[ September 16, 2020 by Fitness Revolution 0 Comments ]

Save Time with Delegation

What kind of business leader do you want to be?

The kind who insists on doing everything yourself? Or the kind that empowers team members to handle certain tasks based on their ability and rank?

Delegation is the key to establishing a true business, rather than just having a job that requires you to do everything. It’s the process of empowering employees, properly managing them, and refocusing your time on the bigger picture.

The 4-Step Process

But how do you delegate with confidence? We have a four-part process. Here’s a summary of a longer article I wrote last year for our partner PT on the Net.

1. Identify the activities to delegate. These will be either single tasks or ongoing items.

2. Establish who’s responsible and their authority. The tree analogy is helpful in matching employee to task. It has four categories of its own.

  •     First, leaf decisions are day-to-day actions an employee can handle without reporting everything to his or her manager.
  •     Second, branch decisions require reporting but no discussion.
  •     Third, trunk decisions are significant and could harm the tree, so they need to be discussed before any action is taken.
  •     Fourth, root decisions are mission critical and could kill the tree – so these should not be delegated. 

3. Delegation of activities. Make a list of the specific activities you’re delegating and how much authority the individual has for each. Explain everything, ask for the employee to repeat it all back to you, and encourage him or her to ask any questions. You want to be sure you’re both on the same page about expectations.

4. Coaching and accountability. The employee now has taken over the specific activities assigned to him or her, but will need ongoing support, accountability, and coaching to ensure the outcomes from these new tasks and responsibilities are met.

Delegation Is Crucial for Growth

Delegation is an essential management function. It gives the gym owner more room and efficiency to develop the team while also focusing on the vision for the company and the responsibilities that only the owner should be handling.

It can take a while to find your comfort zone with “handing things over.” But that’s a normal part of it, and you’ll get more confident with practice.

Let’s keep talking about this. Schedule your free consultation now with one of our Success Coaches to get a more thorough understanding of the process and to get some guidance on any issues you might be having.

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[ January 22, 2019 by Fitness Revolution 0 Comments ]

4 Ways To Get ‘Unstuck’ In Your Fitness Business

When your growth stops how do you get ‘unstuck’ in your fitness business? There are 4 key areas you need to focus on as the business to kickstart your growth again.

ArticlesFor Business OwnersStage 3
[ May 15, 2018 by Fitness Revolution 0 Comments ]

How To Delegate In Your Fitness Business

Are you spending your time on the most important activities in your business?

If you’re like most business owners the answer is “No.” You end up putting out fires and using up your valuable time on simple tasks that need to get done. These tasks keep you from doing the revenue generating activities and strategic planning within your business.

Every minute you spend on a task that keeps you from marketing, selling, training or falls outside of your highest priorities as the business owner is lost opportunity. It’s costing you money!

Enter the skill of delegation. From the solopreneur to the business owner with a large team delegation is a skill that must be developed and implemented to grow the business. There will be a time where you’ll have to ‘wear all the hats’ in your business, but it shouldn’t last long.

How To Delegate

Most delegation is actually a simple shift, or piling on of tasks that the business owner hates doing or doesn’t want to do anymore to someone who gets paid less than them. The tasks are then left untrained and unmanaged, leading to frustration later on when they aren’t being done well (or at all).

There are two components to delegation:

  1. Handoff
  2. Manage

When done well delegation includes clarification, training and accountability for the results. You can’t afford to miss any of these three areas.

During the Handoff you will clearly lay out the expectations for the individual being given the tasks and the priority level for the task at hand.

Consider the following questions:

  • What level of detail is expected?
  • What priority level does this have?
  • What information needs to be reported back?
  • What level of authority does the individual have to make decisions?

Once you have clearly laid out expectations it’s time to train the individual to complete the task. Plan ahead by gathering all of the information they will need to complete the task and a clear explanation of where to find this information in the future.

Training can take place using these three steps:

  • Explain the task
  • Demonstrate the task
  • Observe them doing the task

Once you have trained the individual to complete the task and are confident they are able to complete it on their own its important to identify the risk tolerance you are willing to take as a business owner. What are the boundaries for the delegated task?

A delegated tasks shouldn’t end up back on your to-do list. You want to train the individual to identify, analyze and solve any problems that come up when completing the task, especially if it’s a repetitive task. A little time and energy spent upfront in training and prep will save you lots of frustration down the road.

The process doesn’t end with the Handoff! Now you have to manage the task and hold the individual accountable for delivering the results you want. This step is often skipped by business owners only to find out later that the task was never done or done well.

