Recruitment order to consider is detailed below. A Franchisee looking to recruit can realistically look at a period of 3 month to 6 month for the process to be complete so bare in mind:

Decide classes and hours for job spec

Dates for interviews and training

Advertise

Interview

Training

Shadowing

Teaching

Reviews

Number crunch

A good place to start is with some figures so get to grips with crunching your numbers from earnings so far.  Can you realistically afford to take on staff?  Think about what you are wanting this person to do teach current classes start new ones cover mat eave etc.  You next thoughts should be with how much to pay them.  This depends on travel, amount of classes and if your wanting them to do an extra work.  How many hours does this take?  For example if you wanted to pay £10 per class or per hour but expected a person to market this class for you then you may need to look at paying more per hour say £15.  All extra marketing you expect should be clearly outlined in the job spec.  It is important to know what you can afford.  Promising hours to people and the taking them away can lead to a bad working relationship.  You can always start with few hours to build up but taking hours away is unfair when they have mouths to feed also.  You will need to come to expect you may make a loss on some classes.  This can be because it’s a new class started, and numbers take time to build up or the teacher is taking over you.  In which case parents may want to only be you.  This does not mean you can pay the teacher any less than what you have promised.  You have to expect to run a class regardless of whether its 5 people or ten, this is where numbers crunching is so important can you afford to still pay this person?  Transparency is so important.

Job spec

A template is available via dropbox as a guide to you however it is a guide and you should think carefully about what your own expectations are form a teacher.  The job spec should include duties, hours of work, rate of pay, and any additional things required in the role EG advertising, Managing FB, Shadowing, Coursework, Payment of coursework, CRB< safeguarding and first aid.  A number of hours are required by the teacher to shadow stipulated in the contract in order to complete coursework this is up to you if you wish to pay.  You should decide whether coursework will be completed in your time or theirs and this should also be detailed in the spec.  Any extra work such as Facebook or marketing should be factored into the rate of pay you should not expect your employee to do what you do for free.  Ensure you note down the hours with days so this is clear from the start, letting them know that there is set up and ack away again you may need to look at paying an extra 30 minutes for this.  Always insist on flexibility should you want to look at expansion.

Where to advertise

Available to you on dropbox is a template to advertise on social media you may compose your own so its branch specific.  We suggest always starting with your own customers your parents.  Who better than those who attended the classes have grown to love them also.  Start by mentioning it in your classes asking if anyone is interested or if they know anyone.  Post in your own group and your FB page too.  It is always better to have an exciting engaging recruitment post on social media so choice of words is crucial and you can add that interest is expressed along with a cv to your email.  Don’t forget to put a closing date making it realistic to get in the interview and teaching element with training in time for when your wanting them to teach. Again this needs to be detailed in the spec, a timeline of events to refer to. This enables you to send out a detailed job spec to the candidate.   To summarise these are some places to advertise are:

• Word of mouth
• Facebook groups
• Job Centre
• Newspapers
• Shop Window
• Recruitment Agencies
• Online
• Walk in enquiries
• Previous employees
• Customers from your classes

Interview

In all cases when recruiting meeting, calls or watching classes one must get a Non-Disclosure Agreement signed with the candidate.  This protects any sensitive information you may be giving out.  This is available from HQ and a signed copy may be requested by HQ.  A set of questions and structure is available as template on dropbox for you to use. You should however have your own input making the questions specific to yours and your businesses needs.  A teaching element in a class should also be considered as this is the best way to see how the person interacts with children and parents.  You may wish to have another person present so that you have second opinion this is fine however do let the candidate know in advance.  Always remember to take some notes and you can base questions around their CV and experiences.

Training costs

Please ask HQ for a break down of costs.  You should consider whether you want a teacher to invest in their own training or you want to pay for it.  All costs must be paid in advance to the franchisor 2 weeks prior to training. Training dates should be decided prior to advertising the position and agreed with the franchisor.  All training is completed in house with Kalma  no other massage or yoga certifications will be accepted.  A CRB must be done through Kalma  and is at the cost of the franchisee.  Other certificates needed are safeguarding and first aid both at a cost to the franchisee, certificates held by the teacher will be accepted as long as it meets the franchisors policies.  Training costs should be decided at the time of job sec and need to be included.  They need to be added to the contract if the franchisee is paying and stipulate terms of paying this back should the teacher leave within the first year.

