4

SAFETY IN SPA
Spa’s can be hazardous places if they are not well managed. The following details
highlight some of the hazards and risks that might exist at your swimming pool or spa
pool. They are by no means exhaustive and will vary depending on your own particular
business. As a starting point use the blank sheet provided in this pack and carry out
your own simple risk assessment.
Main Types Of Hazard
Bacteria
Pathogenic bacteria and Protozoa if allowed to grow and multiply in swimming pools
and spa pools can lead to disease.
These include:
• Cryptosporidia
• Giardia
• Legionella
• Pseudamonas, and
• E coli
Managing Risk
- Apply an adequate chemical treatment system, ensure chemical parameters are
maintained within recommended limits and dosage adjusted according to the
number of people using the pool.
- ■ Test the pool prior to and after use and monitor chemical parameters regularly
(at 2 hourly intervals where dosing is controlled manually).
- ■ Ensure the ph is controlled between 7.2 and 7.8 to maintain the effective
disinfection.
- ■ Carry out bacteriological sampling at least monthly (more often if problems are
identified).
- ■ Consider closing the pool if chemical or bacteriological parameters exceed
recommendations and the water could be a health risk to bathers. Seek advice
from your EH Department. Resample until normal parameters are achieved.
 - ■ Implement a procedure to deal with faecal contamination of the water, e.g.
Clearing the affected pool area, remove as much material as possible, consider
back-washing the filters if necessary and monitor parameters closely.
- ■ Ensure all equipment is regularly serviced and maintained.
- ■ Ensure filters, are adequately cleaned and maintained.
- ■ Check equipment regularly for problems that could affect water treatment e.g.
Air locks in the automatic dosing system.
- ■ Make sure that an adequate number of staff are trained in the operation of
plant and equipment and water treatment.
- ■ Put in place an emergency callout procedure with a competent water
treatment/ pool engineering company, or alternatively adequately train staff to
deal with emergencies in-house.
- ■ Ensure there is a competent person on site at all times who can deal with any
potential problems regarding water quality, plant and equipment or other
emergencies that may arise.
- ■ Implement a procedure to regularly check, clean and disinfect the balance
tanks for the spa and swimming pool, the connecting channels and the spa itself.

Legionnaires Disease The bacteria that cause legionnaires disease live

in damp warm conditions and cause illness when sprays from
contaminated water are inhaled.
Managing Risk
- ■ Showers and spa pools produce a spray and therefore a programme of regular
disinfection of these systems should be put in place.
- ■ Water systems should be designed to avoid long stretches of pipe where water
could lie for periods of time.
- ■ Ensure staff receive adequate training in water treatment and the importance of
preventing contamination and the growth of pathogenic organisms or protozoa.
They should also be aware of the of symptoms associated with exposure to such
contamination and of what to do if they are suffering from these symptom

Chemicals
Handling chemicals can cause burns and skin irritation and certain
chemicals when mixed can lead todangerous gases being produced, which
could cause asphyxiation.
Managing Risk :
- Provide a written procedure for delivery, storage and handling of chemicals,
including instructions for dealing with spillages.
- ■ Store different chemicals so that they are separated by a distance of at least
one metre.
- ■ Install bund walls around chemical storage areas.
- ■ Clearly label chemicals and any connecting pipe work.
- ■ Do not decant chemicals to other unlabelled containers.
- ■ Train staff in the handling, storage and use of chemicals and maintain accurate
safety records.
- ■ Review the chemicals used regularly and replace them with a less hazardous
alternative when possible.
- ■ Provide staff with their own personal protective equipment.
- ■ Keep records of Safety Data sheets provided by the manufacturer.
- ■ Ensure the plant room and chemical storage area is well ventilated.
- ■ Check dosing systems to ensure they are working correctly and check the
position and operation of any ‘no flow low flow’ pressure switch

