Top 5 Productivity Tools For Smart Gym Owners




We live in such a beautiful time. With more and more of our business operations going online, we are being opened up to a world of really awesome tools. In the world of a busy gym owner, let us dive into a few productivity tools which the smart gym owner should definitely be using.

We will dive into five different topics where different productivity tools can improve the way you run your gym. Ultimately becoming more productive. Allowing you to focus the majority of your time on important tasks instead of mundane, time consuming tasks.

The 5 different topics we will cover are:

  1. Meetings

  2. Contract & Agreement Management

  3. Database & CRM Management

  4. Internal Communication & Project Management

  5. Business Process Automation

Let’s get into it!

One of the Top 5 Productivity Tools is Grain

One of the Top 5 Productivity Tools is Grain

With meetings going more and more online we are lucky that we can do more and get more out of them. As soon as something is digitized the possibilities are almost endless on how you can benefit from it.

With Grain you are able to get so much more out of your meetings after they have finished. You know that moment when the meeting is finished. Maybe immediately, a couple of hours later, or a day or two later. You can’t remember it for the life of you. But now, lucky for the information from your meetings has just become a lot more accessible.

Grain is going to be a lifesaver for you. You can add Grain to Zoom and record your meetings. Even if you’re not the host. That’s pretty cool right?

During the meeting you are able to clip the moments that you think will be important later. When your meeting is moving towards a topic that may be important later, you can clip it so you can access this information later.

These clips are incredibly easy to share across different platforms you are using when communicating with other members of your team.

Or imagine that this Zoom meeting has run on for an hour... yes it happens, unfortunately... but, what if you could compress this meeting to a size that your team would actually be interested in watching.

Grain has more use cases than just clipping meetings. You can use it for:

  • Hiring & recruiting

  • Onboard new staff members

  • Onboard new gym members

  • Training purposes (Both staff and your members)

One of the Top 5 Productivity Tools is DocuSign

One of the Top 5 Productivity Tools is DocuSign


All businesses run on contracts and agreements, gyms are no different. Those dreaded piles of paperwork which very often never get taken out after they have been filed (that’s when you eventually, if you, get to filing it...). Managing paperwork is incredibly time consuming and annoying... Another problem is that paperwork consumes a lot of space the bigger you get. And I don’t need to tell you that rent is only going to get more expensive. So why waste those square meters for filing?

DocuSign competes with paper-based manual processes which are slow, expensive, and often contain errors. So why not eliminate this headache?

Let’s picture the scenario. You have a new member joining your gym or you have a new employee joining your team. Now instead of running around putting all their personal information in the contract, printing the contract, proof reading the contract, hopefully there isn’t a mistake which forces you to start this process again... Instead, you’ll be able to pull all the relevant information from your CRM and automatically input it in the contract and email it to your new member or new employee in a few simple clicks. That right there is time and money saved.

1,000,000 + companies are already using DocuSign. This includes:

  • 13 of the top 15 Fortune 500 Technology companies.

  • 14 of the top 15 Fortune 500 Healthcare companies.

  • 15 of the top 15 Fortune 500 Financial companies.

That pretty much speaks for itself.

You can get new members and employees signed up quicker. You can send documents at anytime, to any device. You can get your agreements signed from pretty much anywhere.

You may ask how secure it is having all of your contracts and agreements online. But rest assured DocuSign uses the strongest encryptions. So you can rest easy knowing that your information is perfectly safe.

One of the Top 5 Productivity Tools is Airtable

Airtable is also one of the Top 5 Productivity Tools.


Databases... Software... Those techy things which scare most people off. But don’t worry data management doesn’t have to be this black magic that majority of people are scared of.

Airtable allows you to dictate how you work with your data. Not software the rules of software management.

Airtable’s platform is powerful. You can think of it as a spreadsheet on steroids. It is great at connecting data, people, and workflows across your entire business. This allows everyone to use a single source of truth. Airtable is easy to build with, there are many extensions you can add, and the best part? You can automate many of your workflows. Yes you heard that right. You can complete one task and a series of tasks will take place afterwards to complete the task. Ultimately removing a ton of mundane, repetitive tasks that would otherwise consume your time and annoy you.

