Stagnating in Business? Rethink Time to Move Your Beauty Salon Forward

Oct 4, 2023 | Business Management

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As a busy beauty salon owner, you possess a unique set of skills, expertise, and vision that contribute to the success of your business. After all, there’s probably a handful of reasons that pushed you to open your doors in the first place, besides money. But what are they? Because we bet that lately, that vision faded in the background of your daily operations. 

Nowadays, you spend your time juggling the roles of a therapist, manager, marketer, and everything in between, at the detriment of the goals you’ve set for your business.

Let’s be real; in the midst of serving clients and ensuring smooth salon operations, it’s easy to lose sight of your true potential and the driving force behind your business’s growth.

Wearing multiple hats prevents you from dedicating enough time to do it all. Your salon has become stagnant and your dreams of expansion fades as quickly as your energy.

But there is a way to break free from this cycle and unlock the full potential of your business. It starts with creating more time in your daily operations. By deliberately carving out time for the activities that truly drive growth – and utilising the best tools technology has to offer – you can reclaim your role as a visionary and push your business forward. That’s why it’s crucial, right at this moment, to take a step back and ask yourself: 

Are you currently working on your business, or are you trapped working in it? Better yet, have you simply created yourself a job?

Creating more time in your business operations is not just a luxury; it’s a necessity for sustained growth and success. It’s time to recognise that your business has its own persona, aspirations, and path to success. 

Your responsibility is to provide your salon with what it needs to flourish, even if it means implementing tech and automation, outsourcing, separating yourself individually from the business. Because yes, you are a therapist and business owner, but your salon is more than just an extension of yourself. 

Embrace Your Role as a Visionary

As a beauty salon owner, you have a unique set of skills and responsibilities. Not only are you a talented therapist, but you also play a crucial role in shaping the future of your business. However, balancing the visionary and integrator roles can present significant challenges. The visionary is the creative strategist who dreams of new milestones and sets goals for the salon. The integrator focuses on executing the vision and ensuring the daily operations run smoothly. It’s essential to recognise the distinction between these roles and understand the importance of embracing your role as a visionary to drive your salon’s growth.

Imagine being responsible for managing appointments, attending to clients, marketing your services, training staff, and overseeing finances—all while trying to craft a strategic roadmap for your salon’s future. The sheer volume of tasks can consume your time and mental energy, leaving little room for strategic thinking and planning. By stepping back and giving your salon what it needs to thrive, you create the space for innovation, expansion, and ultimately, achieving your goals.

But let’s be clear: separating yourself from the daily operations doesn’t mean disconnecting from your salon. Rather, it allows you to gain perspective, identify growth opportunities, and make decisions that propel your business forward. Through delegating tasks to one or more team members and utilising the tech tools at your disposal, you create a supportive environment where everyone can contribute their expertise, freeing you to focus on strategic initiatives and cultivating the unique vision that sets your salon apart.

Create an Organisational Chart

A crucial step in gaining more time and effectively growing your beauty salon is to create an organisational chart. This visual representation helps to clearly identify the roles and responsibilities required for your salon’s success, even if you currently fulfil all of them yourself. By taking the time to create an organisational chart, you gain valuable insights into your salon’s future needs and pave the way for streamlined operations and focused growth.

Visualising the required roles and responsibilities within your salon brings numerous benefits. First, it provides clarity and structure, allowing you to see the bigger picture of your business and how each role contributes to its functioning. This clarity enables you to identify gaps and opportunities for expansion, whether it’s hiring specialised therapists or delegating certain tasks to free up your time. Additionally, an organisational chart nurtures better communication among your team by defining reporting lines and highlighting collaboration opportunities.

Let’s walk through a step-by-step guide on creating an organisational chart for your beauty salon:

  • Start with the core positions: Identify the essential roles that are critical for your salon’s operations, such as receptionist, beauty therapist, dermal therapist, marketing coordinator, customer service, Visionary/CEO, Integrator/COO, CFO 
  • Define reporting lines: Determine the hierarchy and reporting structure within your salon. Clarify who reports to whom to ensure smooth communication and accountability.
  • Assign responsibilities: Clearly outline the responsibilities and tasks associated with each role. Be specific about the key duties, areas of expertise, and goals for each position. 
  • Include future roles: Anticipate the growth of your salon and consider roles you may need to add in the future. This could involve positions like an operations manager, social media strategist, or business development specialist.
  • Leverage flow chart apps: Utilise user-friendly flow chart apps, such as Lucidchart or Canva, to create your organisational chart. These tools provide pre-designed templates and easy-to-use features that streamline the process.