10 Tips to Consider for Safety in Spa

If you’re a spa owner or manager, you understand the importance of keeping both
customers and employees safe. Besides costing your spa business, ignoring important
safety practices can cause health problems, legal liabilities and a host of other issues.
Your spa is required to comply with federal and state regulations regarding worker
safety, hygiene and cleanliness. To avoid landing your spa in hot water, follow these 10
tips for safety in the spa.
1. Manage, Clean and Store Your Tools
Place all used tools and equipment immediately in a container labeled “soiled tools.”
Clean the used tools every day with an approved cleaning solution. This rule goes for
any spa clothing — cloths and towels too. Once cleaned, store the tools and equipment
in clean, clearly labeled containers. These containers should only be used for tools, not
pens, markers or paper.
2. Understand the Difference Between Disinfection and Sterilization
Disinfection is a surface treatment intended to kill microorganisms that can cause
disease. Equipment and surfaces should be wiped down with a U.S. Environmental
Protection Agency-approved disinfectant after each client. Sterilization destroys all
microbial life. An autoclave should be used between treatments to kill off bacteria, fungi,
spores, and viruses. Be sure to check your state guidelines to ensure you are properly
disinfecting and sterilizing.
3. Consider Spa Design
Your spa’s design should provide customers and workers with a pleasant, functional
space. It also needs proper ventilation and utilities. For example, you should install two
sets of air vents: one to bring in air, and one to expel it. The latter ensures fumes from
treatments and cleaning agents do not pervade and sit in the room. Each treatment
room also needs adequate electrical outlets to accommodate equipment and
computers.
4. Insist on Hygiene
Gloves and handwashing are part of the proper safety precautions for massage therapy,
styling and skin treatments. Workers who may come into contact with blood, mucous or
other bodily fluids must wear gloves and dispose of them properly.
5. Use Disposable Items
Single-use items help prevent contamination and protect customers. From paper towels
to hairbands, cotton pads, gloves, makeup sponges and tissues, single-use items need
to be disposed of in sealable bags.
6. Post the Rules and Laws
Employers are required to post certain items about worker safety, and also must display
the components of any in-use chemicals at the facility. Safety data sheets contain
important information about every skin-care product and cleaning solution. Make sure
these rules and laws are visible and easy to find in your space!
7. Know Your Hot Tub Safety Rules
Be sure to monitor your hot tubs to maintain the proper ph levels, and keep an adequate
amount of sanitizer in the water. You have a clearly visible hot tub safety rules sign that
notes that people with certain medical conditions should avoid the tub, that glass and
ceramic containers are prohibited, and any requirements for customers before and after
using.
8. Adhere to Nail Safety Guidelines
Spa employees should not work on any customer with obvious signs of nail fungus.
They should use clean tools to remove skin callouses, and push back cuticles instead of
cutting them.
9. Sharpen Your Pencils
Makeup professionals should sharpen and wipe down all makeup pencils before and
after working on each client. Items used on a customer’s nose, mouth, face or mouth
should be discarded or disinfected.
10. Do Not Double-Dip When Waxing
During hair removal procedures, skin is much more vulnerable, making infections more
likely. Proper hygiene is important during waxing or other procedures. While wax is hot,
is not hot enough to kill microorganisms. Employees should wash their hands with hot
water and liquid antibacterial soap after each customer.
In summary, your spa should focus on safety in the following areas:
- Cleaning, disinfecting and sterilizing equipment and surfaces
- Ventilation and spa design
- Employee hygiene
- Providing safety information to employees and customers
- Services provided, including hot tubs, nail care, makeup and hair removal

