SOP: Maximizing Calendar for Tracking Tasks
Objective
To effectively utilize the calendar feature to track off-hour tasks such as cleaning, programming, and other responsibilities assigned to coaches in the gym.
Key Steps
Create a separate track for the specific task (e.g., cleaning maintenance track).
Assign access to this track to coaches only, without linking it to any memberships.
Add single classes to the track on the coaching schedule for each task.
Specify the duration of the task and assign it to the designated coach.
Record task completion in the attendance report for payroll calculation.
If needed, add notes or a checklist for the task by going to the programming track and including detailed instructions.
Designate tasks as coach-only if necessary, to ensure visibility only to the assigned coach.
Utilize different tracks for various tasks like programming, cleaning, or admin hours.
Cautionary Notes
Ensure that tasks are clearly defined and communicated to coaches to avoid confusion.
Regularly monitor the calendar to track task completion and ensure accountability.
Double-check task assignments and notes to prevent errors in scheduling or execution.
Tips for Efficiency
Use the calendar feature to its full potential by customizing tracks for different types of tasks.
Encourage coaches to regularly check the calendar for assigned tasks and updates.
Streamline the process by creating templates for common tasks to save time on scheduling.
Regularly review and adjust the calendar based on changing needs and priorities to maintain efficiency.