SWIMMING POOL
BUSINESS
Your Complete Guide
PREFACE ............................................................................................. 1
INTRODUCTION .................................................................................. 2
CHAPTER ONE ..................................................................................... 3
GETTING STARTED .................................................................................. 3
The Business Plan ............................................................................ 3
Products and Services ...................................................................... 4
Determining Your Market .................................................................... 4
Financing ........................................................................................ 6
Choosing a Name............................................................................. 7
Choosing Your Location..................................................................... 8
Layout and Design ......................................................................... 14
Guidelines to Establishing Pricing ..................................................... 15
Target Customers and the Retailing Mix ......................................... 16
A Price Level Strategy ................................................................. 16
The Relationship between Product Prices and Costs .......................... 17
Licenses, Permits and Regulations .................................................... 17
Licenses .................................................................................... 18
Permits ..................................................................................... 19
Regulations ............................................................................... 19
Manufacturer's Links ...................................................................... 20
Equipment .................................................................................... 20
Wholesalers .................................................................................. 21
CHAPTER TWO .................................................................................. 23
MANAGING YOUR OPERATION ................................................................... 23
Getting Pools Ready for the Season .................................................. 23
Check List ................................................................................. 25
Chlorine and Bromine .................................................................. 26
Closing Pools for the Season .............................................................. 27
Cold Weather Climates ................................................................ 27
Warm Weather Climates .............................................................. 28
Spring Time Start-up Tips ............................................................... 28
Pool Care Tips ............................................................................... 30
Algae ........................................................................................... 32
Causes ...................................................................................... 32
Avoiding Algae ........................................................................... 32
ALL Pools ............................................................................... 32
Brominated Pools .................................................................... 32
PHMB Pools ............................................................................ 32
Copper Treated Pools ............................................................... 33
Pool Capacity ................................................................................ 33
Pool Maintenance Issues ................................................................. 34
Pool Light .................................................................................. 34
Pool Equipment .......................................................................... 35
Pump .................................................................................... 35
Filters .................................................................................... 36
DE Filters ............................................................................... 36
Sand Filters ............................................................................ 37
Cartridge Filters ...................................................................... 38
Pool Cleaners.......................................................................... 39
Water Leveler ......................................................................... 39
Heating.................................................................................. 40
Draining................................................................................. 41
Decking ................................................................................. 41
Pool Chemistry ....................................................................... 42
Chlorine ................................................................................. 42
Stabilizer ............................................................................... 42
Acid ...................................................................................... 42
Pool Alkalinity ......................................................................... 43
Hardness ............................................................................... 43
Safety Issues ................................................................................... 45
Above-Ground Pool ..................................................................... 45
In-Ground Pool........................................................................... 46
Technical Tips................................................................................ 47
Pump Trouble Shooting Guide .......................................................... 49
Automatic Pool Cleaner ................................................................... 49
Choosing The Right Pool Or Spa Filter ............................................... 51
Choosing The Right Pool Or Spa Heater ............................................. 51
Chemical Safety............................................................................. 52
Glossary ....................................................................................... 53
Ideal Factors for Pools .................................................................... 55
Pool Maintenance Checklist.............................................................. 56
Pool Product Reference Guide .......................................................... 57
Spa Start-Up and Maintenance......................................................... 58
Developing New Accounts and New Customers ................................... 59
Customer Development Program .................................................. 61
Computer Software ........................................................................ 61
Retail POS Software .................................................................... 61
Pool Service Software.................................................................. 65
Insurance ..................................................................................... 65
Marketing/Advertising .................................................................... 66
Internet/Website .............................................................................. 66
Signs and Your Business ................................................................. 66
Planning Your Advertising Budget ..................................................... 67
Market Analysis ................................................................................ 68
Market Analysis Components ........................................................ 70
Your Marketing Plan ....................................................................... 75
CHAPTER THREE ............................................................................... 83
ACCOUNTING/BOOKKEEPING..................................................................... 83
Cost Control .................................................................................. 84
Projecting Your Sales Potential ......................................................... 85
Cash Control Systems .................................................................... 86
CHAPTER FOUR ................................................................................. 95
INFORMATION PERTAINING TO INDEPENDENT CONTRACTORS ................................ 95
INFORMATION PERTAINING TO EMPLOYEES..................................................... 95
Position Your Image ....................................................................... 95
Planning ....................................................................................... 95
The Hiring Process ......................................................................... 96
Training........................................................................................ 97
How to Keep Your Employees .......................................................... 98
CHAPTER FIVE .................................................................................. 99
GOVERNMENT AND STATE WEBSITES ........................................................... 99
Preface
If you are serious about starting your pool service company, the information
in this book will help you plan, start, operate and manage your company.
This book is only one of many resources you should consult before starting
the company. The more information and knowledge that you have about
what it takes to start a successful, profitable pool service company, the better
prepared you will be to address all of the business challenges you will face in
your venture.
You probably have an idea of what you want your company to be; the image,
the layout and what you will offer your customers. Hopefully, the information
in this book will expand on your ideas. We hope that this book brings up new
interest in offering more to your customers and providing you more
opportunities to create revenue and profits.
Your pool service company will be unique. There will be no pool service
company exactly like your company. As we present the information pertaining
to the pool maintenance and potential pool supply products, we are attempting
to encompass all of the possibilities. For instance, in your company, you may
want to offer only basic pool maintenance services. Other company owners
may want to offer the maintenance services and a full line pool supply retail
store operation. You might decide to expand your operation; if not in the
beginning, maybe later. The information in this book can help you now and
later on in the business venture. So for now, you will find yourself picking
and choosing the information you will apply to your company operation.
Don’t be too quick to ignore or eliminate the possibilities of the products you
can offer in addition to your pool service company.
Introduction
No book can tell you everything that you will need to know to successfully
start, operate and manage a pool service business.
You will have to decide all of the specific services that you will offer. The
types of services that you will offer will differ in several aspects from other
pool maintenance operations. You might also decide to offer retail type
products to your customers now. You might decide to expand your business
later and add these products to your line. For instance, you might decide to
offer a brochure with pool toys to your customers or maybe an entire retail
store to enhance your maintenance services. One of the assumptions that
are presented in this book is offering retail products to your customers.
You might also decide to operate your service from your home in the beginning
to cut down on office space expense. You might decide to operate out of a
leased office, but offer none of the retail type products we just discussed.
Or you might go all the way and open a retail type store to offer the products
and operate the service department from the back office. One of the
assumptions that we will make is that we will provide the full retail type location
information.
Chapter One
Getting Started
If you don’t have a business plan for your pool store, you should immediately
consider doing the business plan before proceeding with your business. There
are many business plan products available today in retail office supply stores
and online. Beware of free business plan software programs. You get what
you pay for and these business plans are usually a waste of your time.
• Competitive Analysis
This will help you understand who your competition will be. You should
compare your product prices with your potential market competitors. Simply
perform some market research by visiting these competitors and taking note
of their product prices. Use this competitive pricing analysis as a test of
reasonableness to determine whether your products and prices are in line.
