The end of the year can be a whirlwind for any group fitness manager. It’s a season filled with transitions — wrapping up events, saying farewell to graduating team members, welcoming new faces and reflecting on the journey. Amid the hustle, it’s essential to pause and ask: How can we close out the year with intention and impact? What key areas should we evaluate to highlight growth, recognize achievements and support our team’s continued development?
Reflecting on KPIs
Whether you collect KPIs mid-year or at the end of the year or both, the objective remains the same: to reflect on how well your department met its goals. Use this opportunity to highlight key metrics such as total participation rates, community partnerships, number of events hosted and the most popular class formats. Give out prizes based on your KPIs to help with celebrating certain instructors and those top-class formats at your end of the year meeting. Additionally, review your retention versus no-show rates, total class offerings and participant demographics. These data points not only help measure success but also guide strategic planning for the year ahead.
Collecting Feedback
One of the most effective ways to collect meaningful feedback is through a combination of surveys and one-on-one meetings. I start by sending out a self-evaluation form, encouraging instructors to reflect on their own performance over the year. We then meet individually to discuss their progress, areas of growth, next steps and the support they may need over the summer. These conversations also help identify emerging leaders, areas for improvement and fresh ideas for the upcoming year. Beyond performance, it’s also a chance to reconnect on a personal level. This end-of-year process not only strengthens team culture, but it also helps shape my priorities and planning for the summer months.
Sending out your Seniors with Love and Gratitude
Saying goodbye is never easy, but the end of the year often marks the close of an important chapter for your graduating seniors. Start connecting with them about a month before the final week of classes. Check in on their post-graduation plans, and offer office hours for interview preparation or resumé reviews. Be both encouraging and empathetic — this transition can bring excitement, but also anxiety or uncertainty. If you notice signs of “senioritis,” offer more attention rather than less. What may appear as disengagement could be rooted in stress or overwhelming emotions. Show up as the support system they may not know they need.
When it comes to senior gifts, your approach can vary depending on the size of your graduating class. For smaller groups, personalized gifts make a meaningful impact. For larger groups, consider practical items that align with their class format — something they can use and that will remind them of their time with your program. Sites like Etsy offer great customizable options to help you leave a lasting impression.
Introduction to a New Team
The end of the year is also a valuable opportunity to bring your returning team members and new hires together. Use this time to review your department’s KPIs — not just to highlight the past year’s accomplishments, but to set clear expectations and a culture of excellence moving forward. Identify areas for growth and show how each new team member plays a vital role in elevating the program. Encourage action items that can be tackled over the summer, such as completing HR onboarding, pursuing certifications or immersing themselves in fitness classes within their hometowns. Make the onboarding process engaging with icebreaker activities, team-building games or creative introductions like short presentations. Wrap it all up with a team dinner to build connections in a relaxed, non-business setting. These early moments of connection help lay the foundation for a unified, motivated team ready to take on the year ahead.
