spa owner welcoming new employee to the team

Onboarding New Employees: A Leadership Approach to Build Trust in Your Spa Business

When onboarding new employees, one of the most important elements is establishing trust. After all, as an esthetician spa owner, your leadership style sets the tone for your entire business. Contrary to popular belief, trust isn’t something you earn over time—trust is something you must give, especially during the new hire orientation.

A key part of an effective employee onboarding process is creating that trust from the beginning. 

Even if you don’t have everything perfectly in place yet—whether it’s your employee handbook or the details of your onboarding program—simply starting the process is an important milestone in any spa business. By trusting your new team member, you establish a foundation for a positive employee experience and build a culture of autonomy and accountability.

Remember, creating an onboarding system is a sign of growth and every step you take—whether refining your new hire orientation or developing an onboarding program—should be celebrated. 

The process of welcoming a new hire is not just about paperwork and logistics, it’s about setting the tone for a trusting, collaborative relationship.

Onboarding New Employees - Maxine Drake Esthetician Coach Blog

The Importance of Core Values in Onboarding

The first step in an effective employee onboarding program is to indoctrinate your new employee into your spa’s core values and the outcomes you desire for your business. This isn’t just a formality; it’s a critical step in ensuring your new team member is aligned with your vision. Core values are the guiding principles for every decision and action within your spa.

When new employees understand and internalize these values, they are more likely to be motivated and engaged.

Communicating Core Values in Your Onboarding Program

To effectively communicate core values to new hires, spa owners should:

  • Integrate Core Values Early: Introduce your spa’s core values in the initial new hire paperwork and onboarding sessions. Rather than just stating them, explain the reasoning behind each value and how it influences the day-to-day operations.
  • Use Real-Life Scenarios: Incorporate examples of how employees have embodied these values in client interactions, teamwork, or decision-making processes. This makes the values tangible and easier to connect with.
  • Create a Core Values Handbook: Provide a handbook outlining the core values and include examples of how they manifest in different roles. Encourage new employees to reference it as they get settled in.

spa owner showing new team member policies and procedures

Step-by-Step Guide to Introducing Core Values

  1. Day 1: Introduction and Explanation – During the first onboarding session, explain the company’s mission, vision, and core values. Provide context on how they shape decision-making and client relationships.
  2. Week 1: Core Values in Action – Throughout the first week, show employees how core values are applied in their daily responsibilities. Highlight positive examples from existing team members to make the values relatable.
  3. First 30 Days: Feedback and Reflection – After the first month, have a sit-down with your new hire to reflect on how well they are aligning with the core values. Encourage them to share challenges they’ve faced and how they’ve applied the values in their work.

Real-Life Example: Integrating Core Values for Spa Success

At Face to Face Spa, the leadership team placed a strong emphasis on their core value of “Wellness Starts Within.” To communicate this value to new hires, they include a mentorship program where experienced employees share stories of how they prioritize self-care while working with clients. 

This ensures that every employee not only understands the value of self-care but also practices it, leading to a healthier and more motivated team. As a result, Face to Face enjoys lower turnover rates and a highly engaged workforce.

Looking for inspiration to align your spa team with meaningful values? Download your free copy of the Esthetician Creed and stay connected to your purpose while building trust and success in your team.

Cultural Fit for Long-Term Retention

Aligning new employees with your company’s culture is key to long-term retention and employee satisfaction. During the onboarding process, it’s important to assess whether candidates share your values, company culture, and can thrive within the team dynamic.

Here are some ways to evaluate cultural fit:

  • Interview Questions: Ask candidates about their previous roles and how they handled situations that align with your core values and job descriptions.
  • Trial Period: Use a short trial period where new hires work with key team members to see how they fit into the culture. This can reduce mismatches and turnover.

By focusing on core values and integrating them into your employee onboarding and training program from day one of a new job, you’ll create a sense of belonging and purpose, leading to long-term success for your spa.

reviewing the onboarding process with management team

The Pitfalls of Micromanagement

Micromanagement is a significant leadership pitfall that can stifle your spa’s growth. An effective employee management strategy involves allowing employees to take initiative without constant oversight. When you focus on controlling every action, you drain your energy and undermine your team’s confidence and creativity.

Employees subjected to micromanagement often feel disempowered, leading to decreased motivation and engagement. 

A poor onboarding process that involves excessive micromanagement can also prevent new employees from settling into their roles comfortably.

One of my Elite VIP 1:1 Coaching clients, an incredibly successful spa owner, experienced this firsthand. She worked diligently on her leadership style, making great strides by utilizing our Hiring and Onboarding/Orientation System to bring on two new team members this year. However, her tendency to micromanage—reprimanding employees for being just one minute late—caused significant tension. 