The search for information on your competitors should begin by finding their
names and locations. Online directories such as www.superpages.com and
www.qwestdex.com can help you find competitors in your area. Just choose
the category and the number of miles around a city you'd like to search.
Visiting the competitors' web sites will help you decide what marketing strategy
would be best for you.
4. Financing
Most banks and lenders require you to put some of your own money into the
business. Experience is a major factor for lenders. So the more experience
you have, the better. If this is a new venture for you, you might consider
taking a job in a pool store and/or take some classes to help you succeed in
getting the funding you need.
The basic loan application includes a written statement in which you describe
your business plan (see page 3). You will need to include how this business
will generate income, define at what points you will need an injection of cash
and explain how you will use the requested loan proceeds. Also, include an
explanation of how the loan will be repaid.
It is best to have the money in place about six months before you need it,
including in it enough cash to carry you through two months of business
operation of your pool store.
Financing Tips
5. Choosing a Name
Choosing the right name for your business is important. A good name can
help you attract more customers, so take your time. Discuss it with your
friends and family and do some research before deciding what to name your
pool store.
Your business name should fit the vision of what you want your store to be.
You will want your name to tie into your decor, concept and the market you
are targeting. Your name should be distinctive and easy to remember.
Choose a name that is easy to spell. Think of your customers writing checks
to your business or trying to find your business online or in the phone book.
Your name should represent the type of pool store products and any services
you will offer and should set you apart from your competitors.
You will need to register your business name with your state. You can do this
by contacting the Secretary of State's office and requesting the forms that
you will need to fill out. Also, ask them how to search for state trade marks to
see if any part of your name is registered. You may also need to do this in
your county at your county clerk's office.
Choosing the right location for your pool store is important. Considerations
include the needs of your store, where your customers and competitors are,
and such things as taxes, zoning restrictions, noise and the environment. For
most pool stores, an appropriate location is critical.
The choice of your location has a profound effect on the entire business life of
your pool store. A bad choice may all but guarantee failure while a good
choice can contribute to your success. This book takes up site selection
criteria, such as retail compatibility and zoning, which the pool store owner-
manager must consider after making basic economic, demographic, and traffic
analyses. It offers questions that you must ask (and find answers to) before
making the all important choice of the store location.
The first step in choosing your business location takes place in your head.
Before you do anything else, define your type of pool store in the broadest
terms and determine your long term objective. Write them down. This exercise
will help you greatly later in choosing the best location possible for your store.
In picking the site, many store owners believe that it's enough to learn about
the demographics ("people information" like age, income, family size, etc.) of
the population, about the kind of competition they will be facing, and about
traffic patterns in the area they are considering. Beyond a doubt, these
factors are basic to all store location analysis.
Once you have spotted a tentative location using these factors, you have only
done half the job. Before you make a commitment to moving in and setting
up, you must carefully check several more aspects of the location to help
insure your satisfaction with -- and, most importantly, your success at -- the
site you've chosen.
Retail Compatibility
For a pool store in its first year of operation, with limited funds for advertising
and promoting, retail compatibility can be the most important factor in the
survival of your business. Will you be located next to businesses that will
generate traffic for your store? Or will you be located near businesses that
may clash with yours?
Merchants Associations
Most first time pool store owners have no idea how effective a strong merchants
association can be in promoting and maintaining the retail stores in a given
area. Always find out about the merchants association. The presence of an
effective merchants association can strengthen your store business and
save you money through group advertising programs, group insurance plans
and collective security measures.
How can you determine if the business location you are considering has the
benefit of an effective merchants association? Ask other retail store owners in
the area. Find out:
Ask to see a copy of the last meeting minutes. Determine what percentage of
the members were in attendance.
Sometimes landlords lack the funds to maintain their properties. Rather than
continuing to "invest" in their holdings by maintaining a proper appearance
for their buildings and supporting their tenants, they try to "squeeze" the
property for whatever they can get.
To find out if a landlord is responsive to the needs of the retail tenants, talk to
other tenants before you commit to moving in yourself. Ask them:
Does the landlord return calls in a reasonable period and send service
people quickly?
Is it necessary to nag the landlord just to get routine maintenance
taken care of?
Does the landlord just collect the rent and disappear, or is he or she
sympathetic to the needs of the tenants?
Does the landlord have any policies that hamper marketing
innovations?
Your town's zoning commission will be happy to provide you with the latest
"mapping" of the retail location and surrounding areas that you are
considering. Here are some questions to consider:
Are there restrictions that will limit or hamper your store operations?
Will construction or changes in city traffic or new highways present barriers to
your store?
Will any competitive advantages you currently find at the location you're
considering be diminished by zoning changes that will be advantageous for
competitors or even allow new competitors to enter your trade area?
Leases
Directly related to zoning is your intended length of stay and your lease
agreement. Before you enter into any rigid lease agreement, you must get
information on future zoning plans. Then you will be able to decide how long
you wish to remain at the location under consideration. To help you, ask
yourself:
Do you plan to operate the pool store in your first location indefinitely
or have you set a given number of years as a limit?
If your store is successful, will you be able to expand at this location?
Is your lease flexible, so that you have an option to renew after a
specified number of years? (On the other hand, is the lease of limited
duration so, if need be, you may seek another location?)
Study the proposed lease agreement carefully. Get advice from your lawyer
or other experts. Does the agreement:
There are other factors that you should take into consideration before selecting
your location. The following questions may help you decide on your business
location:
How much retail, office, and storage or workroom space do you need?
Is parking space available and is it adequate?
Do you want special lighting, heating or cooling, or other installations?
Will your advertising expenses be much higher if you choose a
relatively remote location?
Is the area served by public transportation?
Can the area serve as a source of supply of employees?
Is there adequate fire and police protection?
Will sanitation or utility supply be a problem?
Is exterior lighting in the area adequate to attract evening customers
and make them feel safe?
Are customer restroom facilities available?
Is the store easily accessible?
Will crime insurance be prohibitively expensive?
Do you plan to provide pick up or delivery?
Is the trade area heavily dependent on seasonal business?
Is the location convenient to where you live?
Do the people you want for customers live nearby?
Is the population density of the area sufficient?
Traffic: Drivers passing your store will become familiar with your location.
You can get traffic counts from a real estate firm, demographic firm, planning
commission, or highway department. You will want to pick a location that has
high traffic counts during peak business hours. One inexpensive way to do
this is to park at the site at different times of the day, including week-ends,
and count the traffic yourself.
If you are in a downtown area, you will need to access the foot traffic. The
type of foot traffic will also have a bearing on the business concept you
choose.
Visibility - If potential customers can't see you, they may not stop. A corner
location is great. And even better is a free-standing building on a corner lot! If
you choose a strip mall, a location at the end is best.
Strong Population Back-Up – These are areas near a high school, college,
university, office buildings, dense residential areas or high traffic commercial
areas.
Size - Will the site handle the projected amount of customers you are
planning on having?
