Daily & Weekly Reporting Procedures

Reporting keeps score on your performance. Your reports let you know how well you and your team are performing in every area. They also helps you to see any problem areas that may be developing well in advance. It will then be easy to take corrective action early when, through your tracking efforts, you find areas of your team’s performance that are not operating optimally.

Although it is vital to take the numbers down, in our business it’s better to analyze your numbers at the end of the week, unless you can see that something is way off course. For example, you see that you’ve had six phone calls today and no appointments. You’d better check the phone skills of your Team members immediately.

Note: It is vitally important that this information be documented accurately every day. Not documenting this data accurately every day will be cause for dismissal from the team. If you don’t care about your business, who will?

Basic Admission Statistics
Every day, you need to know the admission statistics, what’s happening with your school’s growth.

The first statistic you need is the number of Phone Calls Received. This lets you know how well your advertising and marketing efforts are performing and what changes, if any, need to be made.

The next statistic is Walk-ins. How many people are walking into your school? This let’s you know how attractive an appearance you have to the outside world.

Now we need to look at the number of guests your students are inviting to the school. This let’s you know how well you’re doing with your internal marketing and referral efforts.

After we have these three numbers you add them up to give you the number of inquiries for the day. If, for example, you had thee phone calls, I walk-in and two guests you would have six inquires (3 + I + 2). You would then add this number to the total inquires to date on yesterday’s statistics report. If the total to date as of yesterday was 10, you would add 10 + 6 to give you 16, which would go in the total number of inquires to date box.

The next statistic is the number of appointments made that day. At the end of the week the total number of your phone calls, walk-ins and guests statistics are totaled and checked against the total number of appointments. To find out how well your staff s sales skills are you simply divide the number of appointments by the number of inquiries. For example, if you have 12-inquires and you make 10-appointments, then you have 10/12= 83%. This means you have an 83% efficiency rate for making appointments.

80% is the goal we recommend everyone set for his or her operation.

The next number you’ll need is that of trial lessons performed. After the future student comes in for their appointment, how many take the trial lesson? Lets say out of the eight students who actually showed up, six took a trial lesson. This would give us 6 / 8 = 75%.

We recommend a goal of 80% for trial lessons made from actual appointments.

The final basic admissions number you’ll need is that of new students enrolled. You need to know how many new students do you enroll in comparison to trial lessons. If you had 12 trial lessons and you sign up 9 new students, this gives you 9 / 12 = 75%. This tells you for every 10 students you get in the door and take a trial lesson, 7.5 sign up. This is your closing percentage. It helps you determine if the person doing the trial lessons and enrolling the students are doing their job correctly. We would recommend a closing goal of 80%.

Other Enrollment Statistics
Other statistics that are related to enrollment are the number of student/parent conferences. In order to upgrade your students you need to have conferences. After you have the conferences, how many of these students are you upgrading? If you have 20-student conferences in a month and you upgrade 16, your upgrade percentage for the month is 80%, exactly where you need to be.

Opening Up Procedures

After you turn off the alarm system, make the school look open. Unlock the doors. Make sure that the open sign and the look of the school says open. Turn on the lights. Open the window blinds. Make sure people know that you’re open for business.

Check cleanliness of office. When you open, make sure the office looks like it’s ready for business. Anything left out from the night before, attendance cards, enrollment applications, pieces of information or mail, should all be properly stored so the office presents a clean, business like atmosphere.

Make sure that the floor, especially in front of the main door and office, is clean of everything. If necessary, sweep the main entrance. We have one chance to make a good first impression, so make a good first impression. Cleanliness counts!

Turn on computer and fax machine. The computer is central for gathering information and sending out information to the students. It is our great communication device. In order for it to work, it must be on. Open the computer to the Martial Arts America Program ‑ See administration

Check voice mail messages. ‑ While the computer is warming up, check the voice mail messages. Is anyone sick? We need to send them a get well card. Does someone need information? We need to call them with that information. When listening to the voice mail messages use the message information gathering form to:

1. Note caller

2. Note return phone number (if applicable)

3. Note message (see administration, messages forms and log)

4. Return all phone inquires (see returning phone inquiries, sales)

Weekly Goal Commitment

This sheet is to be completed each week by every staff member. Yes, that includes you.

