Skip the Aspirin: A Foolproof Plan to Dodge the Sub Migraine

Studio owners, managers, and group fitness directors are familiar with the admin-heavy, time-intensive work of finding subs for classes. It’s often filled with a lot of frustration (and yes, sometimes migraines), especially when dealing with last-minute cancellations, filling a sub for a specific class format or manually updating the schedule with the sub.

This plan offers four clear ways to skip the aspirin and streamline the process of finding reliable and qualified subs.

Establish Clear Sub Policies 📋

• Create a Sub Policy: Develop a clear policy for subs, including how to request a sub, timelines for notification, and the approval process. Make sure this policy is communicated effectively to all instructors and staff so everyone is aligned.

• Plan for Emergencies: Have a contingency plan for emergencies or last-minute cancellations. This might include having a list of go-to subs who you know are available and can step in in times of emergencies. 

Implement a Sub Tool ⚙️

• Build a Reliable Team of Instructors: Cultivate a team of well-rounded, qualified, and vetted instructors capable of teaching a variety of classes. This approach ensures you have a dependable staff with diverse skills and certifications, ready to seamlessly cover classes as needed.

• Use Subbing Software: Put your sub tool to work and allow for easy viewing of instructor availability, class schedules, and sub requests. This tech can significantly reduce time spent on manually coordinating subs and prevent double bookings or other scheduling conflicts.

Foster Strong Communication & Relationships 📲

• Regularly Communicate with Your Team: Maintain open lines of communication with your instructors. Understand their schedules, preferences, and any potential conflicts that might arise. This helps in anticipating needs for subs and addressing them proactively.

• Build a Supportive Community: Encourage a sense of community among your instructors. When instructors feel connected and supported, they are more likely to help each other out, making it easier to find substitutes when needed!

Offer Support & Incentives to Subs 👏

• Ensure Adequate Training & Resources: Make sure all subs have access to the necessary resources to successfully teach a class. This could include how to use the mic, check people into class, access equipment, or any specific instructions or guidelines you want to share with them.

• Provide Incentives: Consider offering incentives for instructors who are being team players and frequently stepping in as subs. This could be in the form of bonus pay, priority scheduling, gift cards to your retail shop, or other perks that give a grateful nod to their flexibility and willingness to help. 

Key Takeaways 🔑

Finding coverage for a class doesn’t have to be stressful. By implementing a sub tool, fostering strong communication and relationships across your staff, offering support or even  incentives, and establishing clear policies, the process can become more efficient and less feeling like you want to rip your hair out! These strategies not only ease the burden of finding subs, but also ensure classes run smoothly, maintaining the high quality and consistency that your members and clients expect!