Price - Make sure the price of the site or lease amount fits your projected
break-even or you may just be buying a lot of work with no pay.
Condition of the Site – If land is available, how much money will it take to
build? If it is an existing building, how much money will it take to remodel or
repair? Always check with the highway department and local agencies to see
what improvements or changes are planned for the areas.
Another thing to consider is whether or not this is a high crime area. People
may not stop if they don't feel safe. Destruction of property, robbery and
employee safety are other considerations to take into account.
Aim for a practical, useful layout, while setting the mood. Make sure you
have:
good retail space traffic flow in the store for products, cashier area,
rest rooms;
one or more areas from which you can view the entire store;
lighting, signs and obstacle-free traffic flow;
Designing your layout will include the items above and décor design, store
displays, fixtures and designing visual merchandising appeal.
To establish pricing:
Setting the right price can influence the quantities of various product and
service that your customers will buy, which in turn affects the total revenue
and the profit in the your pool store. In the end, the right price for the
product is the price that the consumer is willing to pay for it. Hence, correct
pricing decisions are a key to successful store management. Systematic and
informed decisions regarding pricing strategies must be made while
considering a wide range of issues.
A major step toward making a profit with your pool store is selling the pool
products and providing whatever services you decide to offer for more than it
has cost you. The difference between the wholesale cost of the pool products
and the retail price of those products is called the mark-up. These are the
dollars that are now available to pay the operating expenses of your pool
store. When establishing the markup on a product, two points should be
noted:
Have you established a price range that people will pay for your products and
services? What is the high and low price that the products and services will
have to fall within for someone to buy?
Have you considered what price strategies would be compatible with your
store’s total retailing mix that includes merchandise, location, promotion and
services?
Competitor Considerations
This set of questions looks outside your pool store operation to the
competitive factors that you cannot directly control.
Do you know what your direct competitors are doing price wise?
Do you regularly review competitors' ads to obtain information on their prices?
Do you do comparison shopping of competitors to obtain information on their
pricing strategy?
Have you considered how your competition will react when you enter the
market place, and how will you deal with their reactions?
Pricing Policies
In this section, overall pricing policy and the message that you want to
convey will be considered. Setting the price must be compatible with your
established pricing policies and your store concept.
Will odd-ending prices such as $1.98 and $44.95, be more appealing to your
customers than even-ending prices?
Will consumers buy more if multiple pricing, such as 2 for $8.50 is used?
Should any loss leader product pricing be used?
Will coupons be used in newspaper ads or mailed to selected consumers on
any occasion?
Will holiday season be a major advertising and sale opportunity for you?
Would periodic specials, combining reduced prices and heavier advertising, be
consistent with the store image you are seeking?
Has the impact of various sale items on profit been considered?
Are these product and service at the peak of its popularity?
Will customer services such as delivery, gift certificates and other business
services be free of charge to customers?
Factoring Method Pricing - Multiply the cost of the product by three (this
method does not include labor or other costs)
Gross Margin Pricing - The formula is gross profit minus cost of goods sold
divided by net sales. A gross profit margin of 0.33:1 means that for every
dollar in sales, you have 33 cents to cover your basic operating costs and
profit.
Prime Cost Pricing - The formula is to add the cost of labor and cost of your
products and services. Then you add a percentage for profit.
Competitive Pricing - Competitive pricing seeks to match what others charge
for the same product or service. Conduct a market study and compare the
prices to similar ones that you intend to offer in your pool store. That means
pricing your products and services are neither above nor below what others
charge.
Combination Pricing -This method considers all methods, factoring, gross
margin, prime costs and competition. It then tries to balance the prices of
the competition with your costs and needs.
One area of rules and regulations that all new businesses must comply with
are licenses, permits and regulations. When creating a business, the
entrepreneur must contact the municipality involved, along with the state and
federal governments.
Each municipal government has the authority to issue its own business licenses
within its jurisdiction. Since there is no uniformity throughout the country
regarding municipal licenses for businesses, you should consult with the
appropriate local officials to determine whether your business will be
affected by local regulations and licensing requirements. Businesses (including
home-based businesses) must also meet the zoning by-laws that control
property uses in their municipalities.
There may be various licenses and permits required for your store. Business
licensing requirements vary from city to city, county to county and state to
state. Some require all businesses to register and they collect annual business
licensing fees. Others don't require licenses or registration for
unincorporated businesses unless you are doing business under a fictitious
name (also known as a DBA or "doing business as").
You may need a license or permit for occupancy, sanitation, and fire safety.
Your first step should be to check with your city or town clerk for any local
requirements. You should also check on zoning and sign regulations that may
apply to your business and location.
Examples of licenses, permits and regulations that could apply to you when
starting your store may include, but are not limited to:
Licenses
contractor’s license
municipal business license
occupancy
sanitation
fire safety
The first thing you need to apply for is Federal Employer Identification Number
(EIN) Application. You can access the information at the following link:
http://www.irs.gov/pub/irs-pdf/fss4.pdf
Permits
vendor permit
building permit
Sellers Permit - This is also known as a resale permit. It allows you to avoid
paying sales tax on merchandise when you purchase it from wholesalers.
This permit is issued through the state entity that is responsible for taxes.
You can go to the following link for a list of states and the required permits:
http://www.irs.gov/businesses/small/article/0,,id=99021,00.html
Regulations
11. Equipment
Poolcenter.com
http://www.poolcenter.com/poolcare.htm
7101 Wimsatt Road, Springfield, VA 22151
Phone: 877-766-5287 Fax: 703-778-2585
Advance Solar
http://www.advancesolar.com/
2431 Crystal Drive, Ft. Myers, FL 33907 Phone:
239-939-7446 Fax: 239.939.2946
12. Wholesalers
Pool Pride
http://www.poolpride.co.nz/3step_maintenance.cfm Phone:
0800 33 44 75 Fax: 0800 33 44 76
PoolCenter
http://www.poolcenter.com/
7101 Winsatt Road, Springfield, VA 22151
Phone: 877-766-5287
Horner Xpress
http://www.hornerxpress.com/
5755 Powerline Road, Fort Lauderdale, FL 33309 Phone:
800-432-6966
Now, optimally, the first thing is to get all that horrible, decaying and soggy
mess off the pool cover. This is best accomplished by the use of a submersible
pump. They run about $25.00-80.00, depending on the size and features. You
start pumping water off around Easter. It takes a few days and you'll have
to go out and shake off the decaying leaves a few times. When the level
is low enough, get out the skimmer pole and scoop out the leaves. You may
have to cycle through pumping and scooping to get rid of all of them. The
leaves are great for the compost, but slogging them there is grunt work.
Before it warms up reliably, check the pump and filter. Make sure the leaf
basket in the pump is cleaned out. You should have drained the filter last
year at the end of the season. If not, then some things may have grown in
there. If you haven't changed the filter media, or cleaned it in a few years, or
you don't know when it was last changed, or you have no idea what type of
filter you have, then the best bet is to take the top of the filter off and have a
peek. If you are going to replace the filter media, arm yourself with a ratchet
set, pliers, hammer, screwdriver, pen and paper, and plenty of patience.