10 Spa Safety Tips, Exclusively From Deedee Crossett

Ten Things Spas Can Do to Maintain Sanitary Conditions
1. Wash hands before every service and announce it to your clients. After you speak
with them and before you start touching their skin say, “I’m going to wash my hands so
we can get started." It’s obvious to you as a spa professional; however, communicating
it will show the client that you are practicing basic sanitation guidelines. Linen or cloth
towels should only be used when each client can have their own towel. Paper towels or
hand air dryers are more sanitary then all the clients using the same hand towel to dry
their hands.
2. Post valid licenses in a place where clients can see them. In some states, you are
required to post them in the reception area or in the treatment room. Make sure that
they are posted and not expired.
3. Wax pots should always be clean and free of debris. They should be covered. A wax
stick should NEVER be sticking out of the pot even if it is to just test the wax; throw it
away. No double dipping.
4. Keep clean tools in a closed, clean container. For example, put tweezers in a clean
box or zip lock bag labeled "clean." If you are using a drawer on your facial trolley as
clean storage, it should be labeled "clean." It should also only contain clean implements
to be used on a client. Mixing tips, pens and a client's traveler creates an unsanitary
environment. Clean linen should also be kept in a closed, clean container labeled
"clean."
5. Soiled tools should be cleaned immediately or place in a container marked "soiled." If
you have six facials in a day, have six mask brushes and six sets of tweezers. Put the
tools in a container marked "soiled tools" and clean them at the end of the day. Just
keep them separate from the clean tools. The pocket of your esthetic jacket is not a
clean, closed container. Soiled linen should be placed in a closed container marked
"soiled linen."
6. After every client, wipe down all the equipment with a U.S. Environmental Protection
Agency (EPA)-registered disinfectant. Read the manufacturers directions; most of the
EPA sprays and wipes should air dry for 10 minutes.
7. Makeup precautions. Sharpen and wipe makeup pencils before using them on each
client and do the same before you put the pencil away. Anything used around the eyes,
nose or mouth should be disinfected or thrown away. Avoid doing makeup on a guest
with a fever blister or open sores. UV sterilizers are not recognized in most states as an
approved form of disinfection.
8. Foot spa precautions. If you are using a pipeless foot spa system, then you will just
need to soak the disinfectant in the spa tub for the required time according to the
manufacturer’s directions. If it is a piped system, you will need to run the disinfectant
through the entire system; just soaking the tub will not kill any microbacteria in the
pipes. (This includes all of your hydrotherapy tubs.) Also, nail files should be one per
client.
9. Illegal tools. Illegal tools and implements should not be used or found in your
establishment.
10. Three staples. Everything you use on your clients should be one of three things:
Laundered per your state’s requirements, cleaned with an EPA-registered disinfectant
(bleach is not an EPA-registered disinfectant); or thrown away (i.e. Spoolies, wax sticks,
cotton swabs, sponges and nail files).