Weekly Goal Commitment


Name­­­­__________________________ Week ending­­­­__________________________


My goals this week are:


The students I’ll chat with this week are:


My goals last week were:


My level of accomplishment was/why?


This week my continuing education commitiment will be spent on:


Contact Diary/Meetings Record

Name or Project                  Detail – Progress – Decisions




Accident/Incident Report Form



Accident Report Form

If in doubt, call 911 immediately!

Always advise the injured person to seek qualified medical advice!

Name of injured person: ______________________________________

Date of Injury: _____/_____/_____ Time of injury: ___________ AM/PM

Brief description of Injury: __________________________________________________________________________________________________________________________________________________________________________________________

Details of how injury happened: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

(for additional space use the back of this page or attach additional pages)

__________________ __________________ ________________

Staff member                        Staff member                        Staff member

List all students in the class or witnesses: __________________________________________________________________________________________________________________________________________________________________________________________

How was injury treated by reporting staff member? __________________________________________________________________________________________________________________________________________________________________________________________

If injured person was less than 18 years of age, was the guardian notified? ______________

To whom was the injured person released? _______________________________________

Did you recommend medical treatment? _________________________________________

How did the injured person get medical treatment? _________________________________

On a separate piece of paper have all the witnesses describe what they saw and attach those papers to this form.

Notify the manager of the school of the accident.  After completing this form, keep a copy for the school’s records and forward the original to the manager at the corporate office.

Signature of employee completing this form


Time Management for Martial Arts School Owners

Martial Arts Management Starts With Prioritizing Your Day

No doubt you ended last year with high hopes for for the new year. How is that going? Congratulations to those of you who are on target to hit, or exceed your goals. For the rest of you, here is a martial arts management suggestion to help you gain more control of your day.

Start each week by determining the five most important, high return tasks that must be completed or moved forward that week. 

List them in columns, then list, in order of importance, the steps you must take to accomplish the task.

Some steps will require you while others can be delegated.

Task 1 Task 2 Task 3 Task 4 Task 5

step 1 step 1 step 1 step 1 step 1

step 2 step 2 step 2 step 2 step 2

step 3 step 3 step 13 step 3 step 3

Here is the powerful part. Each day, block out time to ONLY attack whatever steps are next for your most important tasks on the list. Turn off email, tell your team you are not available, close all browser windows and make whatever you are working on full screen. 

Stay with that task ONLY for the allotted time. You may only have time to attack one or two tasks each with this method, but you will move closer to your goals much faster.

The Martial Arts Gap

The GAP is the divide between your martial arts experience and the market’s expectations

It’s safe to say:

1. You love the martial arts.

2. The martial arts improved your life.

3. You want to share that experience with others and make a good living doing it.

It’s also safe to say:

1. The only reason you were raised in your style is that it was taught in the school you joined. 

2. You did not join the school seeking a style, forms, or any specific techniques.

3. You joined because it was geographically convenient and / or the cheapest option.

The love you have for your style, its techniques, and traditions is the result of indoctrination, not informed decision making. Simply put, you didn’t know what you didn’t know.

The GAP is the divide between your indoctrinated bias and the benefits that your prospects are seeking.

Empower Kickboxing™ strips away all of the complexity of style based martial arts and presents just the easiest to learn, most effective skills. The class focus is on different applications of these skills with an emphasis on conditioning.

The Result: The Gap is eliminated. The students learn skills and get fit much faster.

