How to Harness the Power of Your Hours Report

I’ve been a fan of Bodywork Buddy (BWB) for a long time. Because I knew of many of the features they offered, I hopped on board on December 31, 2012. This gave me the opportunity to start fresh in 2013, enabling me to view current up-to-date reports right from the beginning of the year.

While there are a ton of features to list, one of the things I’m most impressed about is owner Cindy and Berin Iwlew’s willingness to not only listen to what their users suggest, but to thoughtfully respond with positive action.

Cindy and I have both been massage industry for a long time, about 20 years for each of us. In fact, she’s the one who originally turned me on to online scheduling, long before Bodywork Buddy began.

There were many limitations of that option and virtually no reports you could run. Many companies at that time also had programs you could purchase and download onto your computer, but you’d have to have that computer with you to schedule or add in any comments or SOAP notes.

Finding the same limitations that I did but with Berin’s prowess in programming, the Iwlews set out to give massage therapists an online solution. Not only would it have the same features as other programs, but they added in everything Cindy had on her wish list.

I loved the idea from the get-go. The only reason I didn’t hop on board sooner was that BWB required internet, which I didn’t have at my office at the time.

Today I’ll just talk about my favorite new cool feature, the Hours Report.

One feature they’ve added recently is super cool-reporting of how many hours you’ve completed in each style and session length of massage you offer. I think I was the first one who promptly ran a report and posted it on Facebook!

You can run in for the current year, any year you’ve been using BWB or a total of all years. Your most popular sessions will begin at the top and work your way down. In my case, I had a price / name change, which is why it shows 2 different items that appear to be almost identical.

When you go into your BWB back it, it looks something like this:

I had never kept track of my massage sessions before. Because I specialize in Ashiatsu and heavily promote that, I knew that my 90 minute session would be at the top of the list. Interestingly, I had no idea that my 2 hour sessions outweighed my 60 minute massages.

Knowing how many hours you’ve performed a massage can show proof of expertise to anyone else that you have plenty of experience in your field. When people ask what kind of experience I have with barefoot massage, I can say, “In the last 4.5 years, I’ve actually spent 2074 hours getting paid to do ashiatsu on my clients!”

If you have a modality that you love doing but isn’t near the top of what you actually have been doing, it’s a fantastic way to come up with a promotion so you get that service up at the top of the “hours you’ve massaged list”.

Another thing you can discover is your number of hours you average per week. Simply take the total number listed at the top of that year’s report and divide by the number of weeks so far in the current year. *Update: this is now a feature that automatically shows the average at the bottom of the dashboard. Yah, no math required!

If you’ve been with them for a calendar year, just run the report and divide by 52.  You can see trends from year to year as to how your business is growing. Or perhaps it stays steady because you have a lot of regular clients.

Whether you view this report as just a fun “thing” or you use it to detect patterns and trends in your business, this feature is a hit in my book.

 

About the author:

Mary-Claire Fredette has been practicing the art of ashiatsu for 15 years and is a Co-Creative Force at the Center for Barefoot Massage, where they offer continuing education to LMTs who want to learn the skill of barefoot massage.

She lives in Cincinnati and co-owns Affinity Massage Studio with her husband, Paul. They have 8 children, 1 turtle, 1 outdoor cat, and 2 rescue German Shepherds.

A New Way to Think About Setting Policies {Guest Post by Michelle Doetsch, LMT, BS}

A New Way to Think About Setting Policies

There are probably a thousand articles out there telling us how important it is to have policies, and they’re absolutely correct; it IS important to have policies. Those same articles will tell us how to formulate our policies and give us several examples of the type of policy the author favors. That’s good info to have, especially if you’re new to the whole creating policies thing and need some concrete examples to get your own policy juices flowing. Or maybe you just need some policies to copy verbatim so you can be done with the unhappy job of writing your own.

Two of the most common ways we’re counseled to create policies are: 1) Create policies that treat your clients the way you would want to be treated if you were a client, and 2) Create strong policies with clear penalties for violating those policies, then make sure to enforce those policies every. single. time. Failing to enforce them shows weakness and clients will take advantage of you if you let them.

