Smooth Operator

Smooth Operator
Equipment Maintenance Is Essential To Daily Operations

by Judie Bizzozero

Today’s Equipment choices blend unmatched technology with inspiring elegance to create the ultimate tanning experience. Selecting the right mix of tanning equipment is one of the most important, and most expensive, decisions a salon owner can make. For this reason, it is imperative to keep equipment operating at optimal performance.

Tanning equipment maintenance starts with organization. The most important part of a tanning salon is the equipment, and that is the main reason why clients are loyal to a particular salon. However, any tanning unit that runs continuously day in and day out is bound to malfunction. How well a salon owner is prepared to handle the situation can and will make the difference in keeping clients satisfied and the salon’s reputation intact. A firm understanding about the specific equipment and its components will reduce downtime if a unit fails.

A tanning unit that needs repair or is not functioning is a direct loss of revenue for the salon. In fact, a salon that continues to operate with malfunctioning equipment ultimately will have to reschedule appointments, turn away clients or take a client out of a unit after a session has begun. This causes a domino effect, and customers will lose confidence in the salon and take their business elsewhere.

One of the best ways to monitor equipment performance is to query tanning clients after their sessions. Customers are paying for a service and they certainly will speak up if lamps were not functioning or they heard strange noises coming from the unit. Be sure to investigate every lead and remedy the problem before revenue is lost.

Salon owners should keep precise records of the type or types of tanning equipment in their salons. Additionally, these records should be accessible to all employees so they can become familiar with the equipment and their specific functions.

It also is an excellent idea to keep a detailed maintenance log on each and every piece of equipment. Everything from lamp changes to part replacements should be noted in the log as well as copies of receipts for parts, and phone numbers and contact names of suppliers.

Maintenance begins the day equipment is purchased. If the units are being installed by a factory technician, take advantage of this opportunity to learn from the experts. If a salon owner chooses to install the equipment themselves, it is wise to study the owner’s manual to become familiar with all of the unit’s functions. This will allow a salon owner to describe equipment detail to clients as well as spot when a unit is not operating properly.

Once the tanning unit is in place, the salon owner is responsible for knowing as much as possible about the equipment. Salon owners use the equipment on a daily basis; therefore, they should be the most familiar with the functions. It is imperative that the front-desk personnel be as educated as the salon owner since they will need to contact the supplier or technician if a problem arises in the salon owner’s absence.

Take the time to learn the maintenance basics such as removing the acrylics and replacing lamps and lamp holders. The more a salon owner can learn to do, the faster a repair can be made. Be sure to call the service technician if there is some uncertainty about how to make a repair because a mistake can create a bigger and more expensive problem.

Get to know the suppliers and technicians, and remember that no question is a dumb question. When trying to describe a problem, be as specific as possible. Know how long a particular problem has been occurring and any other specifics. Keep a detailed record of when the problem occurs.

When discussing the problem with a technician, don’t use words like “whatchamacallit” or “thingamajig.” These terms can be difficult to identify, especially when talking over the phone. If necessary, use the owner’s manual or a copy of the brochure to determine the exact part being described. If a part has been ordered previously, refer to the invoice for the part number.

Find out all of the costs involved in repairing the machine and make sure the supplier has the correct shipping address. Always have the part shipped to the salon owner’s attention so it does not get misplaced. By speaking clearly and to the point, a salon owner will ensure receiving the part in the quickest manner. If possible, have a backup supplier available in case the regular supplier is out of stock. Remember, downtime means loss of revenue.

It is impossible to know which part will fail, but a salon can take a proactive approach to the problem by stocking small components known to fail every now and then. This allows a salon owner or employee to replace the part immediately with very little downtime and saves money on overnight shipping charges for the part. For example, a lamp holder only costs about $5, but because the unit is a favorite among customers the salon can’t afford to shut it down for two days. The express shipping costs $20 to get the part overnight, and that added expense comes right off the top of profits.

Since tanning is a seasonal business for most salons, take some time to make a list of parts to keep in stock during that busy time. Remember that during the busy season, some suppliers can run low on high-demand parts. In fact, with certain equipment it may be weeks before parts can be delivered if the supplier is out of stock. That puts you at a disadvantage and leaves your competition smiling while gaining your customers.