Airtable allows you to structure your data which makes it easy for you to understand. Anything from managing your members, managing your payroll, managing your inventory, managing your expenses, managing your social media, managing your communication with members. The possibilities are endless.

With your data all in one place and structured. You will be amazed at the powerful low code and no code apps you can create to better run and manage your gym.

One of the Top 5 Productivity Tools is Basecamp

One of the Top 5 Productivity Tools is Basecamp


Are you lost in all of the emails being sent between team members? The vague subject lines.... A new email being sent about the same topic ... for the third time.

Let’s not get started on the multiple WhatsApp groups that you’re part of. The endless notifications... wasting time scrolling and looking for important information. Trying to search for information. And all of those pictures from your WhatsApp groups eating up you storage on your phone, slowing it right down. Leaving you mainly frustrated with poor communication and project management.

Let’s discover a really effective productivity tool is for internal communication & project management:


Basecamp is simply a better way to work.

Basecamp allows you to be more productive and better organized as a team. You will communicate better and meet less (whoop whoop).

Your work will be broken up into separate projects and not just all dumped in one place. Within your separate projects you will have everything related to that specific project, all the information you require, all the necessary people you require, all of your relevant discussions, your files, to-do lists, and schedules. Anything you can think of, you can have it in the correct project, EVERYTHING!

Basecamp helps you to achieve that illusive work-life balance. If you are a hardcore workaholic Basecamp will allow for that as well.

But, if you are like many gym owners, and seek to carve out some personal time, Basecamp will ensure you are not disturbed when you don’t want to be disturbed. You can choose your schedule when you want to receive notifications. If anything happens in your personal time, you will be notified when your scheduled working time comes back around.

Basecamp will you allow you to keep everyone up to speed. All the time. Without the continuous need for a meeting. The tools within Basecamp will make it very easy to stay on track.

Let’s go through some the ways Basecamp will help you:

Automatic Check-Ins

These are scheduled questions that can be asked to select team members. Like every Monday morning at 8am you could have an Automatic Check-in go to your marketing staff asking, “What are you working on this week?”.

You can ask all the relevant questions you need answered every day or week across all of your teams. You see how you can skip those meetings?


You can get an overview of how your entire team is doing. Are they on track? Are they falling behind? Who in particular needs some assistance? You are able to get an update of what is done and what still needs to be done without asking anyone anything.

My Stuff

See what is on your plate. What is assigned to you. Always ensuring you know exactly what you need to do, when you need to do it.

Basecamp is the one tool where you can run your business from. All of your documentation, projects, and people in one place.

One of the Top 5 Productivity Tools is Integromat

Integromat is also one of the Top 5 Productivity Tools.


Ohhh that sounds interesting. And it really is. And when used properly, the amount of time you can free up by using Integromat correctly will blow your mind.

From automating your emails, to updating your spreadsheets (or updating your Airtable base 😉), creating reports, manage your social media posting, this list can go on and on.

Integromat is basically an automation tool. It allows to complete mundane time consuming tasks quicker and more effectively. We’ve all been there. Updating spreadsheets for hours on end, sending the same email to a long list of people. Our eyes get heavy, we make mistakes. If we notice them we get frustrated and angry at how long this process is taking.

Now imagine you could automate this process to run on a schedule? The task will be completed quicker and accurately. And guess what? There will be no frustration on your end. Just more time to do with as you wish.

That is our 5 productivity tools which you can use, as a smart gym owner. As you test them out we would love to hear your feedback on what you think about these productivity tools and how they are helping you. It would also be great to hear on what you are going to spend your time on now that you are working more productively.

Happy testing!

About the author, Andrew Wallis

From two decades in the corporate world to finding my freedom in fitness, I'm known as Braveheart—a Personal Trainer turned marketing maestro for Fitness Professionals. I'm all about unlocking potential and empowering Fit Pros to grow their businesses. 'Finding Your Freedom' isn't just a mantra; it's a collective journey I embark upon with my clients.

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