absence.
Why Every Aesthetic Professional and Spa Owner Needs a Project Management Tool
From marketing campaigns to inventory management, your plate is always full, and without clear systems in place, it’s easy for tasks to fall through the cracks or for your team to feel unclear about their roles and responsibilities.
Monday.com is a project management tool that acts as a centralized hub for all your operations where you can efficiently delegate tasks to your team, monitor progress on key projects in real-time, manage systems, and stay on the same page as your team members (both in-spa and virtual independent contractors) so you know who’s responsible for what tasks inside your spa, whether they’re getting accomplished, and whether they’re getting accomplished in a timely manner.
Getting Started: Your Spa CEO Template
A key feature of Monday.com is its ability to house customizable templates.
One of the most effective ways to get started using this tool inside your spa is by creating and building out your own “Spa CEO” template for your monthly, quarterly, and yearly responsibilities.
This will give you the launchpad to begin building out the other boards and projects that you can then plug your team into, but it starts with you.
Here’s an example of what your Spa CEO, or your spa manager’s, responsibilities and routines board might look like:
Monthly Tasks:
- Review your business’ revenue, expenses, and overall cash flow.
- Conduct one-on-one check-ins with team members.
- Analyze client feedback to identify areas for improvement.
- Update retail inventory and place necessary orders.
Quarterly Tasks:
- Evaluate marketing campaign results.
- Review employee performance and provide team feedback.
- Host team training sessions or workshops.
- Assess spa equipment and schedule maintenance as needed.
Yearly Tasks:
- Set goals for the upcoming year.
- Create a budget and allocate resources.
- Plan major promotional events or campaigns.
- Evaluate and update SOPs to reflect changes in the business.
By organizing these tasks inside of Monday.com in a board that is specific to you as the lead visionary for the business, you create a roadmap and foundation for yourself and your team to begin building on.
Tracking Projects and Delegating Tasks
One of the biggest challenges for Spa CEOs and spa managers is staying on top of projects while juggling daily operations.
Monday.com simplifies this process by providing boards where you can break out each individual area of the business, plus a visual overview of all ongoing projects.
Here’s how to use Monday.com’s board-based system effectively:
- Create a Board for Each Major Project: For example, if you’re launching a new service or hosting a promotional event, create a board to track every step—from market research to staff training and marketing campaigns.
- Assign Tasks: Use Monday.com to delegate specific tasks to team members, complete with deadlines and priority levels. For instance, you can assign your marketing manager to design promotional materials while tasking a lead esthetician with training staff on the new service.
- Monitor Progress: With color-coded statuses like “To Do,” “In Progress,” and “Completed,” you can quickly see where each project stands.
Documenting Standard Operating Procedures (SOPs)
SOPs are the backbone of any well-run business that doesn’t require you, the business owner, to be physically present to keep the ship afloat.
Standard operating procedures are essentially highly-detailed checklists that outline how routine tasks should be performed, ensuring consistency and efficiency.
Using Monday.com, you can document these processes in a way that’s easy to access and update.
For example, you could create boards for:
- Client Onboarding: Step-by-step instructions for welcoming new clients, including intake forms, consent forms, and introductory offers.
- Daily Opening and Closing Procedures: Checklists for team members to follow to ensure the spa is ready for clients in the morning and properly closed at the end of the day.
- Inventory Management: Guidelines for tracking inventory levels, placing orders, and managing deliveries.
Having these SOPs documented and stored in Monday.com not only saves time but also empowers your team to take ownership of their roles and feel equipped in knowing what’s expected in fulfilling their responsibilities.
Gaining Freedom Through Documentation
One of the greatest benefits of using Monday.com is the freedom it provides.
When your responsibilities and processes are well-documented, you can step away from your business without worry.
Whether it’s for a vacation, a family emergency, or simply a mental health day, you’ll have peace of mind knowing your team has everything they need right at their fingertips to keep the spa running smoothly.
Not to mention, if you ever plan to sell your business, having a systems-based software like Monday.com in play within your business is going to massively increase the value for interested buying parties.
Whether you’re a brand new business owner, or an established Spa CEO who’s ready to buckle down and get organized, it’s never too early or too late to begin crafting a systems-based approach, and we know you’ll find that Monday.com makes it easier than ever.
A walkthrough Monday.com from Daniela Woerner
*Affiliate Disclaimer: As an affiliate of Monday.com, if you use our link to sign up for a paid plan, we will earn a commission from your subscription. At Addo Aesthetics, we only use affiliate links for programs and services we love, trust, and use ourselves!