Don’t let that happen to you!

The first step in managing delegated tasks is to create checkpoints to get updates on progress or completion. During these checkpoints you want to ensure that the individual is following through on their commitment and discuss any issues they may be having with completing the tasks.

You have two options for the frequency that you get your updates. First, mostly for one time tasks, you can put the responsibility of the individual who now owns the task to provide updates to you at milestones and/or completion of the task. Second, typically best for recurring tasks, is to build in checkpoints during your Weekly Operating Routine. A great spot for this is in your Weekly Individual Meetings (WIMs).

What Shouldn’t Be Delegated?

The first tasks that fitness pros usually want to delegate are sales and/or marketing. This is a BIG mistake. Those are revenue producing activities that feed your business. Tasks or items that are critical to the growth or success of your business should not be delegated, especially at first.

You’ll likely have a small set of skills or items that your unique strengths. These are tasks or items that only you can do best for your business. These should remain with you for best results.

Your Delegation Action Plan

Find one task that you can practice delegating to another person this week. It might be something as simple as vacuuming the floor of your facility or even getting your groceries for the week. If you’re looking to delegate tasks around the gym or household chores so that you can spend more time growing your business look at apps like Task Rabbit. is a great resource for finding freelance workers to do online activities or administrative work.

Delegation is possible even for the solopreneur. Picking a one time task to free up a little time can be a great start for most business owners. Investing a few bucks to get something off your plate that is keeping you from finding new clients or growing your business will be well worth it.

Delegation becomes addictive when you do it well.

Free Training: How To Scale Your Business

If you want to learn how to scale your business to $30,000/mo or more then register for this free live training with Ryan Ketchum. During this training you’ll discover how to maximize your marketing, build a team and increase your productivity to get better results in your business.

ArticlesFor Business OwnersStage 3
[ March 20, 2018 by Fitness Revolution 0 Comments ]

Mistakes You Make When Creating Systems For Your Fitness Business

Create More Efficient Fitness Business Systems By Avoiding These Mistakes

Having fitness business systems in place can make your life a lot easier as a business owner. Efficiency, effectiveness, and delegation are all possible because of systems, but you can also create more frustration and headaches by making some critical mistakes.

Getting Too Detailed

At first glance this seems odd, right? You want to create a system that gives clear instruction for the individual trying to complete it, but you need to avoid having a 3 page checklist for a simple system that should only require a few steps.

When you hire the right people and train them on the implementing your fitness business systems the amount of detail required is minimal. Remember, you get 80% of your desired result from 20% of the activities. Instead of trying to figure out every single detail about how an administrative assistant should reply to a customer and scripting it out, train them on the outcome you want and key steps to get to that outcome and let them work their magic.

Fitness Business Systems = Checklists

A system is NOT a checklist, it’s a method for getting an outcome. Systems require training, management and guidelines to be effective in your business. Simply handing someone a checklist for adding a new client to your CRM can get the job done, but you need to train them on being efficient, connect why it’s important to get it done right, and have a process in place for holding them accountable for doing it.

Set It And Forget It

Systems require management. Many fitness business owners create a system, hand it off and forget to ever check back in on it. This is the easy path, but it also creates the biggest opportunity for frustration. At some point, if you don’t manage the person that is supposed to use the system you will find out that something is wrong. It may not be getting done at all or it could be getting done really poorly.

To avoid all that make sure that you have checkpoints in place through weekly huddles with the individual or scorecard numbers that tell you if the system is being done properly. Getting ahead of an issue is much easier than fixing it after a few months.

Too Quick To Automate

A hammer works well with nails but it’s pretty ineffective at cutting wood. Automation is a tool, and when used in the right way it can make your life incredibly easy. However, if you try to apply automation to everything it will backfire on you.

Fitness business systems shouldn’t all be automated. We are in a people based industry and should rely on people to handle some of our systems. The system should support the person that is running it so that they can do their job more effectively.

It’s really frustrating to call into a customer support line and go through all the automated selections and identifications only to end up talking to a real person 20 minutes later that doesn’t have any of that info and asks you to provide again. That’s ineffective automation, having a person answer the first time could have solved the problem quicker and resulted in a happier customer.

Trying To Create All Your Systems At Once

Here’s one that will leave you tied up for months, frustrated and doing more work than necessary! Many fitness business owners try to create their entire list of systems at one time, essentially building an operating manual for their business.