There should be a drain at the bottom of the filter - open it and let the water
drain out. The top of the filter may or may not have the multi-port valve on
it, depending on the size and make. Be sure the lines to the filter are shut,
otherwise add your bathing suit to the list above. Remove the top and inside
should either be the sand, diatomaceous earth (DE) or a cartridge. Sand can
be scooped out (kitchen ladle works well), the DE can be rinsed out and off
the filter support, and cartridge can just be removed. Write down the make
and model number of the filter and set it aside (remember where you put it!).
Clean the filter out as best you can. For sand filters, remove the center tube
and unscrew the vanes at the bottom, clean those and inspect them for
damage. Set aside any that are broken (put them with the paper you wrote
the filter model number on). For DE filters, remove the support and make
sure it is not ripped or torn. Rinse the support off and reinstall it. For a
cartridge filter, just remove the cartridge and take it with you to the pool
store when you go.
Even if it is weeks away from swimming weather, you can fill the pool and
test the lines and get the water balanced so when it warms up you'll be ready
to go. Fill the pool with water so that water just enters the skimmer if you
have one. This is probably 3-6 inches from the top of the pool. Depending
on how much you lowered the water in the fall and how big the pool is, and
the water pressure, this may take 1-3 days. While the pool is filling, let's
consider what chemicals you'll need for the season, so you'll only need to
make one trip to the pool store.
Most people use chlorine to sanitize the pool. It's widely available, relatively
cheap, and available in a number of different forms. Bromine is also used for
people who can't tolerate chlorine. Chlorine is a good place to start. You can
convert later as you know more about pool care. For above ground pools, a
good figure to start with is about 25 lbs of stabilized chlorine. For in-ground
pools, which are usually larger, plan on about 50 lbs. You'll need some shock
also, to start up the pool with, and after heavy use or if you start to see an
algae problem, plan on 6 bags for an in-ground or 12 for above ground,
bearing in mind that one bag treats about 10,000 gallons of water. You only
shock at the beginning of the season, maybe once, twice tops during the
season, then when you close. A non chlorine shock is also available. It will
depend on how balanced the water is, the pool usage, and how well you are
filtering. Algaecide is almost essential. You need to use a copper based
product, it goes by a variety of names, and it is a bit more expensive than
others. Plan on one quart for above ground pools and 2 quarts for in-ground.
Clarifier, a polymer, is great for polishing the water after opening the pool.
One quart will last one season and maybe two, depending on the particulate
matter in the pool. The above products should run you between $100.00-
200.00. You may need some stabilizer or something to adjust the pH of the
water once the pool is up and running, but you should take the water a pool
supply store and have it analyzed to determine that.
Finally, if the water is still cloudy and the filter is clean, then it is possible that
the particulates are too small to be trapped by the filter. A coagulating agent,
usually a polymer, can be used. This will aggregate the particles and allow
them to be trapped by the filter. This will usually work within a day, but you
need to watch the pressure gauge on the filter, and clean it as the pressure
rises.
Lay the cover somewhere and hose it off, sweep any leaves off and let it dry.
Later, sprinkle some talc powder on it and fold it up for the season. Store it
in a dry place. If you have a leaf bagger, attach it to the garden hose and get
rid of all the leaves and debris on the bottom of the pool. Now, add the
chlorine shock. It really is a good time to scrub the walls and bottom of the
pool. That way you expose the maximum amount of algae to the chlorine.
The next day, check the chlorine level, have a look at the water clarity. If the
water was bad to start with, you may need to scrub and shock again, but if
you are opening a pretty well cared for pool, the water should be clear at
start up. After a few days the chlorine levels should come down and you
should add the stabilized chlorine, either in the skimmer or in the floater. If
you had some algae in the pool, you may need to shut the pump off overnight
and vacuum the next day. Once the chlorine usage stabilizes, and the water
is pretty clear, you can add the clarifier. That should really make the water
sparkle within 24 hours. Now you can add the algaecide.
The rest is fine tuning, and most problems can be easily diagnosed by the
pool store. Once the water is clear and balanced, check the chlorine every
few days to get an idea of how fast the pool uses up chlorine and how the pH
is doing. Then just bring in the water and test it. If the pH is above 7.6, then
you may need to add Muriatic acid (follow directions on package) or Sodium
Bisulfite (4-6oz/10,000). If it is below 7.2 then you will need to add some
Soda Ash (1lb/10,000 gal). If you are using up too much chlorine then a
stabilizer, cyanurinc acid, can be added right through the skimmer at 1-2 lbs
per 10,000 gal. All of this should only take a few days to sort itself out.
Pool Maintenance
Keeping the pools clean and clear is all a matter of balance. Just enough
sanitizer, enough water movement, the right pH and temperature, and regular
brushing and vacuuming.
Two Important Rules
The two most important things to consider are sanitizer and water movement.
Stagnant water breeds bacteria and other micro-organisms, which is fine if
you are a pond, but not so desirable if you happen to be a swimming pool.
Humans also introduce bacteria into the pool, as well as oils.
To combat such assaults, a sanitizer is used which kills the bacteria and helps
control algae growth. The most common sanitizers are chlorine and bromine
based compounds. Bromine tends to be easier on the skin and mucous
membranes. These compounds must be added routinely to the pool during
the course of the summer to maintain high enough levels to prevent bacterial
growth. The levels are measured in parts per million (ppm). If the sanitizer
level drops below recommended levels for more than a few days the pool may
turn cloudy. Routine super chlorinating or "shocking" the pools burns out any
residual algae or bacteria.
Now, all the sanitizer in the world won't keep the pools clear without some
method of circulating the sanitizer and filtering out the debris that
accumulates. That is where the pumps and filters come in.
Ideally, the pumps should run for about 10 hrs a day. If you have problems
keeping the sanitizer level high enough, run it more. Be aware that problems
keeping the sanitizer level up may be caused by high bather load or poor
circulation due to pump malfunction. To some extent, lots of activity in the
pool will help circulate the water.
Sometimes though, even if the sanitizer level is high enough, the water is still
cloudy. This can be caused by a few factors and is usually easy to remedy.
The filter is what removes particulate matter from the pool water; this is
called polishing the water. If the filter is dirty or clogged, it can't do its job.
Watch the pressure gauge on the filter, if it jumps 10psi or higher than
normal it is time to backwash, "bump" or clean the filter media, depending on
whether you have a sand, cartridge or DE filter. There are also filter cleaning
products available which extend the life of the media.
Finally, if the water is still cloudy and the filter is clean, then it is possible that
the particulates are too small to be trapped by the filter. A coagulating agent,
usually a polymer, can be used. This will aggregate the particles and allow
them to be trapped by the filter. This will usually work within a day, but you
need to watch the pressure gauge on the filter, and clean it as the pressure
rises.
