You’ve put blood, sweat, tears, and a whole lot of money into starting your beauty and wellness business. Next, you’ll need a list of policies to protect it. Nearly every business, from small to large, should have policies in place that establish a set of rules and guidelines for staff and clients to follow. Incorporating policies for small business doesn’t just set a professional tone – it also keeps your customers safe and informed when patronizing your business. 

This article will explore the importance of creating policies for your small beauty and wellness business, plus a step-by-step guide, and some small business policy examples you can adapt for your own purposes. 

What Are Small Business Policies?

Small business policies are the rules and regulations that govern your professional operations. From setting the standards of hygiene, to expectations for client behavior, to managing staff interactions, policies for small businesses help keep everyone on the same page so you can lower the risk of surprises and setbacks on your way to success. 

4 Reasons to Set Policies for Your Small Business

Policies for small businesses serve a number of purposes. Here, we list some good reasons why a small business needs its own specific list of policies. 

1. Ensures you’re following the law

Your list of policies can demonstrate your compliance with any state or county mandates regarding your business operations, such as health and safety regulations, licensing requirements, and consumer protection laws. (For example, adherence to Equal Employment Opportunity (EEO) policies and the Americans with Disabilities Act (ADA).) 

2. Protects your small business

As a small business owner, you’re likely not stacked with a team of lawyers and experts ready to jump in and take over if something should go wrong. But having clear policies in place can help mitigate any potential liability risks, such as accidents, injuries, financial disputes, or product-related issues. 

3. Sets expectations for staff

Your list of policies should also cover rules for employees, such as work hour requirements, dress code, and performance standards when rendering services or interacting with clients. An employee code of conduct policy may also stipulate cell phone usage, social media posting, or how to handle harassment, which can further protect your business environment and reputation. 

4. Improves workflow

Small business policies and procedures create consistency within your walls. Knowing the standards for professional conduct, requirements for equal treatment, and your business’ ethical guidelines can make it easier to streamline operations and for everyone to get their jobs done. 

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8 Policies for Your Small Beauty & Wellness Business

Workplace policies can improve the way your business functions and contribute to a safe, welcoming atmosphere. Some small business policy examples include: 

1. Appointment and cancellation policy

Appointment and cancellation policies outline your booking procedures, including required notice for cancellations, and any associated fees or loss of deposit should a client violate your rules or no-show. You should also include acceptable ways for clients to cancel, whether online, over the phone, or via text. 

GlossGenius’ No-Show Protection keeps clients’ cards on file to safeguard your time and protect against missed appointments.

2. Hygiene and sanitation policies

Your hygiene and sanitation policies should outline your standards of cleanliness for the staff and workspace. When do employees have to wear gloves or masks or aprons? What is the proper procedure for disinfecting equipment? How often does garbage get taken out and where do staff dispose of toxic chemicals and other waste? This policy must also meet minimum state-level requirements, so check your state’s website to ensure you’re in compliance. 

3. Confidentiality policy 

Confidentiality policies protect clients’ personal information like phone numbers, home addresses, and credit card details from third party access. If you own a wellness business or med spa, there’s a chance you may also be dealing with personal information like medical details. A confidentiality policy assures clients that their personal information will be stored properly and kept confidential, and neither you nor your staff will share their info with unauthorized parties. 

4. Professional conduct policy

A professional code of conduct sets the standards for professional behavior, including punctuality, attire, and communication with clients. Your employees are a representation of your business, and how they behave while representing your company can have a significant impact on client comfort and satisfaction. These policies can provide guidelines on how staff should settle disputes or other adverse situations. 

5. Paid Time Off (PTO) policy

A PTO policy will outline the process for employees to request time off, including how far in advance they must give notice, what to do if employees request the same days off, and how many days off they get (including vacation days, sick days, and personal days). Your PTO policy should ensure you remain in compliance with labor laws, as any company policy cannot supersede state or federal mandates.

6. Social media policy

A social media policy will help protect you, your business, your employees, and your other clients. These policies will dictate proper etiquette for posting on social media in regards to the business or anything associated with your brand name. It can also detail rules for social media use while on business property, such as prohibiting taking videos of other clients or recording professional services. 

7. Harassment policy

Harassment policies outline the necessary steps for your staff to take in the event they need to report instances of bullying or harassment. The policy should make clear what exactly constitutes bullying or harassment, and should it occur, who the employee should report to and what support will be available, plus a promise of confidentiality and protection against retaliation. 

8. Refund policy

A refund policy will let clients know whether your business issues refunds or not, and if so, which specific instances or circumstances entitle them to one. It will also explain the timeline for requesting a refund, how your business will deliver that refund, and the timeline for receipt. 

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How to Develop Policies for Your Small Beauty & Wellness Business

Developing policies that suit your specific business is essential to its success. Below we explore a few ways you can determine how to set up your business policies: 

Identify key needs

While there are some general policies every small business should have, you’ll need to do a deep dive into your own analytics to determine which areas require attention. For example, if your business is losing too much money on no-shows, you may want to incorporate a stronger cancellation policy with higher deposit amounts to cut down on flaky clients and recoup more of your losses. 

Consult with legal professionals 

It’s great to include strong, fair policies to protect your business and enhance the client experience, but your rules can’t supersede or violate existing state and federal laws. If you’re writing your own business policies, you may want to consult with legal professionals to ensure you’re in compliance with all laws and regulations at the local, state, and federal level. 

Write policies in clear and concise language

There should be nothing vague or confusing about your business policies – they should be thorough, concise, and easy to understand. The less ambiguity, the less likely it is that misunderstandings or violations will occur. All employees should have quick, direct access to your policies at all times so they can work autonomously while also supporting your business vision. 

Manage Your Beauty & Wellness Business With GlossGenius

Your beauty and wellness business can benefit from having a set of clearcut policies. Workplace policies for small businesses are important to have, as they can help protect you and your employees, while also providing necessary information to your clients and other visitors. 

GlossGenius is an all-in-one tool that helps small beauty and wellness businesses run their day-to-day. Built-in Payroll features allow you to sync appointments, adjust commissions, and view hours logged for your employees – all automatically. With Team & Staff Management features, you can manage employees, track performance, and get them paid on time, every time. GlossGenius’ Client Management makes it simple to communicate with your customers and send timely reminders so they never miss an appointment.

Try GlossGenius today and get 14 days free!

Disclaimer:

This information is provided for general educational purposes only. For legal, cybersecurity, or compliance advice specific to your business or situation, please consult a professional.