Trouble is they get so caught up trying to figure out every last detail of what they will need that none of it ever gets implemented. You end up with a 100 page manual that’s pretty worthless.

Instead try tackling one system at a time. Build it, train your team on it, optimize it and manage it. Then move on to the next system. This will act like compounding interest for you as the business owner. Each system you implement will give you back a little more time to build more systems or focus on revenue generating activities.

What Systems Do You Need Right Now?

Take this quick business assessment to find out the biggest gaps in your business and identify the HIGHEST PRIORITY right now. After completing this 5 minute assessment you will have clarity on where you can apply systems to optimize your business. It’s 100% free, just complete the short form to download now.

Download Now

For Business OwnersFor Fitness ProsStage 3Videos
[ March 15, 2018 by Fitness Revolution 0 Comments ]

How To Free Up More Time For Growth

Effective Delegation For The Fitness Business Owner

As you grow your business and become more successful as a fitness pro the tasks start to pile up and you can’t get them all done effectively.  Your time should be spent on high return, revenue-generating activities, but instead, you’re tied up with simple tasks.

Delegation is the answer to your problem, but you need to do it effectively if you want to maximize your success!  This skill requires two components to be done well.  Discover how to delegate effectively and free up more of your time in this short video.



The Academy Shows You How To Delegate With Ease

ArticlesFor Business OwnersStage 3
[ March 13, 2018 by Fitness Revolution 0 Comments ]

5 Business Skills For The Fitness Business Owner

5 Skills That Will Take Your Business & Career To The Next Level

Success in the fitness industry relies on your ability to deliver great results to your clients. Over time you’ve developed skills and learned new techniques to be able to create programs and coach your clients to success.

Growing and running your fitness business, whether that’s a studio or as an Independent Contractor, also requires skill development. You can’t expect that being a great coach and trainer automatically results in business success.

Here are 5 skills that you can begin developing right now if you want to see more success with your fitness business.  

Fitness Business Owner Skill #1: Communication

Great communicators can motivate, lead and manage teams. As a business owner you’re success and growth will rely heavily on your ability to communicate with your clients, your team and your market.  

It doesn’t matter if you’re an extrovert or introvert, great communication skills need to be developed. This includes both written and verbal communication.

Solid communication can compensate, at least for a while, for not having all your systems in place and learning how to be a great manager-leader in your business.

Fitness Business Skill #2: Management

Your ability to build and manage a team will determine how fast and how large you can grow your business. You can’t do it all forever!   

Trying to avoid developing your management skills will leave you and your team frustrated. The lack of clarity and accountability will ultimately repel great team members from your business and you’ll end up with their jobs back on your plate.   

Management requires you to create structure for your team, properly train them to do their job well, provide them support when needed and hold them accountable to producing results.

Fitness Business Skill #3: Priority Management

This can be exchanged with time management, but I prefer this term. We all struggle with getting enough done in our day and have to choose what may get left undone at the end of each day or week.  

The only good way to assess what you may or may not focus your time and energy on is by learning how to manage your priorities. It’s the difference between staying busy and being productive. Busy simply means you were working, productive means you were working on the most important things.  

Using tools like the Priority Tracker and following our Annual and Quarterly planning cycles allow you to strategically select your top priority goals and keep them front and center each day.  

When you know your priorities you can filter your opportunities and develop your “no” muscle.  Saying “no” will eventually be more important than saying “yes”, but it takes time to learn how to do it effectively.

Fitness Business Skill #4: Delegation

You gotta let go!  Have you ever hired someone to do a task, got really frustrated because they didn’t do it well and then took it back because “you could do it better the first time”?   

That’s a surefire way to get burnt out and overworked!

It’s one thing to say that you delegate and it’s another to do it well. Most fitness business owners end up delegating tasks out of frustration.  You get overworked, end up buried in tasks and then decide to find someone else to dump all your “extra” work on so that you can get it off your plate.

Don’t treat delegation like a bandaid.  Delegation should be a permanent solution.

When you take a little extra time to delegate properly you can give the right tasks to the right position for good.

Fitness Business Skill #5: Accepting Coaching

Trying to figure out this whole fitness business thing on your own is difficult, maybe impossible.  You’ll need to look for some outside help to grow as a business owner and entrepreneur. That may be from mentors, coaches, books or even podcasts.

The key with any of these growth resources is being able to accept coaching and a willingness to change. Many fitness business owners who have found a little success think they can figure it all out on their own.

