![#15: How to Build an Appointment Funnel for Your Gym [Replay]](https://is1-ssl.mzstatic.com/image/thumb/Podcasts211/v4/92/f7/4c/92f74c96-a8df-ecdc-b4f5-6f36f059e438/mza_15875577595058070022.jpeg/250x250bb.jpg)
Folgen
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We sat down to talk about the 10 biggest mistakes new gym owners make when they launch their studios. We know these mistakes because we've made them ourselves, and we've seen our clients make them too. We wanted to keep this real and share stories from our own experience so others don't fall into the same traps.
We went back and forth with our own top five each. It got us thinking about the things we wish someone had told us soonerâfrom not planning cash flow properly to forgetting to tell your story in the local community. Itâs about knowing where moneyâs going, how to talk to new members, and making sure you donât try to do it all alone.
If youâre about to launch, or even if youâre a year in, we think this chat will help you avoid some painful and expensive lessons.
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SHOW NOTES:
1:17 â Why this topic matters for new studio owners
2:48 â Mistake 1: No financial modelling
4:40 â Mistake 2: Not negotiating rent-free periods
6:04 â Mistake 3: Trying to do it all yourself
7:24 â Mistake 4: Not building a waiting list early
9:00 â Mistake 5: Wrong hire terms
11:36 â Mistake 6: Publishing your prices too soon
14:30 â Mistake 7: Emotional decisions from limited feedback
17:02 â Mistake 8: No measurable sales process
19:00 â Mistake 9: No in-person selling at launch
20:56 â Mistake 10: Not telling your story locally
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In this episode, we break down the four big buckets every studio owner needs to get rightâmarketing, sales, operations and finances. We talk honestly about where weâre strong, where weâve slipped, and what weâre doing to keep each area working well. We share how we think about Facebook ads, team systems, consult calls and even managing finances with our dad (yep, our CFO). The goal? Help you think about your studio in a clearer way so you can stop reacting and start leading.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
2:24 â What most studios forget to do well
4:24 â Why cost per acquisition is our North Star
11:12 â Why founders shouldnât chase every lead
16:00 â Team systems that keep things running
20:03 â What we track financially and why it matters
22:59 â Stop trying to please everyone
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Fehlende Folgen?
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In this episode, we share what it was really like to go through a price increase at one of our locations. We talk through why we did it, how we did it, and what we learnt from the reaction. We cover the honest fears we had before hitting send, the careful planning behind it, and how we made sure it added more value â not less â for our members. If youâve been putting off a price increase for months (or years), this one will hit home. Thereâs also some behind-the-scenes stuff in here about how weâre shifting the podcast to support more of you who are on the journey to launch.
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Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
00:00 â No plan, just press record
00:58 â Why we raised prices after 19 months
03:10 â The true cost of running a gym right now
04:45 â How we communicated the price increase
06:55 â What weâre improving and adding for members
08:10 â Run club, nutrition and new membership options
10:00 â Handling member feedback (good and bad)
12:57 â Preparing our team and systems
15:40 â Studio owner mindset during tough decisions
18:05 â Rebranding the podcast and whatâs next
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Join the waiting list for Studio Prep Kit: cardybrothers.com/prep
Weâre building something new and we wanted to bring you behind the scenes as we map it all out.
Over the past few months, weâve been developing GymHQ, a full operating system for studio owners. But after digging into our email list, podcast listeners, and social followers, we realised something big: most of you donât own a studio yetâbut you want to.
So in this episode, we talk through the big pivot weâre making. Instead of building something after youâve signed a lease, weâre working on a tool to help you get to that point with more confidence. We break down the key questions you need to ask before opening a gym, how to find a great location, what to look for in a lease, and how much youâll need to budget for the build-out.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
01:00 â Why weâre pivoting from GymHQ
04:00 â Should we build something earlier in the journey?
07:00 â The mindset shift from trainer to owner
08:30 â How to test if a location is worth pursuing
10:00 â âAre you ready?â scorecard idea
11:00 â The location scorecard tool
12:00 â Lease negotiations and what to watch out for
14:00 â Tools to help you decode your lease
15:00 â Realistic costs of a studio build-out
16:30 â P&L and cash flow templates
18:00 â Choosing the right model for your space
21:00 â Our Notion dashboard plan
22:00 â Join the waitlist for early access
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Hosted on Acast. See acast.com/privacy for more information.