Consider that one role on the chart doesn’t need to be a full time staff member. It could be outsourcing your bookkeeping three hours per month, hiring a cleaner for a deep salon sanitising once a fortnight, or letting Digital Health Co manage your website with a care plan.

Remember, creating an organisational chart is not just a one-time task; it’s an ongoing process that evolves with your salon. Use the tech tool mentioned at the end of the article and regularly review + update the chart as your business expands and new opportunities come up. By visualising your salon’s roles and responsibilities, you can gain the clarity and structure necessary to delegate, streamline operations, and ultimately create more time for strategic decision-making and growth. 

Assessing Time Allocation and Task Value

It’s important for you as a beauty salon owner to have a clear understanding of how you allocate your time and the value of each task. Because guess what? Understanding the value of each task is crucial for effective time management. Not all tasks hold the same weight in terms of their impact on your salon’s growth and profitability.

By categorising tasks based on their value, you can allocate your time and energy more effectively, focusing on activities that have the most positive impact. This simple yet powerful exercise involves recording every activity you engage in throughout the day, from providing treatments and managing appointments to handling administrative duties and promoting your salon. Taking the time to assess your time allocation means you’ll gain valuable insights into where it is spent and identify opportunities for improvement.

High-Value Tasks

Engaging with clients: 

Building strong relationships, providing personalised consultations, and delivering exceptional customer experiences to foster loyalty and positive word-of-mouth.

Strategic planning: 

Developing marketing strategies, exploring new service offerings, and identifying growth opportunities to stay ahead in the competitive beauty industry.

Staff training and development: 

Investing in the skills and knowledge of your team to maintain service excellence and a positive salon environment.

Medium-Value Tasks

Administrative tasks: 

Managing appointments, organising client records, and ensuring efficient salon operations.

Social media management: 

Engaging with your online audience, sharing updates, and promoting your salon’s services to attract new clients.

Low-Value Tasks

Data entry and basic bookkeeping: 

Handling routine administrative tasks that can be streamlined or delegated to free up your valuable time.

General housekeeping: 

Routine cleaning and maintenance tasks that can be outsourced or scheduled efficiently.

Streamlining and Automating Business Processes

In the fast-paced life of beauty salon ownership, a lack of automation around general tasks can hinder your daily operations. The alternative? Well, it is a game changer. By identifying areas that can benefit from efficiency improvements and harnessing automation tech tools, you can reclaim precious time and focus on what truly matters.

From appointment scheduling and inventory management to client communication and marketing, there are numerous opportunities to streamline operations. You might already have a scheduling software, but if you feel burned out and your business stagnant, it is time to take a good hard look at other salon aspects that could be automated. A functional, beautiful, and mobile-friendly website is a great place to start.

Your website serves as a virtual storefront, providing potential clients with a glimpse into your salon’s offerings and creating a strong first impression. As such, it is essential to not put it aside and optimise it to the best of its ability. A well-designed website not only saves time by providing essential information upfront but also acts as a powerful marketing tool, attracting new clients and setting you apart from the competition.

Along with a website, we highly recommend focusing on your business manual. It is common for beauty salons to refer to their “manual” as a pile of messy papers and checklists hidden in the backroom that hasn’t been updated since the salon opened. But guess what? Keeping your business manual organised and updated can make a real difference for your team and customer experience. To make your business manual management time-efficient, store it online, where your team can access it easily. A digital business manual provides a centralised hub that will promote efficiency for your admin, professional development for your team, and growth for your salon.

In Conclusion…

As a salon owner, it’s crucial to prioritise business growth and create more time in your operations. By embracing your role as a visionary and separating yourself from day-to-day tasks, you can unlock your salon’s full potential. Remember, you are not your business, and it’s essential to give your salon what it needs to thrive. Now it’s time to take action. Prioritise business growth, delegate tasks, and focus on activities that propel your salon forward. 

Digital Health Co is a Melbourne-based web design agency helping the hair, beauty, and aesthetic industry shine online. By blending our industry background with tech expertise, we help salons grow their online presence and revenues. 

Learn more about Digital Health Co 

Tech Tool: Miro

Miro is an online platform that provides beauty salon owners with a digital whiteboard ready to create organisational charts and more.

One of the main benefits of using Miro is the ability to centralise and organise information. You can create any type of chart for your salon, visually mapping out the roles and responsibilities of your team members. Additionally, you can utilise Miro’s templates to design and customise workflows, project plans, and task boards. This not only helps you streamline operations but also ensures that everyone is aligned and working towards shared goals.

Simply sign up, create a team, and start visualising workflows and project plans. With its user-friendly interface, Miro is a valuable tool to help you optimise time and achieve your salon goals.

Disclaimer

The information on this page are published by Beauty Biz magazine

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