You might think that you need to recreate the wheel or that your business is different so it requires a more specialized solution. Maybe you choose to ignore all the signs appearing in your business telling you that you need to work on a skill that’s uncomfortable for you.

The business owners that are able to accept coaching and fail forward are able to grow faster.

Get Access Our Fitness Business Owner Training…

What if you could get your Fitness Business Owner MBA while still running your business AND do it for just $39/mo?

That’s exactly what you’ll get inside The Academy, the top rated online training program for fitness business owners.   Inside you’ll get access to our entire library of business curriculum, training modules and resources designed to make your business better and life a little easier.



ArticlesFor Business OwnersFor Fitness ProsStage 3
[ February 27, 2018 by Fitness Revolution 0 Comments ]

Building Better Systems For Your Fitness Business

How To Use the 20/80 Rule To Create Fitness Business Systems

Systems…they are like Bigfoot or a unicorn.  Every fitness business owner is chasing them, working to put them in place, but very few have actually succeeded in defining and implementing them well.   They are a mysterious component of a fitness business that seems to always be just outside the reach of most fitness business owners.

Without systems in place, you will be reliant on either doing everything yourself or hoping that your people can figure it out.  Both of those situations put you on the fast track to burn out.

There’s got to be a better way, right?

Fitness Business Systems The Easy Way

Before we dive into systems we need to address the elephant in the room…

A system is NOT JUST a checklist of tasks to be done.

Let’s zoom out really quick, okay?   Without getting caught in the details of all the checklists and tasks that must get done in your business it’s important to note the 20/80 rule.

The rule states that 20% or your actions will deliver 80% of the desired results.  It’s likely that 20% of your clients make up 80% of your profits, 20% of your program design system delivers 80% of the results you get, etc.

Every business has a set of common processes that are required for them to operate and be sustainable.   You need to get leads, sell services/products, deliver those services/products and manage your finances.   While there are many different approaches to fulfilling those process, they all must be done for a business to be successful.

The Core Processes in your business are the 20% that make up 80% of the business activity.

A few examples of these Core Processes are:

  • Marketing Process
  • Sales Process
  • Service Delivery Process
  • Retention Process
  • Accounting Process
  • Human Resources Process

Simple Fitness Business Systems Deliver Big Results

Identifying your Core Processes isn’t enough.  Now, you need to zoom in a bit closer to figure out how each of these processes gets completed or delivered in your business.  Remember, avoid creating a checklist (at least for now) and keep things really high level.  Trust me, you’ll have a lot more success by following this method.

For each of your Core Processes document a maximum of 5 steps for each.

Here’s an example of the Marketing Process:

  1. Create Your Core Offer
  2. Define Your Ideal Client
  3. Local Market Positioning
  4. Build Your Core Marketing Funnel
  5. Create Your Triple A Marketing Plan & Marketing Calendar

These 5 steps would put any business owner in a great spot to go get leads for their business.  But, it’s not a checklist or step by step blueprint for running a lead generation campaign.

Each of these 5 steps would eventually need to be broken down into smaller steps and eventually, checklists or step by step instructions would be developed and documented for each of them.   The key is not doing that until it’s absolutely needed.

Building Out Your Fitness Business Systems

If you try to build out all of your systems at once there’s a good chance you’re going to struggle through this process.  It’ll leave you stuck and frustrated with your business for a long time.  Instead, take a similar approach you would use with a client through their training process.  Complete an assessment, identify the #1 problem and then take the time to focus on creating the process that will solve that problem for good.

If you did this each quarter, and let’s say you got 2 processes and systems developed and documented in your business, that would equate to 8 big problems solved.  How would your life and business be different if you got rid of 8 big problems in the next year?

From there you can evaluate your systems each quarter to make sure that things are working the way they should for your business right now (they will never be perfect, and that’s okay).

Want help building out your Fitness Business Systems?

Trying to get this all accomplished as a business owner by yourself is a challenge.  Often times you need an experienced coach and the right set of tools to help you navigate the craziness that you experience every day and identify the biggest needs in your business.  We’d love the opportunity to talk with you and figure out if we can help you implement better systems in your business and help you get to the next level.

If you’d like the opportunity to talk with a coach here’s what you need to do:

Step 1: Download Your Fitness Business Assessment (Click The Button Below) 

Step 2: Schedule Your FREE Coaching Call 

Step 3: Implement and Take Action!!!

Get Your Business Assessment

ArticlesFor Business OwnersStage 3
[ February 19, 2018 by Fitness Revolution 0 Comments ]

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!