Proper potential client intake should not be taken lightly. Without proper recording of information/records keeping, you could loose out on valuable contact information that could lead to a new sale. When taking down a client’s information it is important to keep it in an organized folder (and not sticky notes). In addition, having well structured potential client intake forms is also a must. When a client first contacts you or your gym, it is important to have a client intake sheet readily available near the phone/front desk. On this sheet you will want to include the following information to be collected from the potential client:
*Date they called
*Their first/last name
*Their mailing address
*Their phone number and email address
By collecting all of this information right up front, you will have multiple ways to contact them back, whether it is for a follow up meeting, or if you want to mail them a special discount offer your gym is doing. In addition with having their email, you can send them any initial forms you would normally have them fill out during the initial assessment consultation (such as a PAR-Q).
On the intake sheet you should also have room for making additional notes. Things to ask the potential client could be what times of day would they prefer to exercise, their physician’s contact information, and any goals the client can initially think of they would want to discuss.
After you discuss with them the additional questions you wanted to ask, it would be a good time to discuss setting up a free assessment. If they say yes, you are one step closer to making a sale.
Usually after you have covered everything on the intake form is when the discussion of price comes up. Be sure to be up-front with the client as to what options they have and any/all fees that are associated with joining and having a personal trainer.
At the end of the conversation, if the potential client set up a free assessment time, be sure to remind them to wear proper clothing, bring any forms completed (such as the PAR-Q) that you may want them to complete before coming, any medical clearance from their physician, and also any questions they may have.
Following these guidelines, which were created by the American College of Sports Medicine (ACSM) can help ensure not only each client is treated equally, but also you acquire as much information up front as possible, helping you in future attempts to turn them into a paying client (if they choose to hold off on joining right away).