Closing Pools for the Season
Whether you are in a cold or warm climate you will need to do a few things
before you close the pools. In the week prior to closing the pools you need to:
Try and close the pools before the leaves start blowing around. Plan to close
the pools when the night time temps start to dip reliably into the 40's and the
daytime temps range in the 60's - low 70's. Much sooner than that and you
risk an algae bloom. Much later and you could be fishing out a ton of leaves
(and then deal with an algae bloom in the spring).
If your customers will not be using their pools during the winter months and
you can't really close it, you just reduce your maintenance schedule, since the
temperature will still be high enough to promote bacteria and algae growth.
Follow the same preliminary steps as above, and gradually reduce the filtering
times.
It is still a good idea to have your customers buy a winter cover for it. Why?
It will reduce the maintenance greatly since algae growth will be retarded in
the dark, and it will keep a lot of junk out of the pool. PLUS, it makes the
pool area A LOT safer. Plan to run the filters a few hours a week to keep the
sanitizer level high enough to keep the bacteria and algae at bay. Check the
sanitizer level once a week and adjust the filter run time and sanitizer levels
accordingly.
There's no universal guide to opening swimming pools. There are too many
different kinds of swimming pools, in different kinds of places, using different
kinds of chemicals, and used by different kinds of swimmers. It seems like
each pool demands at least one thing different from all the rest. Still there
are some tasks that are necessary, or at least a good idea, on almost all
pools.
1. Test the pool water, before you uncover the pool. Then, make sure
you have the chemicals you'll need on hand.
2. Make sure you've got all those little plugs that came out of the multi-
port valve, filter, and pump. Folks often lose one or two over the
winter and then discover it's impossible to start up their pool without
having all of them. Check first, and get what you need from the
dealer, before you try to open the pool. (Want a possible place to keep
them safe, next year? After removing them, put them all in the pump
strainer basket, and then put the lid back on the pump.)
3. Check the filter pressure gage. If you've allowed it to freeze, it won't
read accurately. How do you check it? It's easy: just take a look, and
see if it reads "0". Usually, if it is, it's OK. But, if the needle is
pointing somewhere else, replace it.
4. If you are converting from Baquacil, Softswim or another form of
PHMB to chlorine, have replacement filter media on hand before you
start, but don't use it, till after the PHMB is gone. The conversion
process is likely to further damage filter media that is already gummed
up.
5. Inventory the chemicals left over from last year, and plan to use them
first. Failing that, if you are going to drain the pool, you may be able
to add the chemicals to the pool before you drain. (Do not do this with
copper algaecides)
6. When you open any stored chlorine chemicals for the first time, do so
outside, and stand upwind when you do! Stored chlorine chemicals
often have some noxious chlorine based gases present. (This also
applies to old bromine tabs.)
7. Try to avoid using a bunch of foamy algaecides or foamy tile line
cleaners. These can create a chlorine demand in the pool that won't
quit. This means you'll add chlorine, and add chlorine, and nothing
will seem to happen.
8. Check your test kits. You need a reliable accurate one and no test
strips. If you don't know how to use them, sit at your kitchen table,
and practice on your tap water, now. You can even call your local
water company, and get fairly accurate reports on what readings you
are likely to find. You can then compare your results, with the range
they report.
9. Unless you are using an ionizer, or a copper based system like Pristine
Blue, your very first act on uncovering the pool should be to shock it.
If you've got a chlorinated pool, use cal hypo or bleach to shock; if
you've got a PHMB pool, use peroxide. (Remember, the pump must be
running when you add chemicals.)
10. Your next act should be to get the pH somewhere between 7.2 and
8.0, if it's not already there. If it's way off, do not try to fix it in one
dose. Adjust gradually, but quickly, instead. Dose, circulate for 4
hours, retest, and re-dose as needed.
11. Do NOT try to adjust the pH, the alkalinity, and the calcium levels on
the same day. Do pH, then calcium (if needed), then alkalinity. Trying
to do it all at once is a recipe for cloudy water from precipitated
calcium carbonate; do this, and you can end up with an underwater
visibility of about 4 inches.
12. If you've got a bunch of leaves in the pool, unless you are going to
drain the pool, the best way to get them out is with a Leaf Master type
device. It's still slow, but it's much better than vacuuming them, or
using a leaf net. We recommend getting either the Rainbow or Jandy
unit. There are some crummy knock-off's out there, that you want to
avoid. There are some that are OK, too, but you won't be able to tell
the difference till you get them home. The real deal is usually around
$35 - $45, unless it's being sold as a "loss leader" which does happen.
Filtering, shocking, brushing, vacuuming . . . repeated again and again,
will work in almost all cases. But, it's expensive and tedious.
Using the chloramines generating systems, such as Yellow Out, Yellow
Rid and other ammonia based products, to produce high levels of
monochloramine may work. But this is a tricky method, and its
success depends not just on WHAT chemicals you use, but also on
HOW you use them. For example, if you don't get the pH right first,
you can produce bunches of useless and obnoxious dichloramine, or
even nitrogen trichloride. (Be careful not to confuse the AMMONIA
based products with the BROMIDE based products, such as Yellow
Treat and Yellow Free. They are sold for the same purpose, but are
completely different in chemistry.)
Draining and refilling can be dangerous for the pool. It can destroy
liner pools and empty concrete pools really can float out of the ground.
This is even more likely with fiberglass pools. But, done right, draining
and refilling is usually the quickest solution. It can also allow access to
the pool's surface, if there are stains that need to be removed.
The 5 essentials of pool maintenance described here will give you a basic
understanding of how the pool functions.
Pool care can be simple when you have a plan for routine maintenance and
use the right products.
1. Circulation
2. Filtration
The filter is one of the most important pieces of equipment. It removes
both visible debris and most microscopic matter. Generally, a filter
should be backwashed (the removal of material trapped on or in the
filter media) when the water pressure in the filter reaches 8 to 10
pounds above normal. (Check manufacturer's guidelines.) Because
backwashing does not remove oils and deeply imbedded debris, every
filter needs to be chemically cleaned regularly.
3. Cleaning
4. Testing
Take a sample to an Authorized Dealer when you open and close the
pool, and every four to six weeks during the season. This will help you
maintain proper water balance and greatly reduce the potential for
problems.
The last step in a total pool maintenance program is applying the right
products to the pool water at the right time.
Many pool owners frequently fight algae; this guide may help you to stay
ahead of the algae growth!
All sorts of possible causes of algae are detailed here, and in the connected
pages. But, the most problems with algae can be related to a few things.
(This discussion relates primarily to chlorine pools). Failure to maintain
adequate levels of chlorine. Stabilizer buildup from use of dichloride, combo
shocks, trichlor based shocks and the like. Nitrogen buildup or other chlorine
consuming/defeating build up from combo shocks, cheap algaecides, clarifiers
and the like.
Drain and replace 1/4 to 1/3 of the pool's water every spring, to lower
built up levels of dimethyl hydantoin, the chemical carrier used in solid
forms of bromine.
Shocking with chlorine is not especially effective on brominated pools:
you just raise the bromine levels. Instead, consider the weekly use of
a polyquat algicide.
