Spa Daily Meeting Minutes

Date: [Date]

Time: 9:00 AM

Location: [Your Company Name] Conference Room

Facilitator: [Facilitator's Name]

I. Attendance

Present

• [Name, Position]

• [Name, Position]

• [Name, Position]

• [Name, Position]

• [Name, Position]

Absent

• [Name, Position]

• [Name, Position]

II. Agenda

1. Review of Previous Meeting Minutes

2. Updates on Ongoing Projects

3. Staff Schedules and Duties

4. Customer Feedback and Resolutions

5. Inventory and Supplies Check

6. Promotions and Marketing Strategies

7. Health and Safety Protocols

8. Upcoming Events and Bookings

9. Miscellaneous Issues

III. Discussion Points

A. Review of Previous Meeting Minutes

1. Summary: Last meeting focused on the introduction of the new massage therapy packages and the initial customer feedback.

2. Status updates: The packages are now available for booking, and we've seen a 20% increase in bookings specifically for these services.

3. Feedback: Customers have appreciated the variety and the quality of the new offerings, especially the hot stone massage.

4. Follow-up: Monitor feedback closely over the next two weeks to make any necessary adjustments.

B. Updates on Ongoing Projects

1. [Project Lead's Name]: The spa renovation is 75% complete, with the relaxation lounge and new therapy rooms nearing final touches. We are on track to finish by the end of the month, weather permitting.

2. [Project Lead's Name]: The new booking system training is progressing well. Staff have reported that the system is user-friendly and efficient, reducing booking times by approximately 30%.

3. Upcoming: Next steps include finalizing the décor for the new areas and conducting a soft launch with selected customers to gather feedback.

4. Issues: Minor delays in receiving some materials; alternate suppliers are being contacted to prevent further delays.

C. Staff Schedules and Duties

1. Reviewed schedules: We have made necessary adjustments to ensure coverage during high-demand periods, especially weekends and evenings.

2. Duties assigned: [Staff Name] will manage the front desk, ensuring smooth check-ins and customer service, while [Staff Name] will oversee the therapy rooms, maintaining cleanliness and readiness.

3. Training: New hires will undergo an intensive onboarding process over the next two weeks to familiarize them with our standards and procedures.

4. Follow-up: Weekly reviews of the schedule will continue to optimize staff allocation based on demand patterns.

D. Customer Feedback and Resolutions

1. Positive feedback: There has been an overwhelmingly positive response to the new facial treatment introduced last month, particularly the hydrating and anti-aging effects.

2. Issue: Some customers have reported delays in appointment times, particularly during peak hours. This has led to a review of the appointment scheduling process.

3. Resolution: Additional training on time management for therapists has been scheduled to ensure services are delivered promptly.

4. Follow-up: Collect further customer feedback through surveys to identify any other areas for improvement.

E. Inventory and Supplies Check

1. Current status: We are running low on essential oils and towels, critical for daily operations. An audit revealed higher-than-expected usage over the past month.

2. Action: [Staff Name] will place orders for these items by the end of the day to avoid any shortages.

3. Future steps: Implement a more rigorous inventory tracking system to prevent similar issues and ensure timely restocking.

4. Follow-up: Monthly inventory audits will be conducted to maintain adequate stock levels.

F. Promotions and Marketing Strategies

1. Current promotion: The 10% discount for loyalty members has been highly successful, resulting in a 15% increase in repeat bookings.

2. Upcoming: We are planning to launch the summer relaxation package next week, which includes a combination of massages, facials, and access to the new relaxation lounge.

3. Strategy: Targeted email campaigns and social media ads will be used to promote this package, with a special focus on our top-spending customers.

4. Follow-up: Measure the effectiveness of the promotion through customer feedback and booking rates over the next month.

G. Health and Safety Protocols

1. Review: Current health and safety measures, including sanitization of all equipment and common areas, are being followed diligently by the staff.

2. Update: New sanitation guidelines, in line with the latest health regulations, will be implemented starting Monday to enhance customer safety.

3. Training: Staff will undergo training on these new protocols to ensure compliance and understanding.

4. Follow-up: Regular audits and surprise inspections will be conducted to ensure adherence to these protocols.

H. Upcoming Events and Bookings

1. Overview: We have a high number of bookings for the weekend, including several group bookings for bachelorette parties and corporate wellness events.

2. Preparation: Staff will undergo additional training sessions on Thursday to handle group bookings efficiently and ensure high-quality service.

3. Coordination: Ensure all departments are aligned and prepared, with adequate staffing and resources allocated.

4. Follow-up: Post-event feedback will be gathered to assess performance and identify areas for improvement.

I. Miscellaneous Issues

1. [Staff Name] raised the issue of parking availability for customers, especially during peak hours, which has been a recurring concern.

2. Discussion: We are considering designating reserved spots for spa customers and possibly negotiating with nearby parking facilities for additional spaces.

3. Solution: Implement a pilot program to reserve specific parking spots during peak times and monitor the impact.

4. Follow-up: Evaluate customer feedback on the parking situation after a month to decide on a permanent solution.

IV. Action Items

A. Place Order for Essential Oils and Towels

• Assigned To: [Staff Name]

• Due Date: [Date]

• Details: Ensure that the order includes all necessary quantities to last until the next scheduled inventory check. Verify with suppliers for the quickest delivery options.

B. Time Management Training for Therapists

• Assigned To: [Trainer's Name]

• Due Date: [Date]

• Details: Develop a comprehensive training module focusing on improving efficiency and reducing appointment delays. Include practical sessions and role-playing scenarios.

C. Implement New Sanitation Guidelines

• Assigned To: [Staff Name]

• Due Date: [Date]

• Details: Distribute updated sanitation protocols to all staff members. Schedule mandatory training sessions to ensure everyone understands and complies with the new guidelines.

D. Launch Summer Relaxation Package

• Assigned To: [Marketing Manager's Name]

• Due Date: [Date]

• Details: Finalize promotional materials, update the website and booking system, and coordinate with the marketing team to execute the launch strategy. Monitor initial customer responses and booking rates.

E. Reserved Parking Spots for Spa Customers

• Assigned To: [Operations Manager's Name]

• Due Date: [Date]

• Details: Identify and mark designated parking spots for spa customers. Communicate the new parking arrangement to customers via email and signage at the spa entrance.

V. Decisions Made

A. Summer Relaxation Package Launch

• Summary: The summer relaxation package will be launched on [Date]. This package includes a combination of services designed to attract both new and returning customers.

• Responsible Person: [Marketing Manager's Name]

• Implementation Date: [Date]

B. Reserved Parking Spots

• Summary: Implement a pilot program to reserve parking spots for spa customers during peak hours to alleviate parking issues and improve customer satisfaction.

• Responsible Person: [Operations Manager's Name]

• Implementation Date: [Date]

VI. Next Meeting

• Date: [Date]

• Time: 9:00 AM

• Location: [Your Company Name] Conference Room

• Agenda: Review of today’s action items, updates on new initiatives, and address any new issues that may arise.

VII. Adjournment

• Time of Adjournment: 9:45 AM

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