Terms of employment

All staff are taken on by way of freelancing or PAYE.  Kalma  can provide freelancer contract at no extra cost to the franchisee.  Should you wish to take on a member of staff in permanent paid employment through PAYE please speak to your accountant about options.  All Freelancers are responsible for their own tax and NI and proof should be given to the franchisee to show this is the case.  You may want to suggest an accountant for them or they may have their own.  A full copy of employment laws and templates will be given to you.

Hours and Pay

To consider this point you need to have first number crunched so you can see realistically what minimum hours you can give a freelancer/employee.  Work out a hourly or class pay taking into consideration travel for the person.  You may wish to speak with HQ or with another franchisee.  Rates of pay will vary from region to region in the UK.

 Coursework

Please ensure coursework is explained thoroughly to the candidate and what is expected.  Ensure you tell them that there are dates for it to be completed.  NO freelancer or employee will be able to teach without a training certification that’s complete with portfolio.  All coursework should be monitored by the franchisee to ensure it complete, no responsibility will taken by trainers of HQ should it not be complete.  Trainor’s should kept in the loop if coursework needs extensions.

Contract

A freelancer or employment contract can be provided to the franchisee by Kalma  HQ at no additional cost.  If you wish to have your own drafted a copy MUST be sent to Kalma  HQ before it can be used.  All signed contracts must have a copy sent to HQ.  Franchisees may request a copy of the contract before recruitment so that you can take the time to read through the points and it may be useful to consider some of the points.  Before issuing the contract you must have considered payment terms and hours, and costs if the freelancer was to eave so these can be included.  In the terms of the contract you must get an equipment checklist signed and dated if you plan to give them equipment and manuals as this needs to be handed back upon termination.  Ensure it is kept up to date and logged when changing it.  Broken equipment must be replaced it is the duty of the franchisee to ensure this happens.

Please note that in all cases a freelancer and employee is contracted to the franchisee not HQ.  Any conflict should be dealt with by the franchisee.  Support and advice can be given form HQ when asked.

During the contract feedback must be given to the freelancer/employee at 3 month then 5 month before the probation period ends.  You must gather the feedback they collected from coursework from customer evaluations.  Once collected you must send out a survey customers can fill out anonymously and use this in their three month meeting which must be documented with any action plan.  The same must be done at 5 month their probation period meeting send out a survey before this meeting, again all meetings need to be documented.  YOU MUST ensure that you have note takers present for any formal meetings and you are familiar with the procedures around any disciplinary action.

Hints and Tips to consider

• Putting up two timetables for customers to see when your launching classes, is something you should consider.  There are pros and cons to this.
• Shadowing dates in advance should be worked out. A list of dates should be written down. These should be given to candidates at the time of the interview and documented.
• Giving the access to dropbox may be refused by HQ at any point.  Your employee can have access please speak to HQ
• Communication is a must with the employee if your to have a good working relationship, this means meeting up and regular monitoring and feedback.  Don’t leave them to fend for themselves and grow classes on their own.  Unless they have been employed to do that.  Their roles must be clearly defined and a job spec detailing the expectations signed by franchisee and employee
• Keep a close eye on coursework and its collation they can not teach without it complete its your responsibility
• Explanations to employees about what is required and it does require a level of unpaid time which is their commitment
• Clearly define an write down their roles and responsibility ensuring they are given a copy
• Good monitoring and feedback with employees is crucial, give the time!
• No phones calls to the unsuccessful until first has accepted give them a few days to sink in
• GDPR and employment laws and legislations, keep upto date!
• Consider the information needed to be given to the employee/ class leaders
• Consider a trail basis
• All manuals must be handed back with equipment
• Uniform must be worn at your expense or the teachers
• Holidays and sick under a freelance contract please read