Spa Marketing Made Easy Podcast: Episode #417 - Can You Afford to Hire for More Support?

Host: Daniela Woerner, Licensed Aesthetician
Release Date: January 20, 2025
Podcast Description: Spa Marketing Made Easy Podcast shares simple, proven strategies tailored for spa industry professionals, aiming to help you attract more clients and create a fulfilling life.

1. Introduction

In Episode #417 of the Spa Marketing Made Easy Podcast, host Daniela Woerner delves into the sensitive yet crucial topic of hiring additional support for spa businesses. Recognizing the emotional and practical challenges spa owners face, Daniela offers actionable insights and strategies to help listeners evaluate the necessity and benefits of expanding their teams.

2. The Overwhelming Reality of Running a Spa Alone

Daniela begins by empathizing with spa owners who juggle multiple roles within their business:

"You're not just the CEO. You are wearing all the hats... provider, front desk, marketing team, ads manager... it’s no wonder that you feel overwhelmed."
— Daniela Woerner [01:12]

She highlights the common struggle of balancing business responsibilities with personal life, emphasizing that many spa owners reach a point where doing everything alone leads to burnout and impedes business growth.

3. Common Concerns About Hiring

Daniela identifies and addresses the primary reasons spa owners hesitate to hire additional help:

a. Financial Worries

"Can you afford it? Plain and simple. So you might not even be paying yourself consistently."
— Daniela Woerner [01:45]

Spa owners often fear the added financial burden of payroll, especially if their own income is inconsistent.

b. Quality Control

"Can someone else do it as good as you? [...] With proper training and leadership, you can find people who can not only do it as good as you, they're actually better than you."
— Daniela Woerner [02:15]

The concern about maintaining high-quality service is prevalent. Daniela reassures that with the right training, new hires can meet or exceed existing standards.

c. Time Investment

"Most problems are going to come down to time or money. [...] We need some serious time blocked out of our schedule to train them appropriately."
— Daniela Woerner [02:50]

The time required to hire and onboard new employees can be daunting, adding to the initial reluctance.

d. Self-Belief and Leadership

"You might be a people pleaser who doesn't like conflict. [...] Receiving critical feedback just seems far scarier than the known chaos and overwhelm that you're currently in."
— Daniela Woerner [03:25]

Personal insecurities and the fear of relinquishing control can hinder spa owners from taking the necessary steps to expand their teams.

4. Virtual Assistants: A Viable Solution

To mitigate these concerns, Daniela introduces the concept of hiring Virtual Assistants (VAs) as a lower-risk alternative to full-time employees.

a. What is a Virtual Assistant?

"A VA is someone who works remotely. They specialize in handling tasks that take up time but don't necessarily require hands-on presence."
— Daniela Woerner [04:30]

VAs act as behind-the-scenes partners, managing administrative and repetitive tasks to streamline operations.

b. Benefits of Hiring VAs

• Cost-Effectiveness:

  "VAs typically charge by the hour or by kind of a block of hours... five to six dollars an hour flat rates, like from $250 a month for a block of hours."
  — Daniela Woerner [05:10]

• Time Zone Advantages:

  "Our days and nights are switched. We have about a 12-hour time difference. [...] you can assign a task at the end of your day and wake up and have it done."
  — Daniela Woerner [06:00]

• High-Quality Talent:
  Daniela shares her positive experience with VAs from the Philippines, noting their expertise and the mutual benefits derived from the arrangement.

c. Roles VAs Can Fill in Spas

• Administrative Tasks:
  Managing emails, scheduling appointments, client communications.

• Social Media Management:
  Creating and posting content, engaging with followers, running ads.

• Inventory and Vendor Coordination:
  Ensuring supplies are stocked and managing relationships with vendors.

• Customer Support and Follow-Ups:
  Handling client queries and maintaining customer relationships.

"We have our podcast editor, our graphic designer, and our biz ops assistant. [...] think about having a graphic designer on hand for spa menus, minor website updates, social media graphics."
— Daniela Woerner [07:45]

d. Cost and Efficiency

Daniela emphasizes the financial and operational benefits of hiring VAs, particularly from the Philippines, where favorable currency exchange rates make their services highly affordable without compromising quality.

5. Practical Steps for Evaluating the Need for a Virtual Assistant

Daniela introduces a practical exercise to help spa owners assess whether hiring a VA is a worthwhile investment:

a. Time Tracking and Task Categorization

"For one week, I want you to do a time tracker. Document every single thing that you're doing for one week in 15-minute intervals."
— Daniela Woerner [09:00]

Spa owners are encouraged to meticulously track their daily activities to identify time-consuming tasks that could be delegated.

b. Categorizing Tasks by Value

"Group the tasks that you don't necessarily have to do and add up how much time that actually took you."
— Daniela Woerner [10:30]

By categorizing tasks, owners can determine which activities are low-value and suitable for delegation.

c. Calculating Return on Investment (ROI)

"If you have a virtual assistant and we'll just say $6 an hour times 13, that is $78. So the question is, if you had 13 hours per week of time back, would you be able to generate $78 in those 13 hours?"
— Daniela Woerner [11:30]

This exercise helps quantify the financial benefits of hiring a VA, demonstrating that the investment can quickly pay off.

6. Additional Resources and Opportunities

Daniela offers several resources to support spa owners in their hiring journey:

a. Free Educational Webinar

"Our attorney Karen is hosting a free educational webinar that is covering the differences between employees and contractors... January 28th."
— Daniela Woerner [04:50]

This webinar provides legal insights tailored to spa owners, helping them make informed decisions about hiring.

b. $97 Hiring Course

"We do have a $97 course that walks you through how to find a top-notch VA in the Philippines."
— Daniela Woerner [08:00]

For those seeking a structured approach, this course covers job postings, interviewing, and managing the hiring process.

c. Upcoming Masterclass

"We're going to be hosting a live masterclass on February 10th... incorporating AI with our virtual assistants."
— Daniela Woerner [09:50]

This masterclass explores advanced strategies for maximizing efficiency and profit through team optimization and AI integration.

7. Encouragement and Community Support

Daniela concludes the episode by encouraging spa owners to take incremental steps toward hiring and emphasizes the importance of community support:

"Dip your toe in the baby pool. Hire a virtual assistant. It's a contract position. It's a lower level of risk."
— Daniela Woerner [14:30]

She invites listeners to join the Spa Marketing Made Easy Facebook group, a vibrant community offering weekly marketing tips, goal-setting sessions, a business book club, and a network of like-minded estheticians dedicated to business growth.

"You’ve got this. Just go little by little and take a deep breath."
— Daniela Woerner [15:20]

8. Conclusion

Episode #417 serves as a comprehensive guide for spa owners contemplating the expansion of their teams. Daniela Woerner effectively addresses the emotional and practical barriers to hiring, presents virtual assistants as a viable and cost-effective solution, and provides actionable steps and resources to facilitate the hiring process. By fostering a supportive community and offering valuable educational materials, Daniela empowers spa professionals to enhance their operations, reduce burnout, and achieve sustainable business growth.

Key Takeaways:

• Assess Your Needs: Track and categorize your tasks to identify areas where support is needed.
• Consider Virtual Assistants: VAs offer a flexible, affordable solution to manage administrative and repetitive tasks.
• Leverage Resources: Utilize webinars, courses, and community support to navigate the hiring process effectively.
• Invest in Growth: Delegating tasks allows you to focus on high-value activities that drive revenue and foster business expansion.

For more insights and to connect with fellow spa professionals, join the Spa Marketing Made Easy Facebook group and explore the resources available on Daniela Woerner’s website.