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In this episode, we talk about why we started this podcast and how weâve grown from helping one studio owner to launching a full-on movement. We open up about the shift from personal trainer to business owner, what that mindset change really takes, and how freedom doesnât just come from going online. We also unpack our offer timeline for the rest of the yearâwhatâs working, whatâs not, and how weâre planning to beat rising ad costs without losing steam. If youâre running a studio, or want to, thereâs loads in here youâll relate to.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
0:00 â Why weâve been off the mic and recovering
1:56 â How the podcast started
4:48 â Our first studio client and the results
5:59 â Revamp: the studio journey
6:56 â Why online isnât the only way to grow
7:56 â The trap of building a job, not a business
10:15 â Letting go of the vine: stepping into ownership
11:17 â Offer planning for the year ahead
13:35 â Why our offers stay the same but look different
15:50 â Filling the gaps between campaigns
17:08 â Making the most of your email list
18:40 â One simple email that books consults
19:57 â Creative ways weâre keeping lead costs down
20:32 â How you can share whatâs working with us
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FIND US ELSEWHERE:
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We just wrapped up our first two events of the year and wow, itâs been busy! In this episode, we look back at how they went, what weâd change, and why these types of events matter so much for building a strong studio community. We talk about how we plan, budget, and promote each oneâespecially what weâve learned the hard way. If youâve ever thought about running member socials or off-site activities at your gym, this one will give you loads to think about. We also share our best tips to get bums on seats and make sure your event doesnât flop. Letâs dive in.
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Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
02:00 â What went down at Ninja Warrior (and who got injured)
05:00 â Clip & Climb and helping members push past fear
06:45 â The budget chat: where we went wrong last year
10:45 â Why we plan all events at the start of the year
14:00 â How we promoted events using poems and teaser posts
15:00 â Smarter signups with Stripe and CRM landing pages
17:00 â Why events boost retention and re-signs
19:00 â Building repeatable event systems that save time and money
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In this episode, we look back at everything that happened for us in Q1 across both gym locations. We share what worked, what didnât, and how weâre planning for Q2. We also walk you through the exact quarterly review template we use inside Gym HQâour full operating system for gym and studio owners. Youâll hear real numbers, wins, lessons we learned, and what weâre doubling down on next. If youâre running a gym and want to grow it the right way, this oneâs for you.
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CLICK HERE TO JOIN THE WAITING LIST FOR GYM HQ
CLICK HERE FOR FREE QUARTERLY PLANNING TEMPLATE
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
00:00 â Intro & what this episode is all about
01:00 â What Gym HQ is and why we built it
02:30 â Our biggest win this quarter: centralised online sales
05:00 â How we kept a premium feel with online consults
06:30 â First events of the year and what we learned
08:00 â Lessons learned around time, systems and team care
10:40 â Full Q1 numbers breakdown from Location 1
13:00 â Full Q1 numbers from Location 2
15:00 â How we now manage our waiting list differently
16:40 â Top 3 goals going into Q2
18:50 â Creative ways weâre telling client stories
20:40 â Plans for a run club and future events
22:30 â Optimising systems, processes and AI lead handling
24:00 â Wrapping up with key takeaways and template download info
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Twitter: x.com/cardybrothers
Hosted on Acast. See acast.com/privacy for more information.
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Weâve been flat out with events lately, but in this episode, we wanted to talk about something that keeps popping up with gym ownersâand honestly, weâve fallen into the same trap too. Itâs the habit of focusing on the wrong stuff. Decorations over foundations. Looking busy instead of doing the real work. We talk about the things that feel productiveâlike tweaking your Canva posts or stressing over your Instagram gridâbut donât actually grow your studio. Then we get into what does move the needle: sales, retention, knowing your numbers, and building the kind of business that lasts. This oneâs a bit of a rant, but itâs a useful reminder for us too. If youâre a studio owner who sometimes loses focus or overthinks the small stuff, this episodeâs a line-in-the-sand moment.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
01:45: Focusing on the wrong stuff
05:20: Decorations vs foundations
09:00: Avoiding hard things like sales
12:00: What foundational work actually looks like
20:50: A simple action plan to shift focus
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If youâve ever run Facebook or Instagram ads and felt like they didnât quite land, this oneâs for you. We talk about the real reason ads stop working, why itâs probably not your targeting, and how to tell if itâs a business problem or a marketing one. Plus, we walk through a simple framework based on the five stages of awareness, so you can match your message to what your audience actually needs to hear. We also share whatâs working right now for us and our clientsâfrom narrowing offers to launching high-trust ad campaigns and even using body scans to spark action. Nothing fluffy, just real examples and stuff weâre testing inside our own studios.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
00:00 â Why weâre doing audio-only today
01:00 â When gym ads donât work and what to check first
03:00 â The five stages of awareness (and how to use them)
06:00 â How to shift your message as your market evolves
10:00 â Real example: narrowing your offer to cut acquisition costs
14:00 â Moving leads down the funnel with smarter headlines
17:00 â Behind the scenes: building systems to scale
20:00 â A summer idea to spark walk-ins using body scans
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FIND US ELSEWHERE:
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Facebook Page: facebook.com/cardybrothers
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Hosted on Acast. See acast.com/privacy for more information.
