Setting Boundaries: How to Handle Clients Who Contact You After Hours as a Beauty Professional and How to Enforce Boundaries.
As a hairstylist, salon owner or beauty professional, it’s not uncommon to receive messages or calls from clients outside of your regular working hours. While it’s important to provide excellent customer service, it’s equally crucial to establish boundaries to maintain a healthy work-life balance. Enforcing these boundaries truly benefits both you and your clients in the long run. This blog post aims to guide you on how to handle clients who contact you after hours, offering practical examples of boundaries and suggestions on how to implement them effectively.
1.Define Your Communication Policy: To establish clear boundaries, start by creating a communication policy that outlines your preferred channels, working hours, and response time. Share this policy with your clients through various platforms, such as your website, social media profiles, or even in your email signature. Let them know when and how they can contact you and when they can expect a response.
Example: “Dear clients, thank you for your support. Please note that I am available for communication during my business hours, which are Monday to Friday, 9 am to 6 pm. For urgent matters, please call my business number. Non-urgent inquiries can be sent via email or through my website’s contact form, and I will respond within 24 hours during business days.”
2.Set Clear Expectations: Communicate your response time and availability to your clients upfront to manage their expectations effectively. Clarify that messages received outside of your working hours will be addressed during the next business day. Be firm yet polite in conveying this information to avoid any misunderstandings.
Example: “Thank you for reaching out! I appreciate your message. Please note that I have received your inquiry outside of my working hours. I will get back to you promptly during my next business day, which is [mention the specific day]. Thank you for your understanding.”
3.Utilize an Auto-Responder: If you frequently receive messages or inquiries outside of your working hours, consider setting up an automated response system. Use an email auto-responder or a chatbot to acknowledge the receipt of their message and inform them of your availability.
Example email auto-responder: “Hello! Thank you for reaching out. I wanted to let you know that I am currently away from my desk. I will respond to your message as soon as I am back in the office during my regular business hours. Thank you for your patience.”
4.Encourage Appointments and Consultations: One way to manage after-hours inquiries is by encouraging clients to schedule appointments or consultations through a booking system or an online calendar. By directing them to book sessions in advance, you can ensure that their needs are met while also respecting your boundaries.
Example: “For your convenience and to better serve you, I encourage you to schedule appointments or consultations through my online booking system. This allows you to choose a time that works best for you while ensuring that I can provide you with my undivided attention during our session.”
5.Establish Emergency Contact Procedures: While it’s essential to maintain boundaries, emergencies can sometimes occur. Establish clear guidelines for what constitutes an emergency and provide clients with a designated contact method to reach you in such situations. Make it clear that this option is strictly for emergencies and not for general inquiries.
Example: “In case of an emergency related to a service I have provided, please call or text my emergency contact number at [provide the number]. Please remember that this number should only be used for genuine emergencies, and I will do my best to assist you as quickly as possible.”
6:Use Socials and Website: Having this information saved on your Instagram highlights, or listed clearly on your website will also help enforce these boundaries. Also providing this information on a new clients first visit is incredibly important.
Handling client communications after hours requires a delicate balance between providing excellent service and maintaining personal boundaries. By defining your communication policy, setting clear expectations, utilizing automated responses, encouraging appointments, and establishing emergency contact procedures, you can effectively manage client interactions outside of your regular working hours. Remember, maintaing boundaries will help the longevity and loyalty for you and your client’s relationship.
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