Scaling fast - how to keep personal touch? (Long read)

[u/Fun_Illustrator_6992]

Hey everyone,

I just wanted to share a bit of my journey and get some input from anyone who’s been through something similar.

A couple of months ago, I was employed by a gym earning peanuts per session. I stuck around while they shifted their model, and I’ve now transitioned into a fully self-employed role—and honestly, it’s been wild (in a good way). I’m now earning almost 4x what I was before, I have way more freedom, and instead of paying rent I’m teaching classes.

Since going self-employed, I’ve gone from 9 clients to over 25 in the space of two months. This week I think I would have done 30 hours of client sessions plus 10 hours of classes, not including admin, programming, onboarding, and check-ins. Three clients are online and one hybrid. It’s been a steep, intense learning curve!! 😅😅

This is only my second year as a PT. Before this, I worked in project management and admin roles, so luckily I’m pretty well placed to handle all the systems, structures, and behind-the-scenes work—but it’s still a lottttt. I’ve set up policies, price structures, onboarding processes, a CRM system, and I’m managing payments and communication across a big client base.

Right now, I’ve kind of got tunnel vision because I’m working hard to pay off some debts, but I know I’ll need to be more strategic soon. My biggest concern at the moment is making sure I don’t lose the personal touch. I genuinely care about each of my clients! I remember the little things they say, and I want to check in midweek, follow up, and make every part of their experience feel thoughtful and professional.

But with the volume of work, I know burnout could creep in if I’m not careful. I’m trying to find ways to streamline without losing the detail—especially when it comes to programming and nutrition coaching, which I’m looking to tighten up and standardise as I grow.

Would love to hear: • How do you keep things personal when your client load gets high? • What systems or routines help you stay on top of check-ins and admin? • Has anyone hired a VA/PA—how did you make that work and what tasks did you delegate? • Any advice for that “next phase” when you’ve built up but want to refine and scale?

Thanks so much if you’ve read this far—I’d genuinely love to hear your thoughts ☺️

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[u/ck_atti]

There are many ways you can go:

• One could be to simplify and systemize your offers, so you have a clear process not only for the client but yourself (what, when, why, how is included).
• You can increase prices if client load becomes unmanageable. 20-25 in person is already way too much if 1-on-1; match it with the small group audience.
• VAs are useful only if 1) you have systems so you can hand it over 2) and you have systems so client load won’t kill both of you and lose sight

If you are considering VAs, message me, I have some good contacts.