Hiring qualified and skilled massage therapists is essential to the success of your massage practice or spa. Expanding your massage therapy team can increase income and allow you to serve more clients. However, it’s a significant decision that requires careful consideration. This comprehensive guide provides the information to help you decide if managing a team is the right choice for you and how to navigate the hiring process effectively.
Financial Planning: Setting the Stage for Success
Before bringing on a new team member, it's crucial to analyze your budget and perform a financial analysis to understand the impact a new hire will have on your business. Outline a clear plan for how and when you will pay your new massage therapist, including percentage breakdown or hourly pay, how you will track amounts owed vs. amounts paid, and by what means you will pay your new team member. It is important to understand what you will need to make on a weekly, monthly, and annual basis in order to support them.
Policies, Procedures, and Systems: Creating a Solid Foundation
Create clear policies and procedures for your team members to reference and follow. Even processes that feel simple to you, might be complicated to someone else. Having a guide might save you both a lot of stress and anxiety. Implementing policies, procedures, and systems in your massage therapy business can be the difference between a healthy and a toxic work culture for your team. It will make your work life easier.
Marketing Planning: Attracting New Clientele
It takes time to build a new massage therapist's clientele. Once you understand how many additional clients you will need to bring in per month, you can develop a marketing strategy to meet those goals. Ideally you would create a marketing plan with the new hire in mind prior to bringing them onto the team. Consider strategies such as happy hour appointments, paid ads, updated signage, social media posts, recall past clients, or even an open house event to introduce your new team member to your neighborhood.
Hiring and Management: Finding the Right Fit
Hire Slow, Fire Fast
It may sound harsh, but it is necessary to find the right team members for your massage practice and not every person will be a fit. Take your time to interview candidates to ensure they are the best person for your team. Choosing the wrong person for the job will happen sometimes, when it does, you are only hurting yourself, your new team member, and your clients by keeping the person around. If you have tried mentoring them and they still aren't where you need them to be, it is time to move on.
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Write a Great Job Description
You will be much more likely to find the right massage therapist for your practice if you write a job description that fits your personality and business brand. Take your time to outline your expectations and boundaries so that you quickly filter out candidates who might not be aligned with your business needs. It is also ideal to include any benefits that make your business stand out as a great place to work. There are many jobs for Massage Therapists and not all of them are good places to work. By outlining how you go the extra mile for your team you are more likely to attract top talent.
Learn How to Be an Effective Manager
Many people forget that managing others is a skill set that must be obtained in order to create a work culture that massage therapists will enjoy. Check out the assessments below to see where your strengths & weaknesses are in the realm of managing others.
Massage Employees vs. Independent Contractors
It is important to understand the differences in hiring & managing Massage Therapists as contractors vs. employees.
Defining Your Needs
Before you start the hiring process, take a step back and clearly define your needs. What types of massage services do you offer, and what expertise are you looking for in a therapist?
Understanding Your Practice's Identity
Before you start outlining your needs, take a moment to understand the identity of your practice. What sets your spa apart? Are you known for your luxurious ambiance, specialized treatments, or a holistic approach to wellness?
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Identifying Core Services
Different spas and practices offer a variety of massage services, from classic Swedish massage to specialized treatments like hot stone therapy or aromatherapy. Identify the core services you provide and any unique offerings that set you apart from the competition.
Understanding Your Clientele
Every spa or massage practice caters to a specific clientele. Whether you focus on athletes seeking sports massage or individuals seeking relaxation and stress relief, understanding your target demographic is essential.
Assessing Required Skills
Once you’ve identified your services and clientele, assess the specific skills required for the job. Do you need therapists with expertise in deep tissue massage, myofascial release, or prenatal massage?
Determining Staffing Requirements
Consider your staffing requirements in terms of full-time or part-time positions. Some practices may benefit from a mix of both to accommodate varying client demand.
Evaluating Cultural Fit
Beyond technical skills, cultural fit is paramount. Outline the values and culture of your practice. Are you focused on creating a serene and welcoming environment? Emphasizing a client-centered approach?
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Defining Client Interaction Expectations
Client interaction is a crucial aspect of a massage therapist’s role. Clearly communicate your expectations regarding client engagement, communication, and customer service.
Considering Professional Development
Top-notch massage therapists are often committed to continuous learning. If your practice values professional development, highlight the continuing education opportunities you offer.
Evaluating Team Collaboration
Consider the level of collaboration required within your team. Do you encourage therapists to share insights and techniques, or do they primarily work independently?
Seeking Feedback from Current Team Members
Your current team members can provide valuable insights into the needs of your practice. Solicit feedback from therapists and staff to understand the dynamics that contribute to a positive work environment.
Crafting a Compelling Job Description
A well-crafted job description is your first impression on potential candidates. Highlight the unique aspects of your practice or spa, outline the specific skills required, and emphasize your commitment to client well-being.