Here are 10 fast safety tips to consider as your review your spa and salons safety
measures.
1. Spa Design
The design of your spa or salon isn’t just about creating a relaxing luxurious
environment for your clients and staff — it must be constructed and equipped with
safety in mind.
A healthy, ventilated work space will assure a healthy aesthetician and healthy clients.
Whether you are a spa or salon owner, a member of the staff, or a consultant, the
following are the most important features to look for in a treatment room or area.
Size: The treatment room or area should be at least 80 square feet (8 X 10) to insure
proper movement of the aesthetician in the space. Neither the professional nor the
client should ever feel cramped.
Proper Ventilation: The Occupational Safety and Health Administration or OSHA
provides important guidelines for ventilation in regards to nail service rooms or areas, as
well as use of formaldehydes in hair care, but proper ventilation is also key for the
health of the skin care practitioner as well as the client.
- Fumes from skin care treatments, as well as cleaning and disinfectant materials
must be properly eliminated.
- Air vents must be present in the room, providing both input and output of air. This
means two separate vents.
- Vents must be properly functioning and calibrated for two or more people within
the room.
Electrical Outlets: With the use of more and more electrical machines as well as
computers within the treatment room, the proper amount of electrical outlets, with
subsequent appropriate electrical service capability, is essential to the proper
functioning of the treatment room or area. Treatment rooms should have a minimum of
four separate electrical outlets.
Do not use extension cords or multiple plug appliances, as these can overheat and
become a fire hazard. Be sure that all wires are not in either your way or in the way of
the client.
2. Ergonomics
The room setup should be comfortable for the technician to avoid strain on the hands,
body, and back.
Facial tables and stools:
- Adjust the facial table height, if possible.
- When setting up, remember to align the stool with the facial table for the correct
height and position for performing services.
- The technician’s feet should be flat on the floor, and hands should be below
chest level.
Arrange the supply cart or counter as close to the facial table as possible.
3. Disinfection vs. Sterilization
Disinfection is the treatment of a surface to destroy potentially disease-causing micro-
organisms.
Sterilization is the process that destroys all microbial life.
A wet EPA-registered disinfectant must be located in each treatment room for
disinfecting tools and equipment and all implements must be thoroughly cleaned before
being placed in this disinfectant solution. It’s important to note that an ultraviolet (UV)
sanitizer unit does not disinfect tools and is only used for storage.
4. Disinfecting Equipment and the Treatment Room
Guidelines for proper disinfection, cleaning and sanitation should be posted in several
areas of your salon and spa. Keep a protocol of proper procedure in each room and
clean and disinfect after each use using the following procedure using a state regulated
disinfectant or 70% isopropyl alcohol solution. Also, change the high-level disinfectant
solution in the container according manufacturer’s directions.
Disinfection Checklist:
- Properly dispose of used supplies in closed lid trash can.
- Turn off the table warmer if used.
- -Clean the wax machine and turn it off and unplug at the end of the day.
- Disinfect the steamer and magnifying lamp.
- Disinfect the bottom tray and the inside of the towel warmer after removing all
used items.
- Disinfect any other equipment used, and turn it off.
- Clean all containers, and wipe off dirty product containers with a disinfectant.
- Clean all counters, sinks, surfaces and floor mats with disinfectant.
5. Gloves and Hand Washing
OSHA requires that gloves be worn when there is a reasonable likelihood that hands
will be in contact with blood, mucous, non-intact skin (such as open acne lesions)
possibly contaminated items or contaminated surfaces.
Gloves
Should be properly put on and worn during treatments and during cleaning and
disinfection, removed properly, discarded in a closed receptacle and followed by a
thorough hand washing.
What to look for in proper gloves:
- Proper fit. If too loose, you will not be able to perform the facial or body
procedures correctly.
- Proper material. Because of the increase in latex sensitivities both in the
esthetician and client, opt for vinyl gloves.
- Non-powdered. Studies show that powdered gloves actually absorb the
infectious microorganisms rather than block or repel them.
Hand washing
Frequent proper hand washing is the first and most essential preventative measure to
control and prevent the transmission of germs.
Wash your hands in antibacterial soap for sixty second before and after every client
contact.
6. Disposal of Potentially Infected Material
OSHA regulates proper disposal of any item containing blood or other bodily fluids as
well as sharp objects such as lancets. Be aware of your state regulations as well, as
some states do not allow lancets to be used during facials. If lancets are permissible,
they must be disposed of after every use in a specific disposal unit called a sharps box.
Other items such as cotton or swabs must be disposed of in a biohazard container if
they have been in contact with blood or other bodily fluid or material.
7. Use and Proper Cleaning of Autoclave for Sterilization
An autoclave is a sterilizer for implements that completely kills all microorganism
including bacteria, fungi, viruses and bacterial spores. An autoclave sterilizes by
providing pressurized steam. All reusable implements need to be sterilized in between
treatments. If you do not have a sterilizer or autoclave, you should not use re-useable
implements.
Proper cleaning, maintenance and testing of your sterilizer are important to assure
proper sterilization and fulfil state regulations. Some states require a weekly testing
with state regulated materials.
**Check with your state boards to ascertain what is required.
Follow your sterilizer’s manufacturers’ guidelines for daily, weekly and monthly cleaning
and maintenance to assure the machine is working at optimal level. Lack of
maintenance can cause high and frequent repair costs. A lack of maintenance will also
lead to deterioration and excessive wear of the contents being sterilized.
8. Use Disposables
Using disposable items is the best way to ensure proper hygiene. Single-use items are
disposable and can only be used once. This supply usage depends on your facility and
may include the following:
- Paper towels.
- Client headband to protect the hair and hold it out of the way.
- Personal Service Towels to drape clients and to keep work area clean.
- Sterile cotton 4″ × 4″ pads or single-use sponges to remove product from the
skin.
- Sterile gauze squares for use with certain facial treatments.
- Sterile cotton pads for cleaning and for product application.
- Medical grade tissues that do not contain fragrance or dyes for blotting the face.
- Sterile cotton swabs for performing extractions. These can have wooden handles
for extra strength.
- Makeup sponges for applying makeup post procedure and for applying produce.
 - Disposable vinyl or nitrile gloves.
- -A sealable plastic bag for proper disposal of single-use items (not sure if
needed).
- Lancets see state regulations for extraction rules).

Appropriate handling of single-use items involves the following:

- Soiled items such as gloves and extraction supplies must be placed in a covered
waste container.
- While in use, single-use items must be placed on surfaces that can be
disinfected or disposed of, such as a paper towel.
- Disposable extraction lancets go in a biohazard/sharps container.
9. SDS Sheets
Safety data sheets, or SDS, are informational forms regarding every skin care product,
both retail and professional, used in the salon which includes the product name, product
code, ingredients, relevant use of substance (cosmetic/skincare), restrictions on use (for
example: on skin as directed on product label) and details of supplier of product and
address, emergency contact information, such as a phone number of the manufacturer.
SDS sheets also give details such as the identification of any hazardous substances,
precautionary statements, first aid measures, accidental release measures, proper
handling and storage. SDS sheets should be kept in a binder or on the computer within
the treatment room for easy access in case they are needed. Although skin care
ingredients are fairly innocuous, standard procedure requires these sheets also provide
information on exposure control, physical and chemical properties, stability and
reactivity and toxicological, ecological, disposal and regulatory information, both
national and international.
10. Waxing Procedures
Proper hygiene is extremely important during waxing. Skin is more susceptible to
infection during waxing as the hair is removed and the follicles are opened.
With waxing, the following protocol should always be implemented:
- Wash hands before and after each client. Use liquid anti-bacterial soap for at
least 10 to 15 seconds.
- Use gloves to ensure your safety and the safety of the client. Use non-latex
versions and make sure they properly fit.
- It goes without saying, but must be said again. NO DOUBLE DIPPING!
 - -All non-disposable instruments must be sterilized in a sterilizer or autoclave
before and after treatments. This includes metal spatulas, tweezers and body
brushes.
- Disposable items must be kept in a closed environment near the waxing station.
- Each treatment requires a fresh disposable sheet, towel and paper covering.
- Clean and dust the treatment room each evening before going home.
- Remove all wax residue from the floor, trolley and pot.
Remember:
- Wax won’t kill bacteria — Although the wax pot is getting warmed and liquefied in
a heater, the temperature is not to the degree which will kills germs and bacteria.
Proper temperature to kill all bacteria is 100 degrees Celsius or 212 degrees
Fahrenheit, far too hot to apply to the skin without burning.
- You must keep a sanitary environment and instruments — Federal law states
that “everyone should be considered as contaminated and that service providers
who are occupationally exposed or have potential to be are required to use
preventative measure to prevent cross contamination (For more details visit
OSHA)

FUTURE DEVELOPMENT IN SPA

Health and safety is an integral part of managing the workplace and shouldn’t be treated
as a stand-alone system. Minimizing and preventing work-related injuries and illnesses
isn’t just a legal requirement, but essential to cultivating a safe and productive working
environment. Here’s 9 proven ways to get your health and safety up to scratch.
[Link] a health and safety officer
As a small business owner, improving your health and safety management at work can
be a drain on the little time you have. IMSM recommends that best practice in your
workplace would be to appoint a health and safety officer to be responsible for the
health and safety of the organisation. This way, you can share the workload and ensure
there is another person responsible for making sure the project gets completed.
However, this is not a requirement for ISO 45001 certification, and is up to you to
decide.
2. Create a plan for your health and safety management system
For the purpose of practicality, it would be beneficial to create a plan for your health and
safety management system, using IMSM’s ISO 45001 handbook for guidance. As part
of this plan you should:
- Identify potential workplace hazards through inspection and revision of previous
incidents.
 - Set objectives and targets, and benchmark your performance with other
workplaces and organisations before implementing a schedule for future safety
checks.
3. Seek employee input
Open communication by asking your employees: In practice, what works (and what
doesn’t)? What are their concerns? What do they want to see improved? For small
businesses in particular, consider the ways your workplace is unique, and what specific
challenges apply to your business.

4. Perform risk assessments

Be realistic in identifying the potential hazards most likely to cause injury or harm.
Evaluating the effectiveness of the controls you already have in place is key, but you
must also measure the effectiveness of future controls. Health and safety is beyond just
likelihood of injury – think about health problems that could develop in the workplace, for
example, exposure to radiation. Additionally, make sure you consider financial risks as
well as physical.
5. Train your employees
Reinforce understanding of risks and control measures, and eliminate any confusion
that may arise. For example, teach your employees how to respond to emergencies and
what procedures must be followed should one occur. The safest and most efficient
employees are adequately prepared for challenges, both large and small.
6. Provide a written health and safety policy
A written health and safety policy is a legal requirement for companies with five or more
employee. This will not only identify the risks, but explain what you as an employer will
do to protect employees from these risks, anticipating mistakes before they occur and
providing a viable solution. This information must be easily accessible to your
employees.
7. Measure performance in action
Once you have your health and safety policy, it is a good idea to review the functionality
of your controls and standards in real-time. Learn from your mistakes should things go
wrong and amend your policy if necessary. It’s also essential to lead by example in
order to inspire others to do the same.
8. Vigilantly maintain records
It’s easy to get complacent once your policy is in place, but it’s vital to record any
incident, large or small, when they occur. This includes first aid, internal and external
inspections, investigations, and any formal training. Identify recurrences and trends for
any future adaption of your policy.
9. Get ISO 45001 certified
Take your health and safety management to the next level by becoming ISO 45001
certified. ISO 45001 is the new global health and safety certification and an international
standard for best practice in the workplace. If you want the most efficient health and
safety management system that not only puts employee safety at the forefront, but also
allows better managerial oversight and can even lower insurance premiums, then ISO
45001 may well be the right investment for you.