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This is a replayed episode from last year. In it, we talk about how to build an appointment funnel for your gym. We dive deep into the steps you need to take to create a seamless journey for potential clients, turning them from interested leads into lifelong members. We'll cover everything from organising your calendar to automating appointments and creating valuable content that fills any gaps in your funnel. This isn't just about booking more appointments; it's about making sure those appointments turn into loyal clients.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
[02:45] - Why Every Gym Needs an Appointment Funnel
[05:30] - Top Tips for Organising Your Calendar Like a Pro
[11:15] - The Secret to Automating Your Appointments
[18:40] - How to Create an FAQ Page That Converts
[26:55] - Fill-the-Gap Content: The Game Changer for Your Funnel
[33:20] - Success Stories: How Real Gyms are Crushing It
[40:10] - Must-Know KPIs for Mastering Your Appointment Funnel
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FIND US ELSEWHERE:
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Facebook Page: facebook.com/cardybrothers
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Weâre back after a short break, and today weâre diving into everything weâve learned from running an open gym. Itâs been nearly six years since we bought ours, and along the way, weâve seen just about everythingâgood, bad, and downright ridiculous.
Weâre sharing whatâs worked, whatâs gone wrong, and what you need to know if youâre thinking about opening your own gym. From designing the space to avoiding expensive mistakes, we break down the biggest lessons weâve learned. We also talk about the unexpected challenges, like why gym equipment breaks more often than you think, how to handle failed payments without losing your mind, and why serving the right people (not just hardcore lifters) is the key to success.
If youâre a gym ownerâor thinking about becoming oneâthis episode will help you avoid some major headaches.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
0:00 â The biggest mistake small studios make
2:30 â Adjusting to life with two kids
5:55 â The journey of buying and growing an open gym
7:40 â Why gym layout matters more than you think
11:30 â The hidden costs of running an open gym
15:00 â Setting and enforcing gym rules (without exceptions)
19:10 â Why you need to keep gym marketing fresh
22:15 â The problem with serving only hardcore lifters
25:40 â How we handle failed payments (without chasing people)
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FIND US ELSEWHERE:
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Twitter: x.com/cardybrothers
Hosted on Acast. See acast.com/privacy for more information.
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Weâve been diving deep into a new sales process thatâs already showing some incredible results. In this episode, we break down how switching to online consultations has helped us hit a 100% show rate and an 89% close rate â all on Zoom. We talk about why weâre testing this process, whatâs working, and where the cracks are starting to show. Plus, we get into how this new setup could make scaling future locations far smoother without losing that personal touch.
We also chat about sales funnels, booking strategies, and how weâre centralising our sales process so we can focus more on growth and less on juggling schedules. And yes, thereâs some love language talk in here too â because apparently, that matters more than we thought.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
0:00 â Early results from online consultations: 100% show rate & 89% close rate
0:39 â A deep dive into love languages (yep, really)
2:00 â Why weâre experimenting with online consults and what it means for scaling
3:47 â The problem with traditional sales consults at multiple locations
5:00 â Centralising sales to future-proof growth
6:14 â The pros and cons of online vs. in-person consultations
9:17 â Breaking down the new online sales funnel
12:00 â How weâre building trust during virtual sales consults
16:00 â Optimising the process: whatâs working and whatâs not
20:00 â The handover: from sales to studio manager
23:08 â Our AI-powered appointment setter (and why itâs a game-changer)
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FIND US ELSEWHERE:
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In this episode, weâre diving into the power of client surveys and how theyâve shaped our business. We share what we learned from surveying our members, the surprising insights we gained, and how weâre using this feedback to improve everything from our services to our marketing. Weâll also talk about how we structured our survey, tips for getting more responses, and how we turned raw data into actionable steps that have already made a big impact. Plus, weâll give you a behind-the-scenes look at how we visualised the data and made it super useful.
