Massage Business -Creating Policies and Procedures

As a massage therapist, creating a solid framework for you business is like creating a solid foundation for a building. The clearer and deeper you go, the taller and larger the building you can build.

So many massage therapists avoid creating policies like cancellation policies, late fees, no show policies and when they do they have a difficult time enforcing them.

By creating these policies it will let your client become more informed about who you are and what you do. They can then decide if you are a good match for them to work with. It also gives you the opportunity to choose who you want to work with and create your ideal massage practice. I struggled with these things too for years as a massage therapist thinking it was what I needed to do to get and keep clients. I thought that by not charging for missed appointments or working longer on people when they are late for an appointment that I was making an extra effort for them to like me and keep coming as a client. I thought I needed to take everyone as a client regardless of whether or not they fit in with my ideal client. In doing that for more than 15 years, I can now see that it was part of the causes for my burnout in the mid 90’s. Giving away your time, money and energy is just downright draining. Period. You may think it is doing the client a favor and helping them more.

I wrote about this previously and mentioned a readers poll done by Massage Magazine last year about their cancellation policies and the ways they enforce their cancellation policies. There is of course such a wide variety of ways and answers.

The thing is to find out what works best for you in supporting you as a business owner and as a person. On one hand you need to make money to pay the bills. Since the number of clients that you can see in one day is limited and having just one client not show up or cancel at the last minute can effect your income significantly. Enforcing the policy sometimes and not on others can be confusing to the clients. As Dr Phil says – “We teach people how to treat us.

While things do happen to people – getting stuck in traffic, sick kids, sick themselves, issues at work – who is responsible for the clients actions? Them or you?

Setting strict cancellation policies may end the relationship. The question is do you really want someone as a client who does not respect you or your time?

Creating well thought out policies can help you create a stronger massage practice.

-What is your policy for when someone cancels with less than 24 or even 48 hours?

- What is your policy for working on someone who arrives late to their appointment? Do you work longer if you have the time? Or do you stay to the alloted time frame?

-What do you do when someone just does not show up period. They just forgot for whatever reason. Then when you call them, they are not apologetic but blame you for not calling to remind them or say they don’t want to pay for something that they aren’t receiving?

- Do you have a cancellation policy that is clearly written and placed on your website and intake form? Do you verbally state your cancellation policy?

There are a variety of ways to handle these situations:

• Charge a minimum fee like $35 or half your session fee for a no show.
• Charge your whole session fee for a missed appointment.
• Choose to work on someone who is late for the full appointment time if you have the time.
• Give people one session to forget and then remind them of the policy and charge them for any further missed appointments.
• Don’t charge anything or say anything and you just eat the cost for the lost time and energy.  (How does that one feel?!)
• Allow for extra-ordinary circumstances such as sickness, deaths in the family, real emergencies.

I also just did a quick search for ‘massage cancellation policies and found a variety of ways that people are communicating their policies some of which are very interesting with one person even apologizing for having to enforce the policy.

Here are some examples that I just copied off some websites ( I know- don’t get upset.)

Everyone’s time is valuable, that’s why we have to follow a few simple rules.

In today’s hectic world unplanned issues come up for all of us. We recognize this fact, but we respectfully request that you cancel your scheduled appointment by phone or e-mail a minimum of 24 hours in advance. That way the open slot can be filled with someone needing an appointment.

Failing two scheduled appointments in a row or three appointments within six months will result in a scheduling hold for Massage Appointments being placed on your account. This means you will not be able to schedule appointments with the Massage Therapy department.

You can also just do a search yourself and use some of the examples you find to create your own policy.  The most important thing to think about is what you need to create a solid massage business.
I guess I am always amazed when people think they won’t have to pay for a missed appointment or have any obligation what so ever for their commitment (which just happened to me only for the second time in 20 years which is why I am writing about this again!) I think that people do feel bad for missing appointments but it may just be too hard to admit that they do. The feeling will overwhelm them and move them into a defense mode – blaming you, blaming traffic, blaming their boss rather than accepting responsibility. Most doctors have cancellation policies. If you book a flight and miss the flight you have to pay a large fee usually. If you get tickets to a symphony and miss it or are late, you don’t get reimbursed.

While creating these polices will be a very personal thing and enforcing them another just keep in mind that what you do is also affecting the massage profession as a whole.  Letting people get away with no shows, late cancellations and late arrivals is teaching people how to treat us (massage therapists) as a whole.  What policy do you need in place to create a successful and rewarding massage practice and profession?

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Related posts:

1. Recession Proof Your Massage Business
2. The People Pleasing Massage Therapist
3. Dealing with cancellations
4. Selling Retail Products in your massage business