The Student Sales Funnel

by John Graden | Black Belt Management

Lesson 1: Branding and Image Control

Branding and Image Control

by John Graden | 8:49

Branding and Image Control

  • How to Take Control of Your School’s Image Online and Off-line
  • How to Build Your School’s Reputation
  • Word of Mouth Marketing is More Powerful Than Ever Now with Social Media

Lesson 2: Attracting and Keeping Students

Setting the Stage for Success

by John Graden | 4:20

What Does a New Student Cost?

by John Graden | 8:49

Attracting and Keeping Students

  • Creating the right school atmosphere.
  • Modern online and offline marketing to attract students.
  • How to measure the cost of getting a new student.

Lesson Three: Trial Lesson Strategies

How to Teach a Trial Lesson

by John Graden | 20:57

What Does a New Student Cost?

by John Graden | 8:49

Trial Lesson Strategies

  • How to focus a trial lesson on life skills.
  • How to create an emotional bond with parents and students in one class.
  • How to smoothly transition from the trial class into the enrollment conference.

Lesson Four: Student Retention

The Importance of Curriculum Design

by John Graden | 25:34

Black Belt Club

by John Graden | 8:44

Free Private Lessons

by John Graden | `1:38

Keeping Your Students Coming Back

  • Why retention is more important than enrollments.
  • How to quickly improve retention.
  • How to create a more effective curriculum for your students.

Lesson Five: Renewals

Keep the Focus on Renewals

by John Graden | 4:07

What is the Black Belt Club?

by John Graden | 4:55

Make Renewals a Privilege

by John Graden | 7:54

How to Pre-Qualify

by John Graden | 2:55

BBC Sales Presentation Role Play

by John Graden | 7:21

How to Present the Pricing

by John Graden | 2:52

Renewal Strategies

  • From first attraction until enrollment in the school is complete!

Martial Arts Websites

Beautiful Martial Arts School Websites

John Graden
Executive Director
Martial Arts Teachers’ Association
If you care more about Back Kicks than Back Links, read on.

The world of online marketing is more confusing than a tournament rules meeting. Most instructors want a great website, but HTML, SEO, and CSS make their eyes glaze over.

I’ve been helping owners with online marketing since 2003. Our sites and consulting give instructors the perfect balance between “old school” and “online school.”


  1. We are the most service focused web company for your school. We typically respond within hours, not days.
  2. We are the best value for your school. When you get a website with MATA, you also get MATA-Pro membership.
  3. We understand the financial pressures of running a school and always work to find a way to give you more for a lower price point than anyone else.

More Than a Superior Website

All of Our Website Include the Following Great Features

Custom Website Design

Mobile Ready Website Design

Directory Listings Audit and Update

Content Written & Edited by Pros

Desktop Preview
Smart Phone Preview
Do you have setup fees or contracts?
No set up fees. We have to require a minimum of 12-months or we couldn’t keep the price so low.

How many pages and programs are included?

Our most popular design is one-page with different sections for each program you offer.

This way, the site only has to load once and everything is available without additional clicks and load time. This is really great for phones and tablets.

We also include a second page that describes your trial program and web offer. Typically, this would require a visitor to optin to capture their email in order to see the page, but that’s up to you.

Do you provide hosting?

MATA provides discounted domain name registration and hosting among many other services at

Can I use my own domain?

Absolutely! All websites have the option of using their own custom domain name. We also have an inventory of quality domain names that are over a decade old.

Is SEO Included?

Our sites are optimized for search, but that is not the same as SEO. We provide additional comprehensive SEO services we can customize for your school for an additional fee.

Do you provide auto-responders?

We will capture an email and send an automated response, but a series of emails to your prospect is an optional upgrade for you. The one-time fee is $99 for a six email sequence.

Can I include video?

The martial arts is so visual, it only makes sense to use video so we encourage you to provide us with pro-shot video. We can also help you get that video produced if you like.

Do you help with website changes once it's complete?

YES! All of our support emails and assistance with your website are completely free of charge. Changes will depend on the scope of the request. Adding a new page is not the same as changing an address.

Want to work with us?

Find out our website building process.

Get In Touch

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