Are your guests excited to spread the great news about your salon to everyone they know? When they do, are they being thanked? 

If your goal is to begin a program that is easy to manage, you’re in luck! 

Salon Owner and Industry Expert, Kati Whitledge, shares how her staff at Be Inspired Salon works to capture guest referrals and how they thank them for their advocacy when those referrals come through.

In addition to hosting the beloved Beyond The Technique podcast, Kati is the owner of the award-winning Be Inspired Salon located in Madison, Wisconsin, and the creative brain behind Meet Your Stylist, an innovative salon software system that matches potential clients with salon professionals based on services, lifestyle preferences, and personality metrics. 

Kati is incredibly passionate about helping others in the industry develop their own success stories, and today she’s sharing her secrets for building an easy-to-manage referral program in order to help you capture those leads.

Capture Data with Client Intake Forms

An easy way to catch wind of a word-of-mouth referral is to ask every new guest how they heard about your salon. You can do this with your client intake form. 

At Be Inspired Salon, the client intake forms are digital. They made a non-public webpage that they have saved as an app on their iPads in the salon. When a guest visits for the first time, they give them the iPad and have them fill out their information. They include the question, “How did you hear about us?” Which prompts each guest to check all that apply.

The reasons they add the disclaimer, “please check all that apply”, is so that they can track their return on investment for all advertising platforms. This could include Google, Facebook, Instagram, Meet Your Stylist, a local magazine, radio, a partnering business, a friend, or other. When a guest selects “friend”, there is a drop down box which prompts them to fill in their friend’s name. 

Even if you’re not ready to go digital with your client intake forms, you can effectively apply these same principles in print.

Give the Gift of Added-Value

After you have an easy way to capture the names of guests who have referred you new guests, it’s so important to show your appreciation. 

That being said, Kati also stresses how important it is to make sure that how you choose to show your appreciation in turn adds value to their experiences at your salon. What she means by that is, you always want to give more, not offer them a lesser price. 

Many salons will promote offers such as, “Refer a friend and you’ll both receive 20% off your next visit”. But did you know that this devalues your services and products and in the mind of the buyer? It tells them that your services and products are actually worth less. 

Instead, Kati suggests that you use value-based propositions such as, “Every time you refer us a new guest, we will gift you with a $10 shopping pass to use at our salon!” In the verbiage alone, there is a huge difference in the value you’re offering.

Show Your Appreciation with a Hand-Written Thank You

Regardless of what value-added gift you give, consider a thank-you note as a touch point in your relationship. 

For example, at Be Inspired Salon Kati and her team sit down once per week with their list of guests who have given referrals. They write each guest a handwritten thank-you note and mail them out later that day. 

“Thank you” letters are a lost art and people love the special feeling of receiving a personal card in the mail. In the note, Kati and her team leave a simple message, such as, “Mary, thank you so much for referring Connie to us! We appreciate your advocacy and we appreciate you. Please enjoy this $10 shopping pass at your next visit!”

The lesson for today is if you employ a referral program, make sure it’s easy to manage so you never have to worry about dropping the ball. Add valuable gifts to show your appreciation, and think of a personalized way to thank each guest who is going out of their way to spread their love for your brand.

To listen to the podcast that inspired this blog, check out episode 189, and if you’d like to learn a little bit more about our host, Kati, check out her website and don’t forget to subscribe to the Beyond The Technique podcast for more incredible industry insight.

The consultation is the single most important step in securing a potential client. This introduction sets the stage for all future interactions between your client, their stylist, and ultimately, your salon. And the key to nailing the consultation? Open communication and conversation.  

Bespoke Beauty Bar Owners, Alicia and Christian Blazevich, know exactly what it takes to seal the deal during the consultation. In fact, their knack for client communication is what makes them a Salon Today Top 200 Salon. After putting in their time at a four-year college, Alicia and Christian found themselves longing for something different, so they decided to switch courses and that’s how Bespoke beauty bar was born.