Identifying Unique Selling Points
Before you start writing, identify the unique selling points of your spa or practice. What sets you apart from other establishments?
Outlining Technical Skills and Qualifications
Clearly outline the technical skills and qualifications you’re looking for in a massage therapist. Specify the types of massage techniques they should be proficient in, any certifications or licenses required, and the level of experience preferred.
Providing Insight into Your Clientele
Give potential candidates insight into the clientele they’ll be serving.
Transparency About Compensation and Benefits
Transparency about compensation is essential. Clearly outline the salary, commission structure, or any additional benefits such as health insurance, paid time off, or wellness perks. According to the Impact of Benefits on Recruitment & Retention report, competitive pay, benefits, and flexible scheduling are top priorities. If you can offer instant pay access or creative perks, you’ll stand out.
Highlighting Growth Opportunities
Massage therapists, like any professionals, value opportunities for growth. Clearly outline any continuing education programs, workshops, or certifications you offer.
Incorporating Relevant Keywords
When writing your job description, incorporate relevant keywords related to massage therapy. This helps your job posting appear in search engine results when therapists are looking for opportunities online.
Leveraging AI Tools
Leverage ChatGPT to refine your job description. Input your draft and ask for suggestions on language, tone, and any additional information that could make your ad more compelling.
Utilizing Online Platforms for Recruitment
In the digital age, online platforms are your best friend in the recruitment process. Utilize specialized job boards, such as Indeed or SimplyHired, to reach a wide audience of massage therapists actively seeking employment.
Social Media Promotion
Share your job opening on your spa’s social media platforms. Craft engaging posts that highlight the positive aspects of working at your spa and encourage your followers to share the opportunity with their networks. To recruit massage staff who are truly invested, you need to meet them where they are-sometimes that’s Instagram, sometimes it’s a local massage school, and sometimes it’s a referral from your best therapist.
Networking Within the Industry
Networking is a powerful tool in the massage therapy community. Attend industry events, join online forums, and connect with local massage schools to tap into a pool of potential candidates.
The Interview Process: Assessing Skills and Fit
Once you’ve identified potential candidates, it’s time for the interview process. Craft interview questions that assess not only technical skills but also interpersonal skills and client-centered attitudes. The interview process is your chance to separate the “good on paper” from the “great in practice.” But don’t just wing it-structure matters. Use a mix of behavioral questions, skills assessments, and practical demos.
Verifying Credentials
Massage therapy is a regulated profession, and therapists should hold appropriate qualifications and certifications. Verify that candidates have completed accredited massage therapy programs and hold valid licenses.
Evaluating Soft Skills
In addition to technical skills, soft skills are equally important in the world of massage therapy. Assess a candidate’s ability to communicate effectively, show empathy, and adapt to different client needs.
Implementing Trial Sessions
Consider implementing a trial session as part of your hiring process. This hands-on experience allows you to observe a candidate’s techniques, professionalism, and how well they integrate into your team.
Trusting Your Instincts
In the final stages of the hiring process, trust your instincts.
Extending the Job Offer and Onboarding
Once you’ve identified the perfect candidate, extend the job offer promptly. A swift response not only demonstrates your eagerness to have them on board but also prevents them from considering other opportunities.
Reiterate Compensation and Benefits
Reiterate the compensation details and benefits discussed during the interview process. Transparency is key to building trust, and a clear understanding of their package ensures a positive start to the employment relationship.
Communicate Expectations Clearly
Clearly communicate expectations regarding work hours, scheduling, and any specific policies or procedures they need to be aware of. Setting expectations up for new employees is helpful for everyone. Employment policies tell the massage therapist what is expected of them and outlines their job description so there are no gray areas.
Issue a Formal Job Offer Letter
Issue a comprehensive job offer letter outlining the terms and conditions of employment. Include details such as start date, work hours, compensation breakdown, and any probationary period if applicable.
Create a Warm Welcome Package
Create a warm welcome package that includes essential materials for their first day. This might include an employee handbook, uniform details, any required certifications, and information about your spa’s values and culture.
Facilitate Introductions
Facilitate introductions between the new massage therapist and the existing team members. This can be done through a welcome meeting, team lunch, or even a virtual introduction if remote work is involved.
Conduct Comprehensive Onboarding
Conduct a comprehensive orientation and onboarding for your massage therapist that covers all aspects of their role and the spa’s operations. This includes an overview of your services, client expectations, scheduling procedures, and any software or systems they’ll be using. Platforms like Workstream make it easy to send documents, reminders, and even training videos straight to your team’s phones. A smooth, digital onboarding process can cut onboarding time from hours to minutes.
Assign a Mentor or Buddy
Consider assigning a mentor or establishing a buddy system for the new massage therapist. Having a designated point of contact helps them navigate their first few weeks and fosters a supportive environment.