Seriously sound advice. The only problem is that neither way felt right to me. The first one felt more right, but I had a hard time with it. If you feel the same way or are just looking to tweak your current policies, here’s another way to think about them. Write them with a view to treating your clients the way you expect them to behave.

This is the guidance I use to set most of my policies, but it’s not for everyone. I know that. I also know, that I’m not the only one who favors this style of policy writing. Earlier today I was investigating a local delivery service that brings organic produce direct from the farm to your door, and found that they have a cancellation policy very similar to mine. That got me thinking that perhaps some of my fellow massage therapists might resonate with this way of setting policies also.

Where The Idea Came From

I’ve worked a lot of jobs in my almost 50 years of life, and I’ve had good bosses and bad bosses. The way they treated their employees was reflected in the ways the employees behaved… Not the other way around.

The bad bosses always assumed the worst, refused to listen to employee concerns, ignored problems, or blamed them on the employees. They required doctor’s notes to prove you were sick if you called in. They wouldn’t allow you to take lunches or breaks away from your desk for fear you might be a minute late getting back. They wouldn’t give out paychecks until 5pm on Friday to make sure you didn’t skip out early. They scheduled every staff meeting at 8am to “make sure everyone’s on time to work, for a change.” These bosses treated every employee as a misbehaving school kid, and the employees responded by acting like misbehaving school kids. These jobs, not surprisingly, were plagued with poor morale and high staff turnover.

The good bosses, on the other hand, took employees at their word, were accessible, and made employees feel comfortable bringing problems to them. If you called in sick, they gave you your paid sick day without grilling you. If you were late because of something beyond your control they understood. They scheduled staff meetings at times when everyone was available and best prepared to make a real contribution to the proceedings. These bosses treated their employees like professional adults, and the employees responded by acting like professional adults. These employers enjoyed a staff with high morale and low turnover. *

*Note: There was no correlation in type of employer vs type of employment. Some of the jobs which required advanced college degrees had the worst bosses, and some of my retail jobs were the absolute best about treating employees with respect and dignity.

A Few Policies

While most of my policies are pretty standard, they still aim to treat my clients how I expect them  (and myself for that matter) to act. For instance, my tardiness policy reads, “Sessions begin and end on time. If the client is late the session will still end at the originally agreed upon time and there will be no pro-rating of cost. If the therapist is late the session will continue for the originally agreed upon length of time or be pro-rated, whichever the client chooses.” 

However, my cancellation policy is very different from the standard ones. It reads: “24 hr notice is respectfully requested when canceling or rescheduling an appointment.” That’s it. 

I’ve had more than a few people tell me that it’s a terrible policy and that clients are going to take advantage of me left and right. They’ve told me that it’s not “business-like” enough. Frankly, they’ve told me in about every way possible how it’s a horrible, no-good, very bad policy but they haven’t convinced me of that.

You see, my policy works for me and that’s all that matters. There are two things I let slide: illness and family emergency. Both often strike without warning and often within the timeframe of a more traditional cancellation policy. Almost everyone alive has had the experience of going to bed feeling great and waking up sicker than a dog. It’s happened to me both as a client and a as practitioner, and I’ve cancelled appointments in both situations. Besides, I ask them to NOT come into my office when they’re contagious, and I deeply appreciate them honoring that request. I would feel like a hypocrite asking them to stay home when they’re sick and then charging them a missed appointment fee if they stay home when they’re sick. I also can’t bring myself to give x number of sick days to a client, after which I terminate them. That works for some people, but not for me.

For as much “leeway” as I give my clients, I have very few late cancellations. By the way, I don’t consider it “leeway,” I consider it treating them like adults who know when they’re too sick to be leaving the house. Yes, having an appointment open up the same day affects my bottom line, but not as much as a sick client passing their contagion on to me would cost me when I have to cancel an entire day (or several days) worth of clients. It’s definitely a strategy/policy that takes a long-view approach. 

I’m not saying that you need to adopt my style of cancellation policy. Good heavens, no. What I am saying is that there’s more than one way to set the same policy. Use the one that works for you, no matter what anyone else says about it. You’re the one who has to enforce it, and you’re the one who has to live with the consequences of enforcing it. Therefore, it should fit who you are as a business person, not who anyone else says you should be.

