Autopilot Studio: Creating Systems for Freedom in Your Pole Studio Business

These recommendations are from T.Kristen Rodriguez Fritsche’s  webinar ”Autopilot Studio with Kristen Rodriguez Fritsche” held on September 15, 2021. Members can view the entire webinar at this link. 

As studio owners, we wear countless hats daily – instructor, marketer, customer service rep, HR manager, and the go-to person for literally everything. This juggling act can quickly become overwhelming, leading to burnout and that dreaded feeling of being chained to an endless to-do list.

In this IPIA webinar, Kristen Rodriguez Fritsche shared her journey from corporate IT project manager to successful studio owner, revealing how she leveraged her background to create systems that allowed her studio to run on “autopilot” – allowing her to spend her time more efficiently.

The Power of Process

Kristen opened her pole and aerial studio in 2018, during 2019-2020, she faced the challenge of running her studio remotely – which forced her to perfect her systems approach.

“I knew that in order for me to do this effectively, I needed to put systems in place so that my team could run without me,” Kristen explained. This is key for all studio owners, not just ones whose lifes force them into remote studio management. If you truly want to be able to take a vacation and not worry about what’s going on back home, you need a good team and strong processes in place. With strong processes, there are clear steps for every task, and there is consistency in customer experience.

Creating Your First Process

Ready to start systemizing your studio? Here’s Kristen’s step-by-step approach:

1. Pick the process – Start with something that’s both time-consuming and high-impact
2. Record your current workflow – Document how you’re currently handling this task
3. Identify pain points – What’s not working well? What’s causing frustration?
4. Improve the process – Map out ideal start and end points with clear goals
5. Test the improved process – Try it out and make necessary tweaks
6. Implement the process – Roll it out to your team
7. Review regularly – Technology and needs evolve, so your processes should too

Case Study: The Prospect Pipeline

Kristen walked through how she transformed her studio’s lead management process – from initial contact through membership conversion.

The Old Way:

• Leads came in through various channels
• Staff sent information without consistent templates
• Follow-up was inconsistent
• Conversion opportunities were missed
• No system tracked where leads were in the journey

The New System:

1. Lead Entry – All prospects immediately entered into their customer relationship manager (such as a scheduling software)
2. Initial Contact – Consistent phone call with supporting automated email and text (not everyone likes answering the phone)
3. Decision Support – Structured follow-up for “still deciding” leads
4. Trial Experience – Welcome packet, studio tour, instructor introduction, and buddy system
5. Trial Support – Scheduled check-in halfway through trial period
6. Conversion – Final call with special incentive offer to join

The key difference? Every step is documented, every team member knows exactly what to do, and nothing gets missed.

Getting Started

If you’re new to systems thinking, don’t worry. Start with one process that’s causing you the most stress. Map it out, look for improvements, and test your new approach. Remember that systems evolve over time as you learn what works best for your unique studio environment.

Your pole dance studio can run more smoothly, your team can work more independently, and you can reclaim your time and sanity. With the right systems in place, you too can create an autopilot studio that thrives – even when you need to step away.