How To Build Systems To Automate Your Fitness Business

You know that gigantic to-do list sitting at the side of your desk, or worse lingering in your head, waiting to get done. It’s probably full of tasks that you need to delegate or automate! But, you can’t do that without creating systems that run your fitness business.

Once you begin to figure out how to bring in new clients your challenges shift. Now you face the issues of having to wear all the hats in your business and be everything to everyone. The more clients you have the more time you spend programming and training.

Something has to give, right? Well, we can’t magically add more hours to your day and even if we could that’s not the answer. Hard work and hustle will get you to a certain point, but you can’t do that forever.

How (and what) do you automate and delegate in your fitness business so that you have more time to work on the business instead of being trapped working in the business?

3 Key Systems To Delegate In Your Fitness Business

One of the first things that many fitness business owners try to get rid of is marketing and sales. Because you don’t love doing, or maybe just don’t understand it, you try to hand it off to someone. Trouble is that you rarely will find someone to market or sell as well as you do (if you have some simple processes in place) and if you do find that person they usually require a significant investment (read that as they get highly paid!).

Now, that doesn’t mean you should do it everything yourself, but don’t hand off all the marketing and sales responsibilities to someone else.

Facebook Advertising

If you are going to delegate anything with your marketing the first step would be to have an expert run your Facebook ads for your business.  Free up the time you would spend learning how to create images, landing pages, target your audience and build out funnels and invest it back into converting the leads that you get from your FB ads.

Lead Engine Marketing is the perfectly solution for a fitness business owner who sees the value and is ready to invest in having an expert run their FB ad campaigns.

Before you leverage a marketing agency or service to get you leads make sure you have the following in place:

  • Lead Tracking
  • Follow up systems or scripts
  • Sales Process

While the leads can be driven to your business they will require work to convert into clients.

Administrative Systems

If you’re spending a ton of time on client follow up, basic administrative work and data entry it could be time to hire an administrative assistant.  But, before you do, make sure you have a documented list of follow up systems and processes for your new admin to follow.

Inside FR Coaching Programs we provide a complete administrative operations manual so that you don’t have to recreate the wheel or start from scratch.  

⇒Want to see if a coaching program could help you and your business? Complete Your Application to Schedule A Complimentary Coaching Call!

Your admin systems would include:

  • Managing new leads
  • Client Data Entry management
  • Client Follow Up
  • Customer Service

Imagine not having to confirm sessions, appointments, handle basic client questions, chase down a credit card or perform client follow up!  


The final basic systems that you should create and then delegate is your bookkeeping.  Typically you will go from a basic spreadsheet that tracks your finances and need to move into a software like Quickbooks.  

Simply using a software like Quickbooks and taking the time to set it up to connect with your bank accounts could save you hours of time.  

Here’s a quick list of things you need:

  • Manage the general ledger
  • Reconcile bank statements – deposits and payments
  • Enter vendor invoices for business expenses
  • Select vendor invoices for payment and write checks
  • Enter sales
  • Enter and track the cost of your assets
  • Process payroll, track/remit payroll taxes, prepare payroll tax reports
  • Prepare employee W-2’s at year-end
  • Prepare reports: balance sheets, profit & loss, and cash flow

Once you have this system in place, or if you need help setting it up hiring a qualified bookkeeper can be a great investment for you.    

Re-Investing Your Time For Growth

When leveraged correctly creating systems and delegating tasks will act like a multiplier in your business.  Your time will be worth more and the tasks you’ve handed off will be in the hands of competent individuals who can produce a better result than you.  

Now that you have systems in place you should be investing your time in the highest dollar per hour activities in your business.  You’re now doing more revenue producing activities that will help you grow and expand your business.

If you can’t quite figure out where to start with business systems, hiring or delegation it may be time for a little help.  There’s a blueprint for success ready!

Schedule a complimentary 60-Min Coaching Call to figure out what systems you need to put in place to free up your time and grow your business!

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