Determining Readiness to Hire:

Hiring additional staff in a martial arts school is influenced by two primary factors: the number of students your current resources can handle comfortably, and your financial goals.

1. Handling Phone Calls While Teaching:

The phone is a significant distraction for a lone instructor. However, there are effective ways to manage this issue:

  • Avoid Answering Machines: Prospective students want to speak to a real person, not an answering machine. Failing to provide this can lead them to call another school.
  • Professional Answering: Ensure the person answering the phone sounds professional. A visitor in the lobby should never answer the phone.
  • Use Technology: A cellular phone is an excellent option for handling calls during class and when you're away from the studio. Forward your office phone to your cell phone to ensure you don't miss important calls.
  • Quick Call Management: If you don't have a cell phone, step away from class and handle the call quickly, preferably in less than a minute. Ask the caller to call back after class or jot down their name and number to call them back later.

2. Managing Paperwork:

Modern technology simplifies record-keeping. A computer is essential in most studios, and a good database can help track student attendance, payments, and create lesson plans.

  • Professional Billing Services: Consider employing a professional billing company to handle accounts receivable. They have the necessary equipment and trained staff to make collections efficiently and save you valuable time.
  • Hiring a Bookkeeper: Think about hiring a bookkeeper to manage accounts payable and taxes. Outsourcing these functions can save money compared to hiring a full-time employee.

3. Assessing Student Load and Staff Needs:

It's not just about the number of students but also how classes are arranged. The key is to balance the amount of work you want to do versus the profit you aim to achieve.

  • Ideal Instructor-Student Ratio: Experts suggest about 150 students per instructor. Scheduling classes smartly and creating a good leadership team program are essential.
  • Maximizing Profits: Conduct business with low overhead and numerous classes. For instance, space classes correctly, limiting them to no more than 20 students and having students attend classes twice a week.
  • Hiring Additional Staff: Once you exceed 150 students, consider hiring an additional staff member who can teach lessons and assist with marketing and sales functions. Ensure you can perform these tasks yourself before teaching a staff member.

Handling Intro Lessons:

Intro lessons are crucial for convincing customers to try martial arts, but they can be time-consuming. Consider streamlining this process:

  • Single Intro Session: Offer a 20-minute introduction followed by a five-minute sales presentation. Schedule a second intro only if the student doesn't enroll after the first.
  • Class Intros on Specific Days: Hold class intros one day a week, such as Saturdays, to devote energy and enthusiasm to gaining new students.

Financial Considerations:

  • Staff Expenses: Staff expenses, including your salary, should not exceed 35% of the total school gross each month. Each new hire cuts into this amount.
  • Net Income Goals: Aim for your studio to net between 40-60% of the gross annual income. This can be challenging with paid employees but is crucial for long-term success. Consider regional cost differences, such as lower overhead in Oklahoma compared to Washington DC.

By following these tips and carefully planning your hiring strategy, you can effectively manage your martial arts school, ensure high-quality instruction, and achieve your financial goals.