While well-intentioned, this approach led to frustration and strained relationships, hindering the positive work environment she was striving to create.

Micromanagement also creates deeper psychological challenges within teams. Employees who feel overly controlled can experience:

  • Reduced Creativity: Constant oversight stifles their ability to think outside the box, leading to missed opportunities for innovation.
  • Anxiety and Stress: Being micromanaged creates an atmosphere of fear, leading to lower productivity.
  • Burnout: Over time, a lack of autonomy causes employees to feel disconnected, leading to exhaustion and eventual burnout.

Leadership Alternatives to Micromanagement

Instead of micromanaging, spa owners can adopt leadership techniques that promote trust and creativity with your new employees:

  • Situational Leadership: Tailor your approach based on the employee’s experience level. New hires might need more guidance, while seasoned employees should have more autonomy.
  • Coaching and Mentoring: Support your team by acting as a coach or mentor. Ask open-ended questions that encourage them to solve problems independently.
  • Positive Reinforcement: Recognize and reward independent thinking and initiative. When employees take ownership and make decisions that align with business goals, highlight those moments to reinforce desired behaviors.

These leadership alternatives encourage independence, improve morale, and long-term commitment to the business. When you trust your team, you create an environment where everyone thrives, driving your spa toward greater success.

new employees going over procedures with ipad

Granting Autonomy for Greater Spa Business Success

To avoid the pitfalls of micromanagement, empower your new employees by granting them autonomy. During the employee onboarding process, set clear expectations for their job duties and trust them to manage their responsibilities. This autonomy fosters creativity, accountability, and confidence.

One of my Elite VIP 1:1 Coaching clients successfully hired three new employees using our Hiring and Onboarding Systems. Rather than micromanaging, she focused on setting clear outcomes and trusted her team to achieve them in their own way. By embracing this leadership approach, she has built a positive, trusting work environment. Her employees feel valued and motivated, contributing to the overall success of the spa.

This client understands that each employee has their unique style and path to success. By allowing this freedom, she encourages ownership and innovation, creating a team dynamic that thrives on trust and results.

Are You the Bottleneck in the Onboarding Process?

As a spa owner, it’s important to recognize when you might be the bottleneck in your organization, especially when it comes to onboarding new employees. If every decision requires your input or approval, you’re likely slowing down processes and limiting your team’s efficiency. This can lead to frustration, especially for new employees eager to contribute but held back by delayed decisions. An effective employee onboarding process includes clear communication channels to prevent bottlenecks and ensure smoother transitions for new hires.

During the onboarding process, it’s easy to fall into the trap of micromanaging new hires. While it’s important to provide guidance, over-involvement can slow down their development and create unnecessary bottlenecks. New employees, in particular, need the space to make decisions and learn through experience.

employee handbook on a desk

To avoid becoming a bottleneck, delegate responsibilities effectively and trust your team to handle their tasks. Early in onboarding, provide the resources, training, and support they need to succeed. Then, give them the autonomy to make decisions. Your role as a leader is to guide and inspire—not to dictate every detail of their work.

When you step back and allow employees to manage their responsibilities from the start, you create a culture of trust and independence. This also frees you to focus on strategic growth and long-term planning. Remember, your spa can only grow as fast as you allow it, so empowering your team early on is vital to scaling your business without unnecessary roadblocks.

Building a Self-Managing Spa Team

Building a team that is self-managed starts with clear communication and trust. From the outset, ensure your new employees understand the expectations and outcomes for their roles. Provide them with the necessary training and resources and encourage them to take ownership of their work.

Clearly defining roles from day one sets the foundation for autonomy. 

During onboarding, provide a detailed job description that outlines job duties and how they align with the spa’s larger goals. This clarity gives new employees a sense of purpose and direction, empowering them to take initiative early on.

company culture concept - beauty business staff and team

A self-managing team doesn’t need constant oversight; they know what needs to be done and have the autonomy to do it. Autonomy not only builds trust but also fosters creativity and problem-solving. Employees who feel trusted are more likely to experiment with new ideas and come up with innovative solutions, which can improve client services and operational efficiency. For example, a self-managed team member might propose streamlining appointment scheduling or suggesting new treatment packages that align with client needs.

This improves efficiency and creates a more dynamic and innovative work environment. Employees who are trusted to manage their responsibilities are more likely to come up with creative solutions and contribute to the spa’s overall success.

To build a truly self-managing team, offer ongoing professional development opportunities. When employees are given the chance to expand their skill set, they become even more confident in their ability to manage their roles. This not only enhances their performance but also contributes to the long-term success of the spa.

Best Practices for Employee Onboarding Success

A successful employee onboarding program is the key to building a strong, autonomous team. 