Michelle Doetsch

I am a Licensed Massage Therapist in Michigan and I’m Board Certified in Therapeutic Massage and Bodywork (BCTMB). I have been a massage therapist and Reiki practitioner since 2002. My specialty is treating clients with headaches, high stress, neck and shoulder pain, sciatica, and fibromyalgia, as well as other types of chronic pain. My training in energy work is extensive; over 200 in-class hours in a variety of energy work techniques including Reiki, Spiritual Healing (long standing and respected form of energy work in England), and Kundalini Energy Healing. I am a certified member of Associated Bodywork and Massage Professionals (ABMP). My education includes a Bachelor of Science degree in biology from Grand Valley State University.

New Yew Healing

Massage Therapy: Independent Contractor or Employee? Weighing the Pros and Cons

You have your license and you are ready to start your career as a massage therapist. That’s great! You still have some tough choices to make though. You probably know that some massage therapists work as independent contractors while others work as employees for a spa or other established business. How should you choose?

First, you need to understand the basic differences between the two types of work. In general, an independent contractor either works on her own or leases out space within an establishment. The individual is responsible for her own expenses and drumming up her own clients. An employee may have set hours and established rules to follow based on the employer. In fact, the Department of Labor has a set of guidelines that distinguishes if a worker is an independent contractor or employee.

Once you are sure you understand the difference between the two, it’s time to weigh your pros and cons for each.

Independent Contractor

Think being your own boss is the way to go? Here are a few things to consider.

Pros

●      Flexibility – You can set your own hours and work as much (or as little) as you like. This opens up a world of opportunity!

●      No income limitations – You choose how much to charge your clients and how many clients you see each week. You don’t have to split that money with an employer.

●      Taxes - You don’t have taxes taken out of each paycheck.

●      No Non-compete - You won’t have to sign those pesky non-compete agreements if you want to move on to a new location.

●      Full Cut – If you charge $60 for an hour-long massage, that’s how much you get to keep (for now).

Cons

●      Less security – If you can’t find enough clients, you won’t make a lot of money. It’s all up to you.

●      No benefits – If you want a 401K retirement plan or health insurance, you have to find it on your own and you won’t get the perks of employer matching. Paid time off or worker’s compensation? Forget about it.

●      Equipment and supplies cost – You’re responsible for buying all of your own equipment and supplies from oils, candles, and music, to the right massage table.

●      No training – You’re licensed, so you have the skills, but you won’t get any extra training that an experienced employer could provide.

●      Taxes – While they don’t come out of each check, you will have to pay income tax as well as self-employment tax. Be ready for that.

Employee

Perhaps you’re looking into a job at an established spa. There are things to consider there, too.

Pros

●      Set Hours – You won’t have to feel guilty for not working all of the time. You can get on a set schedule that works for you and your employer.

●      No Client Hunting – Your employer is responsible for finding new clients, not you. For some massage therapists, that’s worth everything.

●      Benefits – As an employee, you may get the perks of paid time off, 401K (with a matching percent), and health insurance.

●      No Supply Costs – Your employer is responsible for purchasing all massage supplies and equipment.

Cons

●      Schedule – As an employee, you may have a schedule that isn’t ideal for you. While you may have some paid leave, you won’t have the freedom to take off on a whim.

●      You’ll Have a Boss – As an employee, you’ll have a boss and sometimes they’ll make you do things you’d rather not like work overtime.

●      A Small Cut of the Massage Price – While the client may pay $60 or more for that hour-long massage, your cut of that may be less than half. The employer needs to pay for those supplies, the electric bill, and insurance, etc.

So what’s the verdict? There really is no right or wrong answer. It all depends on what you want out of your career. As an independent contractor, you may have to work a little harder to make it, but the sky's the limit. On the other hand, working as an employee offers consistency and stability that may appeal to you. Just because you choose one today, doesn’t mean you can’t make a change somewhere down the road.

Regardless of your choice, you are ready to enjoy a rewarding career in the field of massage therapy. Embrace it and enjoy all it has to offer!

