Spa Survival Guide: The Importance of an Employee Handbook

When it comes to spas, we prefer a more laid-back vibe and steer clear of anything that sounds too official, like policy guidebooks or employee handbooks. But here's the thing: having these handy tools in place can actually free up your time to focus on what really matters, like growing your business.

Sure, when you first started your spa, you had just a small group of employees who worked alongside you to get things up and running. They knew the ins and outs of your business, so you didn't feel the need for a stuffy employee manual with a bunch of rules and regulations. Those are for big corporate companies, right? You want your business to maintain that personal touch.

But here's the scoop: if your spa is flourishing and growing, which is fantastic, you'll soon find yourself faced with new challenges. More clients, longer opening hours, and a bigger staff to manage the increasing demand. Suddenly, your tight-knit crew has grown into a diverse group with different ideas on how things should be done.

Sound familiar? Are you constantly bombarded with questions like:

- When can I take a vacation?

- Why does so-and-so have more clients than me?

- Can my sister get a discount when she visits on Saturdays?

- Who will review my performance and help me boost my earnings?

If you answered yes, then it's time to introduce some structure into your spa. Many of these issues can be easily resolved by clearly documenting how you want them to be handled.

Imagine freeing up an extra 45 minutes a day by no longer being the go-to person for the same old questions. Picture a world where you can focus on other important tasks without interruptions. During one of my meetings with a spa owner, I noticed how her staff constantly interrupted her for guidance on inventory, handling phone calls from bridal parties, and choosing the right location for services. While these questions seemed important, they could have been easily handled if there were written policies in place, saving the owner from multiple interruptions.

The purpose of an employee handbook is not to make your spa feel corporate, but rather to provide a solid foundation that helps your staff understand what's expected of them in various situations. It also takes you out of the role of being the constant go-to person. Plus, having written policies eliminates any hint of favoritism that might arise otherwise.

Let's ditch the term "handbook" and call it a policy guidebook instead. It sounds friendlier, right? Whatever you choose to name it, remember that employee handbooks are legal documents that should include federal and state policies regarding employee treatment and rights. You can find helpful guidelines on employee handbooks from sources like the Small Business Administration (SBA) website and the Society for Human Resource Management (SHRM.org). There are also pre-made handbooks available for purchase, but they often lack spa-specific policies like the ones mentioned earlier. Your best bet is to start with a basic manual and customize it to fit your spa's needs. Remember, employment law can be complex, so it's a good idea to have a local attorney review your final draft before distributing it. Also, make sure your handbook is designed to be regularly updated because as your business grows, so do your needs. Have your staff members sign an acknowledgment page stating that they understand they are responsible for keeping up with your guidelines. Then you can shift your focus to more important things, like sales and marketing.

If putting together an employee handbook seems like a daunting task and you're short on time, don't worry. We're here to help. Reach out to us for a consultation, and we'll assist you in creating a handbook that suits your spa's unique needs.