Initiate Regular Check-Ins
Initiate regular check-ins to gather feedback on their onboarding experience. This can be done through one-on-one meetings, surveys, or informal conversations. Encourage open communication and address any concerns promptly.
Integrate into Spa Culture
Integrate your new massage therapist into your spa’s culture. This goes beyond policies and procedures; it involves embracing the values and atmosphere that make your spa unique.
Legal and Ethical Considerations
Every state has its own rules for massage spa recruitment-from licensing requirements to wage and hour laws. Make sure you’re up to speed by checking the Department of Labor’s recordkeeping guidelines and your state’s massage therapy board. And don’t forget about workplace safety and anti-discrimination laws. If you’re not sure, consult a legal pro.
Determining When to Hire
Most of the experts we talked to agreed that there’s no secret formula for determining when you need to hire. “Most people just know when they need to hire,” explains Danielle Brooks, owner of Lake Washington Massage Therapy, an injury treatment clinic she runs with 11 employees. “They work long hours and find it difficult to meet the scheduling demands of their clients. The idea that the need to hire corresponds with not being able to meet client demand also holds true for employers at larger massage therapy facilities, too, such as Massage Envy. “We keep track of our missed opportunities every time we have to turn away a client,” says Rick Boden, owner of Massage Envy Spa in Orange, Newport Beach and Irvine, California. For Boden, timing is a bit of a balancing act, though. “We try not to wait until we get 100 percent booked before we decide to hire new therapists,” he says. “In addition, we must consider whether our therapists are working enough but not overworking either.
Key Factors in Hiring
Once you decide to hire, says Brooks, have a look at your business model so you have an idea of how much you’ll be able-or want-to pay an employee. First, think about how much your new employee will get per massage, and then work from there. Additionally, think about what supplies cost, as well as any administrative costs you pay, including scheduling, phones and customer service. “Add everything up to figure out what your total expense for one massage will be,” says Brooks. For Brooks, skill is almost everything. “I find that the success of a business is directly correlated with the skill level of the staff,” she says. “Hiring skilled therapists is by far the No.1 factor in whether or not their schedules will stay full. You also need to seriously consider the work environment and how well a potential employee will fit into the current culture. “Successful hiring is all about fit,” Boden explains. Brooks agrees. “Think about how they will get along with your other staff and how they will treat your clients,” she says. Education and experience are also important, Brooks and Boden say, but don’t, as some might assume, trump finding who will best fit the culture of your practice. “Education is a must, and a good student will often be a good therapist,” explains Boden. According to Boden, the bigger consideration is determining what kind of employee a person will be. “Good employees will try their hardest and work to improve no matter what level of education and experience they currently possess,” Boden explains. Massage Envy does, however, have standard entry-level requirements, which might be good to consider when you’re first thinking of adding staff to your practice. Now, if you’re just beginning to add staff, providing benefits might be out of reach for you at first. “Providing benefits is a big draw,” Brooks says. For Brooks, this practice also helps with retention. Boden says the same thing. “Benefits are huge,” he agrees. “Our therapists are human beings who often have families, and they have needs, too.
Setting Expectations and Employment Policies
Setting expectations up for new employees is helpful for everyone. “Employment policies tell the massage therapist what is expected of them and outlines their job description so there are no gray areas,” Brooks explains. For Brooks, employment policy must-haves include a description of the job duties, as well as the compensation, is agreed upon. “You should also let employees know that the position is ‘at will’ and you can let them go at any time,” she says. Brooks also suggests thinking about how you want to handle an employee’s booking schedule, particularly if you’re who handles the marketing and getting clients in the door. Consider this situation well before setting up interviews and hiring an employee, and find a solution that feels right for you and your practice. Along with clearly outlining employment policies, Boden also encourages employers to do an effective orientation to make sure new employees fully understand all of the policies. “Most employees want to do a good job, but they absolutely need to know what is expected of them in order for them to put their best foot forward,” he explains.
Termination Considerations
Although nobody really wants to think about terminating an employee, letting a therapist go may be necessary at some point. Both Brooks and Boden agree, no matter the size of your practice, there are certain things that an employer will just not be able to live with. Brooks is more pointed in her expectations. “When a therapist is not pulling their weight, whether it’s folding laundry, completing chart notes or collecting copays, it’s time to start thinking about termination,” she says. Remember, advises Brooks, your decision is about business, not a personal judgment of the therapist. “Another employee I consider for termination is the sweet employee you love but has the lowest retention rate and no matter how many new clients you bring in, they just don’t come back,” she says. The “when to terminate,” however, is personal, and you need to figure out what works best for both you and your practice. “The question that comes up for us is ‘Have we done everything possible to help this person be successful in our company?’” says Boden. Brooks also believes in the value of communication.“I find that telling the therapist what needs to improve is step one.