Buy and use a good test kit. You can't maintain a pool unless you
know what's in it.
Drain and replace as much as possible of the pool's water every spring
to lower built up levels of PHMB residue.
Inspect the sand filter, DE filter internals, or cartridge every single
year! PHMB is notorious for ruining filter media. While the special
PHMB compatible filter cleaner can help, it doesn't solve the problem.
In most cases, you'll need to replace filter media every year. Poorly
functioning filters are a common cause of insoluble pool problems on
PHMB pools.
Test and maintain adequate hydrogen peroxide shock levels. Hydrogen
peroxide is removed by sunlight, just like chlorine is.
Steps for Copper Treated Pools (Nature2, Ionizers, Pristine Blue, etc.)
Buy and USE a good copper test kit, and maintain appropriate levels of
copper.
Keep the alkalinity and calcium as low as possible. Both inhibit copper's
algaecidal effects.
Using stain control agents tend to prevent copper from being effective.
Algae is what copper is good at killing. If you have algae on a copper
treated pool, the copper treatment may not be working.
If you get algae anyway, make sure the copper level is below 300ppb
(0.3ppm) before shocking. Otherwise, you may get staining.
Pool Capacity
To determine how much of each chemical you will need, the first step is to
determine the volume of the pool.
Rectangular Pools:
Round Pools:
Diameter x Diameter x Average Depth x 5.9 = Total Gallons
ft. x ft. x ft. x 5.9 =
Oval Pools:
Long Diameter x Short Diameter x Average Depth x 6.7 = Total Gallons
ft. x ft. x ft. x 6.7 =
The second step is to enter the number of weeks you will be running the pool
in the box below to determine the estimated amount of each Sustain System
Product the pool requires for one season.
The product needs will vary depending upon where you live. Northern regions
are defined as states above the Mason-Dixon line.
Capacity in Gallons:
Number of Weeks:
Location: North or South
o Check the GFI on the plug outlet at the pool equipment. Push
the reset button in. Nearby lighting or static charges can trip
this button. There is a plastic piece under the button called a
slide bar. Make sure it is all the way over to the right.
o Make sure the batteries in the remote control are in correctly
and charged.
o Turn the light on at the manual switch at the equipment. This
switch has a square push button.
o Check the breaker in the electric panel.
Turn the dial on the face of the hand remote to another letter. Make
sure the dial on the plug in remote (if you have one) matches the
same setting. Also, change the dial on the light module at the pool
equipment location to match the settings on the remotes. To locate
the module, look for the electrical device that has the square button
that manually turns the light off and on.
If you cannot see the red dial (matching the one on the remote) on
the face of the module you will have to remove the cover plate that is
concealing it. Change the dial so the letter matches the one you
selected on the remote. You may have to try a number of different
settings if the first attempt isn't successful.
Example: if you set the dial on the remote to point to the letter "C",
then the dial on the module also must point to "C".
3. Pool Equipment:
Pump:
Make sure the rubber "O" ring that fits on the pump lid, and the lid
itself, are clean of dirt and debris. Use dish detergent to clean them if
necessary. Also clean out the groove on top of the pump where the
"O" ring will fit. Use a little "Aqua-lube" or, if you don't have that,
salad oil to wet the "O" ring before you slip it back on the lid (do not
use Vaseline or other petroleum product). Have about 2 gallons of
water in a pail, or the hose, ready and fill the pump with water before
you put the lid on. Don't be shy here, dump it in as fast as you can.
The water will drain out about as fast as you pour it in.
Quickly screw the lid back on the pump and turn the pump on right
away. All of the water will disappear from inside the pump but it will
gradually fill up again.
After you turn the pump back on, make sure the lid is firmly screwed
down (it is not necessary to make it as tight as possible), and open the
air relief valve on top of the filter. Air will gradually begin to squirt out.
Wait until water starts squirting out, more or less in a steady stream,
and close the air valve. Check the filter gauge to make sure it is
showing pressure.
After you have done all of the above, turn the pump off. Check to
insure there is no dirt or debris in the "O" ring groove and that the "O"
ring is clean and lubed. Re-prime the pump with water, screw the lid
on and turn the pump back on.
4. Filters:
Bleed the air out of the filter with the air bleed on top of the filter
(when water squirts out in a steady stream the air is out), close the air
valve and read the pressure. This is the clean filter pressure. Turn
the pool cleaner on. Depending on the type of pool cleaner you have,
the pressure will either go up or down. This is the clean filter pressure
with the pool cleaner operating.
When should I backwash or clean the filter?
Backwash the filter (cartridge filters - remove and clean the cartridge)
when the pressure is 10 psi higher than the "clean filter/clean filter
with pool cleaner on" pressure (see "What pressure should the filter
pressure gauge read") or every 90 days, whichever is first.
DE Filters:
Note: You should take the DE filter apart, remove the grids and clean
out the caked-on DE once a year. A high pressure hose will usually do
the job. To avoid injury, always turn pump off and open the air valve
before disassembly of a filter.
How do I back wash the DE filter?
How much DE should I put in the DE filter and how do I add it?
Add water until it is a thick slurry. Turn the pool pump on and
the pool cleaner off.
Remove the basket from the skimmer and slowly pour the DE
slurry into the skimmer. If you need to add more DE, repeat
this process until you have added the correct amount.
Replace the skimmer basket and turn the pool cleaner back on.
Sand Filters:
Note: The sand in the filter should last at least 7 years. If the
pressure stays high after proper backwashing, the sand could
be clogged with suntan oil or other like substances. Servicing
or changing the sand should be done by a professional.
How do I backwash the sand filter?
Cartridge Filters:
When you see bubbles start to form inside the pump and the sound of
the pump starts to raise in pitch, stop turning the valve. Back the
valve up just a little until the bubbles are at the point that they are
just starting to form. This is the optimal setting for the pool cleaner at
that moment. There is no single perfect valve setting. As the filter
gets more dirty, water flow is decreased and you may have to readjust
pool cleaner valve to compensate.
The Arneson pool cleaner just sits in one spot and doesn't move:
First check the valve setting as described above. If that doesn't work,
turn the valve to "pool cleaner off", turn the pump off and remove the
Arneson from the pool. Usually there is a rock or other debris too big
for the Arneson to "eat" stuck inside. Remove the hose and check
inside the top. There is a small paddle wheel like thing inside the top
just out of reach of your finger. Try using a pencil or screwdriver and
gently prod it to see if it will turn. Often, turning it will fix the
problem. Either try the cleaner out now or try the next step. Look
inside the hole in the bottom of the cleaner to see if you can see
blockage. If not, unscrew and remove the bottom plate and clean out
the debris that are clogging the inside. Put the hose back on the
Arneson. Put the cleaner back into the pool until it sinks and slowly
push all of the hose (starting with the hose closest to the cleaner and
working your way to the open end) down under water so it fills before
hooking it back into the wall. Turn on the pump and reset the valve.