Strategic Planning starts with the end in mind

It is a disciplined, yet agile action plan carried out by management that includes
collecting data and using that data to make informed choices that will strengthen
business operations. It helps you identify your core values, the vision you want to
ensue, where you can make a difference, and what you will have to do to succeed at it.
It allows you to then observe which of those desired values are currently in practice, and
which need to be modified or restated so that they align with your vision.
Although the process of clarifying and executing your strategic intent may be a systems
approach, it is also about applying your intuition and creative brain to finding new
directions and growth opportunities for your company. Effective organizational
leadership has always demanded that we listen, learn and adapt well to change, but
today, new technologies and global pressures have increased in scale and at such
speed, that we are forced to be more nimble-minded than ever. We can never again
live our business lives assuming that tomorrow will be the same as it was today.
Your goal is to complete a new strategic plan each year and update it monthly, or
whenever you have new data to input. There are many different directions you can take
to reach your desired destination, but remember that our changing business climate will
undoubtedly shift your pathway, numerous times. As a leader, you must become
experimental and agile, conscientiously listening and hearing with ever-increasing
frequency.
Our Unpredictable World makes Normalcy an Illusion
We have to be prepared to abandon long-held assumption of what's normal and learn a
more dynamic, adaptive approach to business success. This is a manager's primary
objective and possibly the most important thing you'll have to learn. Your responsibility
is not to work 'in' the business; it's to work 'on' the business. Unless there is absolutely
no other possible alternative, you should not be working behind the reception desk,
conducting a service in the treatment room, or stocking inventory. You must be a leader
with presence, yes, and being a hands on manager is admirable, but these two soft
skills must be carefully balanced with your demanding hard skills. That means ensuring
your strategic plans are in place, moving diligently and methodically towards your goals.
Make it a Living Document
It's also important to consider that any plan that goes into a drawer, is useless. Strive to
make it a living document with 'capable' results, and keep it in front of your staff! Don't
be afraid of anyone on your team challenging conventional wisdom. Saddling a
business with archaic business strategies and unworkable plans is a death sentence. A
functioning strategic plan is fluid, and even 'tentative' in some respects, because of the
need for regular testing, validation and proof that you are still on the right track.

10 Steps to Clarifying your Strategic Intent

Your Strategic Plan doesn't have to be a 100 page dissertation, but it does require that
you dissect pertinent data so that you can articulate your vision. Here is a basic outline
of the contents you may want to consider including, as you turn your vision into a plan.
Every single one of these steps is covered in detail, in our New Edition Online Spa
Management Course of Study, coming soon.
1. Management/Executive Summary- A summary of who is in charge, grounds the
plan and assigns accountability
2. SWOT Analysis(Strengths, weaknesses, opportunities and threats). This will reveal
your best directions for growth
3. Industry Analysis- Know what the industry is doing now, including current growth
stats and growth opportunities
4. Competitive Analysis- Know your current competitive advantages to find ways to
develop even greater advantages
5. Target your customers- Identify your best prospect's wants and needs so you can
achieve your best ROI on all initiatives
6. Marketing Plan- Define how you will attract new prospects and most importantly,
convert them into paying customers
7. Financial Projections- Forecast how many new customers you'll need to generate
the revenue needed to achieve your goals
8. Compile data and evaluate results- Current and historical data collection, coupled
with studying and recognizing patterns, will provide you with good coverage of the facts
9. Identify your goals- First identify your longer-term, 5 year future goals. Then set the
short-term, 1 year goals that will enable you to meet them. Continue to work on this
'backwards' pathway to ensure you stay on target. This methodology allows you to
adapt your plan as you observe changes in the business environment
10. Make your Statement- Turn your values and visions into goal statements. Ensure
you and your employees know your 'elevator pitch' and aren't afraid to use it!

