Dance Studio Admin Secrets: How to Train, Track, and Actually Lead Your Team

How to Optimise Your Admin Team Without Wasting Hours (or Dollars)

If you’ve ever caught yourself saying, “I’m not even sure what my admin staff does all day,” you’re not alone. It’s one of the most common frustrations among studio owners - and one Amanda and Nathan unpack in this week’s episode of the Dance Principles United podcast.

They’re answering a listener question from a fellow studio owner (also named Bec!) who asked how to better manage and optimise her admin team. The result? An episode packed with honest insights, practical systems, and small tweaks that can lead to massive shifts in profit, productivity, and team culture.

Let’s dive into the top takeaways.

1. Admin is often your biggest cost - and the least measured

Teaching hours are easy to track. You see the class, you know the size, and the results are tangible. But admin hours? They’re sneakier. It’s easy for costs to spiral when there’s no clear structure or tracking.

Amanda and Nathan encourage studio owners to know what’s being done, by whom, and how long it takes. Most admin inefficiencies come from vague expectations, too many hours, and poor task clarity.

2. Don’t outsource admin too soon

Hot take: you should be doing your own admin for as long as possible.

Why? Because:

• You learn what tasks actually need to be done
• You discover how long each one takes
• You can systemise processes before handing them over

It’s tempting to hand off the admin when you’re “over it” — but doing that too early can drain your profit. Wait until you can afford the hours and have clear systems in place.

3. Systemise everything before you hire

Nathan swears by Loom (free screen recording tool) for documenting processes. Want to train someone to manage inquiries? Record yourself responding to one. Show them the exact steps, tone, and timeframe.

Then create a folder of training videos by task:

• Inquiries
• Accounts
• Late payments
• Trial bookings
• Parent follow-ups

Make sure you also time yourself doing each task. This helps you estimate how many hours to delegate - and keeps you honest about what’s actually getting done.

4. Set KPIs - and don’t skip this step

You wouldn’t let a dance teacher run wild without knowing how their class is going. Why do we let admin staff do just that?

Here are a few Key Performance Indicators (KPIs) Amanda and Nathan recommend:

For Leads/Inquiries:

• % of inquiries that book a trial
• % of trial students who enrol

For Accounts:

• % of families paid by the due date
• % still outstanding after weeks 3–4
• Amount still owing at the end of term

Track weekly, then improve. It’s not about being “perfect”, it’s about visibility.

5. Weekly check-ins matter (even if it’s 10 minutes)

One of the best things you can do? Talk to your admin staff regularly.

• What did they get done this week?
• Do they have capacity for more?
• What’s taking longer than expected?
• How are their KPIs tracking?

It can be a quick chat, a weekly email, or a voice note: the key is consistent, kind accountability.

6. Good admin staff want to grow

Amanda shared a great reminder: great admin staff aren’t trying to do the bare minimum. They want to add value. If you never check in, challenge them, or offer new opportunities, they’ll likely get bored or leave.

So ask:

• “What else would you love to do here?”
• “Do you see any ways we can improve?”
• “Is there a project you’d like to take ownership of?”

If they light up? You’ve got a keeper.

If they seem overwhelmed or annoyed, it might be time to reassess their fit.

7. Hire slow, build up hours gradually

One mistake studio owners make is hiring someone for 20+ hours a week without enough to fill the time. Nathan recommends starting small - 5–10 hours - and only increasing once the tasks demand it.

And remember: being a great teacher doesn’t automatically make someone great at admin. Different skill sets, different mindset. Don’t try to shoehorn the wrong person into the wrong role.

Final Thoughts

A great admin team should make your life easier, not eat up your profits or cause stress.

So start here:

• Know your tasks and how long they take
• Create simple systems (Loom is your friend!)
• Set clear KPIs
• Check in weekly
• Encourage growth and accountability
• Hire slowly, start small

Want more support building your dream team (without the drama)? Come join us inside the Dance Principles United Tribe. Your first week is completely free! https://danceprincipalsunited.com/dpu-tribe/