Note: When returning the Arneson pool cleaner to the pool, insure the
hose is completely full of water or you will lose prime on the pump
3. Water Leveler
4. Heating
In order to drain the pool you will need to use a special pump. A
submersible pump or sump pump can be rented at most equipment
rental stores. Be sure to check with your city to see if you may drain
the pool into the street. Some cities do not allow draining the pool
into the street, others require a permit before you do so. Cities can
and do fine homeowners for violation of their pool draining rules.
Another option, the one most frequently used, is to drain the pool into
one of the sewer clean-outs. The sewer clean-out is usually a black
pipe sticking up from the ground at or near the base of the house in
the front and/or back yard. It usually has a screw cap that can be
removed to gain access. A permit is not required to drain the pool into
the sewer clean-out in most cities.
6. Decking
8. Chlorine
9. Stabilizer
10. Acid
The pool water may be too high or too low in alkalinity. A low
alkalinity reading can result in a build up on the plaster called "scale."
Scale is seen as a hard, white formation on the plaster and at the
water line on the tile. The idea alkalinity range is 90 to 120 parts per
million (PPM). Alkalinity can be raised 10 PPM by adding 3# of baking
soda to every 20,000 gallons of pool water.
12. Hardness
The two most important factors in maintaining water balance are Total
Alkalinity and pH.
Total alkalinity is the key to water balance. When the alkalinity level is
low, corrosion of equipment and interior surfaces such as plaster and
tile grout may occur, resulting in spot etching, roughness and streaks.
It is recommended that you adjust alkalinity before adjusting the pH
level of the pool. The ideal total alkalinity level of the pool is based on
the type of chlorination used:
Supervision
Swimming Ability
Lap swimming is perhaps the best form of aerobic conditioning. You can
efficiently exercise the heart without placing stress on the weight-bearing
joints and the lumbar spine.
Entertaining
Plan ahead to prevent accidents and injuries, and make the entertaining truly
enjoyable. Keep electrical appliances a significant distance from the pool.
Don't use extension cords. Use a ground fault circuit interrupter (GFCI) on
any appliance or electrical device that is used poolside. Use of alcohol or
drugs does not mix with pool activities. Games that may appear safe sometimes
are not. Encourage and supervise the use of good pool games and toys.
Prohibit horseplay, especially throwing or pushing someone into the pool.
You have the bottom line responsibility in poolside entertaining. Use good
judgment to help protect yourself, your family and guests. If in doubt,
prohibit use of the pool by persons whose condition you doubt. Remember,
you are in charge of the pool.
In-Ground Swimming Pool Guidelines:
Supervision
Swimming Ability
The chief danger for divers or headfirst sliders is serious spinal injury. Serious
spinal injuries can occur even at very slow speeds if the head strikes firmly
against the pool bottom or side.
DO’s...
Know the shape of the pool bottom and the water depth before you
dive or slide headfirst.
Plan the path to avoid submerged obstacles, surface objects or other
swimmers.
Hold your head up, arms up, and steer up with your hands.
Keep arms extended and head and hands up.
Practice carefully before you dive or slide headfirst.
Test the diving board for its spring before using.
Remember that when you dive down, you must steer up.
Dive straight ahead - not off the side of a diving board.
Don'ts...
Technical Tips
Here are a few tips on how to plumb with plastic pipe and fittings using
threaded joints and/or solvent welding. The following is recommended for
piping systems normally encountered in the swimming pool and spa industry.
Threaded Joints:
Plastic to Plastic:
Plastic to Metal
Note: Most common plumber’s oil-base pipe dope compounds should not be
used with plastic pipe, valves, or fittings. Cracking or breaking of valves and
fittings has been caused by the effects of some of these pipe dopes, failures
occur shortly after use and over prolonged periods of time.
Solvent Welding
Note: You can handle almost at once. Do not put any stress or twisting force
on the joint for at least 20 minutes. Do not pressurize for at least 2 hours. A
full 100% joint strength takes 48 hours.
- All 3 types work well and choosing between them is more a matter of
personal preference and prior experience.
- If you don't have a preference then go with a cartridge filter system. They
are the least expensive to buy and operate and if you go with a large size
(150 sq. ft.) or larger, then maintenance is a snap.
- The D.E. and Sand Filters require a backwash valve and in most counties a
separation tank.
If the replacement heater will be used to heat the pool, then replace it
with a heater of the same b.t.u. capacity as the current unit.
100,000 btu heater - up to a 300 sq. ft. pool
150,000 btu heater - up to a 450 sq. ft. pool
250,000 btu heater - up to a 700 sq. ft. pool
300,000 btu heater - up to a 900 sq. ft. pool
350,000 btu heater - up to a 1050 sq.ft. pool
400,000 btu heater - up to a 1200 sq.ft. pool
If you are only heating the spa then: A heater of just 250,000 b.t.u. or
less is plenty to quickly heat most residential spas.
Note: Figures based on a 30 degree F. temperature rise, 3 1/2 MPH average
wind velocity and elevation up to 2000 feet above sea level.
Chemical Safety
Always read the product label and follow directions carefully. It contains
important information on the proper application, handling and storage of the
compound you're using. Used correctly, pool water maintenance products
safeguard the health of your customers. If they're mishandled, they can be
hazardous.
Never inhale fumes or allow products to get in your eyes, nose or mouth.
When opening a product, turn your face to one side or point the container
away from you. In the event of accidental contact or if product is swallowed,
follow emergency advice on the product label and call your doctor and/or your
local Poison Control Center.
Never store liquids directly above sanitizers and oxidizers; they may
accidentally leak and contaminate other products. Never store pool sanitizers
and oxidizers near metal products like bicycles, lawn mowers, cars, etc.,
because they may cause rust. Never leave large, open containers in areas
where children play. Such containers often collect water and present a
potential drowning hazard. Always clean up any spills as soon as they occur
and dispose of the material in a safe manner. Small spills can be diluted by
hosing off into the pool.
Contact a local chemical supply company for advice on cleaning larger spills.
Never use a vacuum cleaner to clean spills. It's hazardous to throw chemicals
into the trash or put spilled material back into the original container. Keep all
spills away from lawns and landscaping to avoid damage. Dispose of all
chemicals according to label directions.
Always store chemical products safely and out of the reach of small children.
Keep the pool maintenance products in a cool, dry, well-ventilated area, away
from other household or garden chemicals and petroleum products.
Always keep chemical product containers tightly closed when not in use.
Always brace liquids so they won't tip while transporting them in your car.
Don't allow chemicals to stay in the car for a long period of time. Unpack
them as soon as you get home. Always wear protective equipment (safety
glasses, rubber gloves, etc.) as directed on the label of the product.
Always use care when broadcasting powdered products into the pool
(especially on windy days) to prevent product from getting in eyes, mouth or
on the skin.
Algae
Microscopic plants capable of rapid reproduction.
Algaecides
Products that prevent or control algae growth.
Bacteria
Microscopic organisms, some of which are harmful to bathers.
Balanced Water
The proper ratio of mineral content and pH that prevents pool water from
being corrosive or scale-forming.