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LINKS MENTIONED
How We Used a Simple Survey to Transform Our Gym BusinessTurning the data into charts using Canva**************************
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
0:00 â Survey results overview and why we started surveying clients.
1:16 â Why feedback is scary but essential.
4:39 â Our survey objectives and how we crafted the right questions.
8:41 â The surprising insights we discovered from client feedback.
10:06 â Strategies to boost survey completion rates.
14:07 â How to use survey data to inform marketing and retention strategies.
17:46 â Improvements weâre making based on feedback.
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FIND US ELSEWHERE:
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Facebook Page: facebook.com/cardybrothers
Twitter: x.com/cardybrothers
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In this episode, we break down everything you need to know about opening a fitness studio in 2025. Drawing from our experience launching two studios in one year, we walk through every step, from finding the perfect location to building a thriving community. We talk about why now is the best time for fitness professionals to transition from renting space to owning their own studio and share the systems weâve used to hit capacity before opening our doors.
Youâll hear why in-person fitness is on the rise, how to secure favourable lease terms, and the strategies weâve used to pre-sell memberships. We also share tips for building a strong team, nailing sales consultations, and turning one-time clients into long-term members. Plus, we shout out some of the incredible success stories from our clients whoâve launched studios of their own.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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JOIN THE WAITING LIST FOR LAUNCH KIT
Open and fill your gym/studio to capacity before you open your doors. Itâs the exact process weâve used to launch and fill both of our own studiosâand now, weâre sharing it with a small group of clients.
Click here to join the waiting list
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SHOW NOTES:
0:00 - Why in-person fitness is trending in 2025
2:15 - The benefits of owning your own studio
4:10 - Finding the right location and model
8:01 - Negotiating leases and financial planning
13:45 - Building anticipation with a waiting list
15:22 - Hiring and managing coaches effectively
19:48 - Facebook and Instagram ad strategies
22:08 - Converting clients with sales consultations
24:48 - Creating an onboarding process that works
26:10 - Building a strong member community
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FIND US ELSEWHERE:
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Facebook Page: facebook.com/cardybrothers
Twitter: x.com/cardybrothers
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Weâre rolling up our sleeves and planning out an entire year for our fitness studios. With colourful pens, a giant calendar, and a lot of brainstorming, weâre mapping out 2025. We cover everything from member events to team meetings, creative sessions, and campaign timelinesâsharing how we organise for not one, but two studio locations. Along the way, we reflect on lessons from 2024, the feedback weâve received, and how weâre adjusting to make next year smoother and more exciting for everyone. If youâre a fitness studio owner or aspiring one, youâll find loads of practical takeaways for structuring your year.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
0:00 â Intro to our planning process
1:00 â Annual planning: member events, meetings, and key dates
7:00 â Why feedback shapes our planning for the new year
12:00 â The role of creative meetings and programme updates
18:00 â Reflecting on 2024 and setting the stage for 2025
21:00 â Wrapping up the year and a thank you to our listeners
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FIND US ELSEWHERE:
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This week, weâre talking all about our Christmas partyâwhat went right, what we learned, and how we plan to make the next one even better. From five straight hours of dancing (and the sore feet to prove it) to hilarious moments on the dance floor, we had an absolute blast celebrating with our team and members.
But it wasnât all smooth sailing. We also share some honest reflections about running a business during busy (and sometimes unpredictable) times. Plus, we dive into the small wins that remind us why we do what we do and how long-term thinking is key in building something truly special.
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Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
0:28 - Highlights from the Christmas party
2:09 - Funny moments on the dance floor
2:58 - The awards ceremony and reflections on growth
4:34 - What we could improve for next year
7:03 - The highs and lows of the week as business owners
11:00 - Lessons learned from membership recommitment challenges
14:21 - Why patience and long-term thinking matter in building a gym
19:07 - Positive updates and future plans
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FIND US ELSEWHERE:
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Facebook Page: facebook.com/cardybrothers
Twitter: x.com/cardybrothers
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Weâre diving into the 10 traits that separate successful gym owners from the rest. After years of working with studio owners and running our own, weâve noticed patterns that define thriving gyms and their leaders. From putting clients first to staying accountable, weâre sharing practical insights and real stories to help you level up your business. Expect honest advice, a few rants, and actionable takeaways for any gym or studio owner looking to grow their community, improve their service, and stay ahead in the game.