10 Steps to Organizing the Structure of your Plan

This is assigning specific strategies and tactics to your plan of action
1. Map out your initiatives- When will each project start and who will lead the charge?
2. Identify the ground rules and policies- To stay on track these will need to be in
writing and re-stated verbally on a regular basis
3. Develop approval processes - Although management/executives ground the plan
and hold accountability, you may assign tiers of responsibility for approvals
4. Set Indicators: Decide which KPIs will be tracked to best monitor the success of the
plan ongoing
5. Determine major and minor players involved- Identify the types of people and
professionals you'll need to have onboard, or bring onboard, to achieve your goals
6. Identify your allies- Decide how they can/will participate. Building a network of
support staff and allies to help carry your organization is a key part of your strategic plan
7. Define resources needed- Both human and financial. Processes need to be
performed by capable humans, which requires budgeting
8. Information handling - Decide on how information will be collected, compiled, tallied
and analyzed
9. Establish evaluation processes- Including KPIs, milestones and employee
performance
10. Understand negative implications - Consider consequences of failure and even
the need for a Plan B.
Creating and following a strategy is essential to business survival, let alone success.
Without a strategic plan, it is easy to get complacent and to fall behind the competition.
Alternatively, you may spread yourself too thin by trying to do everything, even if it does
not make sense for your salon or spa.
Business and Industry Analysis
The first step in building a strategy is to gain insight on your company, your competition,
and the environment in which you operate. In The Art of War, Sun Tzu says:
So it is said that if you know your enemies and know yourself, you can win a hundred
battles without a single loss. If you only know yourself, but not your opponent, you may
win or may lose. If you know neither yourself nor your enemy, you will always endanger
yourself.

A SWOT Analysis, which identifies strengths, weaknesses, opportunities and threats,

will help you in this stage.
STRENGTHS AND WEAKNESSES
These are the elements that you have a direct influence on and can change. Strengths
include how you differentiate yourself from competitors whereas weaknesses are the
things that hold you back.
Think about your salon or spa's processes such as appointment scheduling, service
provision, payment processing, client follow up, inventory tracking, marketing, and
performance reporting. If you are unsure about some of your strengths and
weaknesses, survey some of your clients and ask them what they love about your
business and what they would change if they could.
OPPORTUNITIES AND THREATS
To see the full picture, consider the aspects beyond your control such as competition
and market trends. An area to focus on is your existing and potential clients. What
trends or products do they want? Are their purchase behaviors changing? For example,
are more clients doing their nails themselves instead of visiting your salon? A potential
threat can also be changes to regulations such as Tennessee's licensing requirement
for shampooing hair.
Creating an Action Plan
Now that you have identified these factors, where do you go from here? Thoughtfully
craft strategies to grow your business. How can you further develop those strengths to
push away from the competition? In what ways can you turn those weaknesses into
strengths, or at least to pull them on par with your competition? How might you be able
to take advantage of those opportunities and mitigate those threats?
When deciding what actions to make, carefully consider any consequences. Depending
on your business's current situation, you may not want to make any sudden and drastic
changes in fear of alienating existing clients. Instead, you may want to slowly roll out
changes or to consider alternate strategies to achieve the same goal.
EXAMPLE: SALON ABC'S ACTION PLAN
Salon ABC's clients often rave about their stylists' knowledge and service. To
encourage team members to continue providing exceptional service, the salon can
reward its employees. The salon can also offer additional education and skill
development to its staff in order to reinforce its reputation as one of the best in the
business. Despite their reputation, Salon ABC is losing potential clients by only allowing
cash or debit payments. By making the simple adjustment to accept credit cards, it will
be able to increase their clientele and, ultimately, their sales revenue.

Over the years, Salon ABC's clients have primarily been female. However, there is now
a growing demand from men in the area for upscale salon and spa services. Thus, there
is an opportunity to appeal to a new demographic by offering services like men's
haircuts and straight razor shaves. To prevent any disruption to the female clients, the
management team may choose to find a nearby location to serve men instead of
adapting its current location to serve everyone.
Due to the growing overall demand, a new competitor has set up shop a block away
from Salon ABC. Because of this threat, Salon ABC can offer its clients free WiFi and
beverages to further improve the client experience.
Measurement
Results will not happen overnight, so stick to the path you set. In order to determine
success, use your original data and analysis as a benchmark and continue to track
performance as you implement your strategy. Have courage to try new things and to
make tweaks along the way to find what works best for your business.
To help you track and analyze data, Insight Software gives you access to over 80
reports and graphs. In addition, follow up with clients and get feedback with Insight's
automatic emails and text messages.