As you begin a new year, it’s a great time to take stock of what your pool and spa business accomplished in the past year, celebrate your achievements, and make plans for your best year ever!
The first step is to meet with your staff and discuss what you did right and wrong last year. Each member of your staff is an important part of this process: pool and spa salespeople, pool and spa service techs, part-time students, warehouse personnel, and all other positions in your company. Put together an agenda and divide the meeting based on personnel and their role in the company. The challenge with this is thinking through the agenda criteria and planning properly.
Your Role as the Facilitator
Your role as the facilitator is extremely important in this business improvement process.
- Distribute a detailed agenda with instructions at least two weeks prior to the meeting so everyone has ample time to prepare. Make it a mandatory meeting!
- If you have never held a meeting like this, it is a good idea to briefly talk with each person a week before the meeting to make sure they understand their role.
- Keep the meeting on a strict time schedule.
- Let the staff do all of the talking and keep your opinion to yourself. Instead, ask questions when you need clarification.
- Take good detailed notes and use a highlighter to mark action items.
- Make the time immediately following the meeting to type and distribute detailed notes to everyone.
- Distribute action items to each individual in checklist form with deadlines and priorities.
- Follow up with each person throughout the project timeframe to ensure they are on task.
Sample Agenda
Location
Arrive at 7:45 AM – Donuts & coffee
Meeting starts promptly at 8:00
Lunch – pizza at 12:30
Please bring your own drinks for the day and for lunch.
We have a lot of material to cover and decisions to make so please adhere to the following:
- Review the agenda and be prepared
- Avoid side conversations during the meeting
- Get a good night’s sleep so you are awake and alert
Agenda Overview
Taking Notes & Meeting Follow Up (8:00–8:30 AM)
- Learn how to take and organize notes efficiently for post-meeting follow-up.
Staffing Next Season (8:30–9:00 AM)
- Did we have the right number of people last season?
- What changes should we make for next season?
Sales Leads (9:00–10:00 AM)
- Was our procedure effective?
- Were all leads followed up in a timely manner?
- What changes can help close more sales?
15 Minute Break
Customer Retention Brainstorming Session (10:15–12:30 PM)
- Why do you think we lose customers?
- What can we do to win back and retain customers?
60 Minute Lunch Break
Marketing Discussion (1:30–2:00 PM)
- What was our most effective marketing effort?
- What pulled in new vs. existing customers?
- Which promotions worked best?
Inventory Control (2:00–3:00 PM)
- Identify what’s broken in our current inventory system.
- Which products should be cleared or added?
15 Minute Break
Internal Processes (3:15–4:00 PM)
- What procedures need improvement?
Assign Winter Projects (4:00–4:30 PM)
- Sales lead follow-up
- Store and equipment cleaning
- Inventory organization
- Repair trade-in pumps for spring sale
- Set up clearance corner
Open Discussion (4:30–5:00 PM)
Your preparation and follow-up work will ensure your staff is productive during the off-season and your business is ready for the upcoming pool season.