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And learn how to build, grow and scale your fitness studio.
Join 3,500+: gym owners here: https://www.thefitpreneur.com
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SHOW NOTES:
0:19 - Why asking for feedback can feel scary (and why you should do it anyway)
2:00 - Trait #1: Putting clients first (and what weâre changing in our gym)
5:00 - Trait #2: Why itâs not just about your wallet
7:58 - Trait #3: No cutting corners (and investing in what matters most)
9:51 - Trait #4: Accountability is key
12:00 - Trait #5: Delegating with confidence and structure
14:01 - Trait #6: Focusing on big outcomes instead of minor details
16:01 - Trait #7: Embracing informed feedback
18:06 - Trait #8: Investing in education for long-term growth
19:35 - Trait #9: Why you should âGoogle itâ first
21:27 - Trait #10: The importance of tracking numbers
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This week, we unpack why our upcoming Christmas party is wildly over budget but totally worth it. From building community through events to Jackâs transformation into a seasonal dresser, we cover the wins, the laughs, and even the small fixes that make a big difference.
We also dive into business insights: experimenting with new memberships, retention data, and why we believe gyms are about more than just fitnessâtheyâre about unforgettable experiences.
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SHOW NOTES:
0:00 - Why our upcoming Christmas party is over budget but worth every penny.
2:10 - How Jack became a seasonal dresser!?
7:00 - How events build stronger communities in fitness studios.
10:15 - Why the gym industry is about creating experiences, not just fitness.
14:10 - How introducing a two-session membership is impacting retention and revenue.
18:40 - A simple system we built to fix our ongoing T-shirt stock issue.
22:10 - Updates on our 21-day challenge and growth at our second location.
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In this episode, Iâm joined by our new creative lead, Henry. We chat about the journey of building a content strategy for Revamp and how Henryâs role has shifted from capturing moments to creating a more structured social media approach. We go over our weekly content cycle, share how weâre using Notion to stay organised, and discuss why working with a team thatâs open to new ideas and collaboration is key to a strong content game. Plus, we dive into the challenges and lessons that come with managing content for a fitness community and reflect on our mutual passion for storytelling and creativity.
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SHOW NOTES:
0:19 - How Henry has stepped into his new role as creative lead
1:48 - The importance of taking breaks for better focus
2:24 - About Henryâs journey and growing role at Revamp
5:02 - Our goal for social media: filling the pipeline
8:58 - How we use the âREPSâ strategy: results, exposure, practice, summary
11:14 - Why staying flexible with content still benefits from having a plan
12:45 - The importance of team involvement in social media content
14:43 - How our Notion workflow streamlines content creation
16:59 - Why building a strong backend for operations is essential
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FIND US ELSEWHERE:
Instagram: instagram.com/thecardybrothers
Facebook Page: facebook.com/cardybrothers
Twitter: x.com/cardybrothers
Hosted on Acast. See acast.com/privacy for more information.
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This week, Iâm (Jack) running solo to answer 10 sales questions without much prep, so youâll get my genuine take on each one. I dive into different ways we handle objections, like how to approach the âspouse objectionâ or the balance of getting support versus asking for permission. I share stories from my own sales journeyâfrom negotiating in everyday settings to building rapport in gym consultsâand break down the emotional and practical sides of handling sales calls. I also cover the importance of understanding client mindset, using urgency in sales without being pushy, and refining our sales tactics to connect better with our audience.
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SHOW NOTES:
0:45 - How to handle objections, especially the âspouse objectionâ
4:35 - Lessons from my first sales experience and negotiation
6:30 - The impact of qualifying questions in sales
8:45 - How to connect emotionally with clients on their goals
12:15 - Effective follow-up strategies and why they matter
15:00 - Why pricing needs context for better understanding
19:00 - Using social proof in consultations
20:10 - Creating urgency without pressuring clients
23:00 - How investing in skills speeds up growth
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FIND US ELSEWHERE:
Instagram: instagram.com/thecardybrothers
Facebook Page: facebook.com/cardybrothers
Twitter: x.com/cardybrothers
Hosted on Acast. See acast.com/privacy for more information.
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