With a structured approach, you can set your new hires up for long-term success while gradually giving them more responsibility and independence.

new hire joins the team concept

Example New Employee Onboarding Plan 

  • First 30 Days: Focus on training, core values, and initial guidance to ensure alignment with your spa’s vision.
  • Days 31-60: Begin handing over more responsibility, allowing employees to manage their daily tasks with limited oversight.
  • Days 61-90: Fully transition them into their roles, giving them the autonomy to make decisions and solve challenges.

Tools and Systems for New Employees

Effective onboarding requires the right systems in place. Tools like Slack and Trello can help streamline communication and task management, ensuring your team stays aligned without constant supervision.

Speaking of tools and systems to manage your beauty business, check out my Super Operating Procedures. This comprehensive SOP bundle provides everything you need to optimize your operations, reduce bottlenecks, and help your spa business thrive. 

Learn more and grab the SOP bundle here

The Role of Leadership and Creating Trust

As a leader, it’s your responsibility to create an environment where trust is the foundation of every interaction. This starts with you giving trust freely, even before it’s earned. When your employees feel trusted, they’re more likely to trust you, creating a positive and productive working relationship.

Trust also reduces the need for micromanagement. When you trust your team, you don’t feel the need to oversee every detail, allowing you to focus on the bigger picture. This shift in focus can lead to greater innovation, growth, and success for your spa.

The difference between my two coaching clients exemplifies the impact of different leadership styles. The first client, struggling with micromanagement, finds herself frustrated and miserable, caught in a cycle of control that limits her spa’s potential. In contrast, the second client, who has embraced trust and autonomy, feels rejuvenated and empowered as she leads her team. Her spa is flourishing because her employees are motivated, engaged, and aligned with the vision of the business.

relaxed new hire orientation

Communication & Feedback Loops

Effective leadership doesn’t end with onboarding—it requires ongoing communication throughout the employee’s tenure. Regular feedback loops ensure that your team stays aligned with your spa’s vision while fostering an environment of trust and growth.

Ongoing Communication

Set up regular feedback opportunities, such as quarterly reviews or informal check-ins, to maintain open dialogue. Encourage anonymous employee surveys or establish an open-door policy to allow employees to share concerns or ideas without fear of judgment.

Constructive Criticism

When giving feedback, focus on constructive criticism that encourages growth without micromanaging. For example, instead of focusing on mistakes, emphasize what could be done differently to improve performance and align with business goals. Use a “compliment sandwich” approach—begin with positive feedback, address areas for improvement, and end on a positive note. This keeps communication productive and helps maintain employee confidence and autonomy.

By maintaining ongoing communication and delivering feedback in a constructive manner, you’ll continue to build a motivated and engaged team that thrives on trust and accountability.

hiring manager showing new employee standard operating procedures

Common Onboarding Mistakes to Avoid

Even the best-intentioned spa owners can fall into traps during the onboarding process.

Here are some common mistakes and how to avoid them:

  • Overloading New Hires: Bombarding employees with too much information in their first week can overwhelm them. Break the onboarding into manageable chunks and prioritize the essentials.
  • Lack of Feedback: Not giving enough feedback during the new job can leave employees uncertain. Establish regular check-ins to provide support and guidance.
  • Unclear Structure: Failing to provide a clear path or job description to your new hires can lead to confusion. Ensure that new hires know their roles and expectations from the start.

If you’ve made these mistakes, start by simplifying your onboarding process. Create a detailed schedule for training, set up feedback loops, and make sure that your employee handbook clearly outlines their duties and expectations.

The Power of Trust and Autonomy for New Employees 

The most successful esthetician spa businesses prioritize trust and autonomy when leading their team. By trusting your new employee from the beginning, aligning them with your company culture and core values, and granting them the autonomy to manage their responsibilities, you create a work environment where your new hires are motivated, engaged, and self-managed.

Avoid the pitfalls of micromanagement and being your own bottleneck by trusting your team and stepping back from the details. Focus on guiding, supporting, and inspiring your employees, and watch as your spa flourishes with a team that is productive and passionate about their work.

new hire reviweing job duties

The experiences of my Elite VIP 1.1 Coaching clients demonstrate the profound difference these leadership approaches can make. Whether you’re struggling or thriving as a spa owner, remember that trust and autonomy are the keys to unlocking your business’s true potential.

If you’re ready to take the next step in your leadership and upgrade your spa business with employees (even if you’re scared), consider applying for Elite VIP Coaching with the Maxine Drake Coaching Team.

CLICK HERE TO APPLY FOR VIP COACHING

Our proven strategies and personalized guidance can help you create a thriving, empowered team and a spa that exceeds your wildest expectations. Don’t wait—take the first step toward a more fulfilling business and lifestyle today.

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