Ironically, both Alicia and Christian grew up with a soft spot for the salon environment. As a child, Alicia spent most weekends at the salon with her grandmother perfecting her perm, and Christian fondly remembers visits to the barbershop with his grandfather. The Blazevich’s both grew up with a deep appreciation for the community atmosphere that salons provide, which played a significant role in their beauty bar for their own salon.

Alicia and Christian opened Bespoke Beauty Bar with the intentions of highlighting each client’s individuality. They knew that the same old cookie cutter formulas simply wouldn’t cut it in their studio, which is why they put an extra emphasis on the consultation. By getting to know each of their clients and their own intimate relationship with their hair, the Blazevich’s and their team are able to tailor their services to meet each client’s unique needs. Alicia and Christian ask all of the right questions during the consultation—and you can too!

Put it in Writing

Contrary to popular belief, the Blazevich’s know that doing everything digitally doesn’t always mean it’s going to be done better.  Alicia emphasizes the impact of using a hand-written client intake form during the consultation. While a digital form might speed up the process, there’s a level of thoughtfulness that comes with writing something down by hand.

I mean seriously, how often are we asked to jot down our thoughts and feelings anymore? Alicia encourages salon owners to hand their clients a pen and paper during their first visit in order to prompt them to really process the questions and fill out the form authentically.

Make it Positively Personal

While the consultation should still ultimately be about the technical services your client is seeking, it’s important to include some personal questions when getting to know them and their individual needs. Not only does this help you match each client with their perfect stylist, but it also shows that you care about the person underneath each head of hair.

Alicia and Christian also suggest spinning the consultation in a positive light. During the first visit, we often focus on what the client is looking to change, what they don’t like about their hair. Alicia emphasizes how impactful it can be to shift the focus to what they do like, what about their hair makes them feel good.

Of course, we’re still there to tend to that unwanted outgrowth or make those color corrections, but by asking these questions and getting to the bottom of their wants and needs you’re letting each client know that they’re valued, and that you care about their feelings.  

Alicia also suggests that you ask each client about what they look forward to when coming to the salon. Make yourself aware of their favorite part of the salon experience and linger there during their service. For some, coming to the salon is a chore in and of itself, so don’t add the extra frills. For others, they might say they love the shampoo or simply being pampered, so give them an extra rinse or add some essential oils to amplify the experience.

Ask the Tough Questions

It can be tempting to wrap up the consultation after the more enjoyable “get-to-know-you” questions, but it can’t end there. The most important questions are the ones regarding maintenance and budget.

As a salon owner or stylist, the goal is always to send clients off with a new wave of confidence and incredible hair, but the key to keeping your clients is giving them the ability to recreate that same look and feeling at home. Alicia and Christian know that hair maintenance looks a little bit different for every client, which is why they take the time to ask the tough questions.

At Bespoke, they really break it down to understand each client’s level of ability when it comes to maintaining their color, their biggest challenges when it comes to styling, and their current product regimen. Alicia suggests that you start with the basics and work your way up. Ask your clients, “How much time do you spend on your hair in the morning?” And go from there.

Break Down the Budget

Finally, it’s time to talk about the budget. At Bespoke, the last page of their client intake form is the personalized Bespoke Beauty Plan, where they cover the cost down to the dollar.

Again, Alicia says it’s important to break the cost down by service. Does your color require an additional glaze or bonding treatment? How many times will you need to process? While this level of disclosure might sound daunting at first, Alicia and Christian argue that this kind of transparency helps build trust with your clients. Not to mention, it’s tremendous for bridging the gap between the client’s expectations and what’s actually realistic for their budget and level of ability. 

To learn more about Bespoke Beauty Bar and the Blazevich’s knack for client communication, listen to the podcast that inspired this blog, episode 162. If you’re interested in more step-by-step advice on perfecting the consultation conversation, read our previous blog post on the Six Steps to a Winning Consultation.