Ways to Reduce Frenzy During Class Turnover

We're excited to host guest author, Kate Rowe of BeachFit Baltimore, for this post!

We all know the scene: everything is calm as you’re getting ready for class…then, a hurricane hits. It may start slow; first, two students come in and one asks you about your weekend. But then, as you’re talking, a new client comes in who needs a tour of the studio. Then, two friends who just happen to be in the neighborhood come in to find out more information about the classes you offer. Then, the original students want to buy a membership and a water. You glance in your classroom and one of the new clients is stepping on the equipment before you’ve had a chance to explain anything. All the while, you need to start class in five minutes! Feeling anxious yet?

Don’t worry, we all are.

When your schedule is packed with back-to-back classes, the transition between sessions can feel really overwhelming. Your best bet to ensure you stay cool, calm and collected is to prepare! Here, we share our quick list of tips to help you manage your class turnover in the best way possible.

PLAN FROM THE BEGINNING
Just like prepping your food before the work week helps you eat healthier, prepping your time before class gives you a better chance at success. Review the schedule in the beginning of the week. Know when classes are taking place—and areas where they may overlap closely—and talk with the instructors who will teach before and after you. Make sure you’re clear on what time you’ll be arriving, if you need any help and who will be checking clients into class.

WORK WITH YOUR FELLOW INSTRUCTORS
You may not be teaching cycle or barre or boxing, but it would behoove you to know a little more about the setup and breakdown of the classes that surround your own. If barre class is starting right after your bootcamp class and you know they need mats, you can help cut setup time for the next instructor by leaving out and repositioning the mats you used for your class. Working together as a team always helps the machine function more efficiently!

USE YOUR TOOLS
Does your client check in system have a mobile app? Use it! Are you able to connect your music controls to your phone or smart watch? Do it! There is so much technology at your disposal—make sure you take full advantage of it. And, in the mindset of prepping, have those apps open before the rush!

FIND YOUR HELPERS
In every class, there’s typically at least one person who’s eager to help. Find that person and let them help you when possible. This could be taking weights out before class, rolling up mats after class or even helping tell new clients what the class set up is if you’re helping another customer. These unofficial teammates are some of your biggest supporters—make sure you thank them any and every time they assist! If you have a support team at your studio, make sure they are clear on instructions for setting up the class and know when to look out for new clients to help explain any first-timer instructions. Ask all your staffers to dress in similar attire so customers can pinpoint who can help them get set up.

MAXIMIZE TRAFFIC CONTROL
Hallways tend to get crowded, noisy and cluttered with client belongings and friends stopping to chat between workout sessions. Help improve traffic flow by setting up your lockers and/or cubby space away from your check-in area and front desk, as well as your classroom entrance. That way, people don’t get stuck in the crowd trying to make their way into the session, which can start the workout off on a poor note. Make the experience as zen as possible from the beginning by having designated areas for check-in—and for chatting.

IMPLEMENT EQUIPMENT BUNDLES
If you already know your clients are going to need a towel, a water bottle, and a certain set of weights, have that stuff grouped together ready and waiting for them in the classroom. That way, folks aren’t dashing back and forth to and from the classroom and the desk and the storage area to gather everything they need for class. It's a great way to surprise and delight customers by having everything all set up to go, and will help new clients know what to expect when first setting foot in the classroom. 

GET IN EARLY
This may seem like a no-brainer, but it’s worth saying again and again and again! Clients can arrive early and it’s your job to be there when they do. I recommend that 15 minutes is the minimum time you’re present before your class—if you can, get there even earlier! Arriving early helps you better mentally and physically prepare for class.