About the Author

Robert Ellis is the owner of Massage Tables Now, an e-commerce store that offers massage tables and accessories for massage therapists.

New Features Released Today!

We've been working hard to bring you some cool new features within Bodywork Buddy. This weekend, we added:


*Custom Business Hours: Open/Close specific days. 
You can now adjust hours by specific days without affecting your default business hours in your settings.

*Hours Report: Shows how much time you spent on services by year.

See the total number of hours you've worked since the beginning of using Bodywork Buddy, or for the year. Break it down into reports of how many hours per specific services.

*Referral Tree: See, at a glance, who all the referrers and referred are.

You may need to clear your browser cache after these updates. If you notice anything wonky in your calendar, clear your cache and check it again! :)

The Biggest Vacation Mistake You Don't Want to Make

Last week, I listened to a podcast about the importance of entrepreneurs taking vacation. (Which was pretty aptly timed since I was planning a quick camping trip for the weekend.)

It's hard to take time away from your business to take a vacation when you're a small business owner or especially a one-person show. My sister always used to say I was so lucky because I could take a vacation whenever I wanted being a self-employed massage therapist. Yes, so lucky! I could take time off, unpaid, and not only that - but my landlord would still let me pay my rent while my massage studio sat there unused! 😂

Michelle Doetsch, LMT and owner of New Yew Healing in Grand Rapids, Michigan says "It's super important to take time off from your business from time to time, even if it's just a day, or even a couple of hours. When I do that consciously and conscientiously I often have insights into my business or myself that I wouldn't have if I were busy seeing clients and doing all of the administrative and operational stuff I have to do as a business owner. Those insights almost always correlate into streamlined processes, new ways to do things, or some other thing that improves some part of my personal or work life. We have to remember that personal insights and/or growth are as important as figuring out how to streamline you intake process. They affect our massage businesses as much as they affect our private life outside the office."

The Fizzle podcast breaks down time off into a few different types of vacations:

• the staycation or “digital detox”
• the shorter "do no work" vacation
• the longer "do some work" vacation
• sabbatical
• living abroad
• paternity/maternity/family leave

It helps to think about planning short trips or staycations if you can't quite take a long trip far away at this time. What it boils down to is that it's SO IMPORTANT for your mental health to take a break from your business.

While these graphs are from an article that is specifically talking about employees taking time off from a company they work for, I still think they are relevant to independent massage therapists who work for themselves.

Kristy Poux, a licensed massage therapist who owns The Silk Mill Retreat in Fredericksburg, Virginia says: "For me personally, I feel like you can't pour from an empty glass. Taking time for myself isn't selfish, it's self care. I can't take care of everyone else if I'm not taking care of myself first and foremost."

I like to go camping because 1) It's quality time with my family. 2) It's the only way to truly unplug. (I still have my phone and iPad so I'm able to check in and make sure things are running smoothly. But if I go somewhere with full electricity and a place to setup my laptop, I'll end up working more than not.) Camping prevents me from doing this. Just sitting around the campfire listening to coyotes and wondering if there are bears that are going to kill me in my sleep ... I need this. It's also really hard for me to not make a little camping trip happen when it's so frugal - doesn't involve a flight or hotel costs, etc.  

Of course, don't get me wrong.... I'd love a long vacation at a spa or an exotic trip to another country. I just know that I can always swing a camping trip even when I think I don't have time or finances to get away.

"Vacation makes you feel refreshed and energized. Simply changing up your everyday routine and getting several nights of truly restful sleep can give you a new sense of vigor to look at your challenges with a fresh perspective and return to the office ready to make big strides toward your goals." AllBusiness.com

So it's time to ask yourself:
How often do you take time off throughout the year? What kinds of ways do you feel re-inspired about your work after a vacation?
Because the biggest vacation mistake you don't want to make it to not take one.

You work hard taking care of your clients. The Bodywork Buddy massage software dashboard shows you just how hard you work!

Take care of yourself and schedule some time off this Summer. You deserve it!

Cindy Iwlew is a licensed massage therapist who has had a private practice since 1999 and cofounder of Bodywork Buddy massage software.
www.bodyworkbuddy.com