Bromine
A halogen element; brominated compounds provide an alternative sanitizer
for pools; widely used in spas and indoor pools.
Chlorine
A halogen element, compounds of which are widely used in pool water
sanitation.
Chloramines
Irritating compounds formed by the combination of nitrogenous compounds
and free chlorine. Nitrogenous compounds are introduced into the water by
urine, perspiration, cosmetics, suntan oils, etc.
Chlorine Demand
The amount of free available chlorine residual needed to destroy organic
contaminants and establish a stable residual for effective sanitation.
Chlorine Residual
The amount of a chlorinating product (total chlorine) in pool water.
Dry Acid
Product used to lower pH and total alkalinity; preferred over muriatic acid
(HCl) for handling, storage and safety issues. BioGuard Lo' N Slo®.
Oxidize
(see Shock Treatment)
pH
A way to measure the acidity or alkalinity of water. This is the most important
part of chemical balance. (Ideal range 7.4-7.6)
ppm
Parts Per Million, a measurement for chemical concentration.
Reagent
Tablets, powder or liquid material for use in water testing.
Scale
Coarse calcium or silicate deposits on swimming pool wall, floors and
circulation plumbing, especially in heat exchangers.
Saturation Index
A value based on water temperature, total alkalinity, calcium hardness and
pH. The value predicts the tendency of pool water to be corrosive, neutral or
scale-forming.
Shock Treatment
Adding an oxidizing compound to the pool water to chemically break up
(oxidize) contaminants such as suntan oils, cosmetics, perspiration and
windblown dirt.
Stabilizer
Cyanuric acid; a compound that prevents the dissipation of chlorine residuals
by sunlight. BioGuard® Stabilizer 100™.
Superchlorination
Adding enough chlorinating compound (3 to 5 times usual dose) to destroy
chlorine demand compounds and combined chlorine.
Undesirable Compounds
Substances introduced in the water by people or the environment that
interfere with ideal pool conditions.
Proper pool maintenance is the first line of defense in preventing most common
problems. Following this easy maintenance checklist should keep the pool
water crystal-clear and trouble-free.
ROUTINE MAINTENANCE
TWICE A WEEK
1. Check and maintain pH levels at 7.4 - 7.6
2. Check and maintain chlorine levels at 1.0 - 3.0 ppm.
3. Empty skimmer baskets, clean tile or pool water at water line with
AquaValue TILE & VINYL CLEANER, and skim leaves, insects and other floating
debris from the pool surface.
ONCE A WEEK
1. Shock the pool by adding one bag of AquaValue POOL SHOCK per 10,000
gallons. Additional shock may be needed after a rainstorm, heavy bather
load, or exceptionally hot weather. Be sure to consult your local Aquatech
Professional for advice.
2. Add a maintenance dose of AquaValue ALGAE PREVENTOR 40 or ALGAE
DESTROYER to prevent algae growth.
3. Brush pool walls and vacuum pool floors.
MONTHLY
Take a water sample to your Aquatech professional for a complete water
analysis.
MID-SEASON
Clean the filter with AquaValue FILTER CLEANER to remove any oils and
grease that may have accumulated on the filter.
PROBLEM SOLUTION
AquaValue Aquacide. Kills algae in most all
Algae
types of pools. Great with Brominated Pools
AquaValue Black Algae-out. Kills algae in white
Algae
plaster pools only
AquaValue Algae Master. Copper based
Algae
algaecide especially formulated to kill algae.
AquaValue Algae Destroyer. Strong and
Algae
effective against all pool algae types.
AquaValue pH Plus Control II. Prevents
Eye irritation low pH corrosion of equipment, etching of plaster by
raising pH.
AquaValue pH Minus Control IV. Prevents scale
Eye irritation High
build up on equipment, piping and pool surfaces
pH
by lowering pH.
Unable to maintain AquaValue Alkalinity Control I. Prevents pH
proper pH bounce by raising total alkalinity.
AquaValue Calcium Control III. Prevents
Rough Plaster corrosion of equipment and etching of plaster by
raising calcium hardness.
AquaValue Metal Inhibitor - Stain & Scale
Water discoloration
Control. Prevents scale due to high calcium
Rough Plaster Metal
levels and prevents staining due to dissolved
Stains
metals.
AquaValue Tile & Vinyl Pool Surface Cleaner.
Dark ring at water
Removes "bathtub" ring on tile and pool wall
level
around water line.
Cover Cleaner Deodorizer. Cleans and protects
Sticky, smelly all pool covers during summer storage Ask your
mildewed cover Aquatech professionals to recommend the
proper cleaner for your area.
Cloudy water AquaValue Water Clarifier. Clears water by
collecting small particles into larger ones to be
removed by the filter.
AquaValue Filter Cleaner. Promotes good
Cloudy water Poor
filtration by removing oils and grease that
circulation
accumulate on the filter.
Cloudy water
AquaValue Pool Shock. Removes organic wastes
Chlorine odor Eye
and restores sparkle to the water.
irritation
Cloudy water
AquaValue Rapid Shock. Removes organic
Chlorine odor Eye
wastes and restores sparkle to the water.
irritation
Cloudy water AquaValue Super Oxidizer. Non-chlorine shock
Chlorine odor Eye that removes organic wastes and restores
irritation sparkle to the water.
The spa or hot tub is an investment in relaxation. Follow these simple steps
to ensure the spa is maintained properly.
1. Fill spa with water and add 2 tablespoons (4 capfuls) of Just For Spas Stain
and Scale Control per 300 gallons during filling. This establishes initial
protection against staining and scaling.
1. Test spa water and balance as needed. Maintain proper water balance
factors to help protect spa equipment and ensure comfortable water.
DAILY MAINTENANCE
WEEKLY MAINTENANCE
1.Shock spa to remove organic compounds and keep water clear. Add Just
For Spas Spa Shock, per label directions every week. Or use Brominating or
Chlorinating Concentrate per label directions to shock spa.
2.Add Just for Spas Stain & Scale Control, per label directions, to prevent
stains and scaling on spa equipment.
3.Apply Surface Cleaner to a sponge or soft cloth and wipe along waterline
and spa surface to remove oils, grease, and other debris.
4.Add AquaValue Pool Perfection Enzyme Cleaner per label instructions to
reduce waterline buildup and help keep filter clean and operating properly.
PERIODIC MAINTENANCE
1.Drain and refill spa every 60-90 days for moderately used spas.
2.Clean spa surface thoroughly with Surface Cleaner while spa is drained.
Rinse well before refilling.
3.Remove the spa filter and clean with Filter Cleaner every 4-6 weeks to
remove grease and oil from filter.
How to acquire the new accounts and new customers to provide added
volume becomes a matter of prime importance for survival and growth. In
many businesses, small and large, the matter of new customer acquisition is
approached in a haphazard, intermittent, unplanned and uncoordinated way.
The results are understandably often less than satisfying, more expensive
than expected and generally inadequate from the standpoint of contribution of
profit.
Useful insight into the problem of getting new customers can be obtained by
considering the sales department as a purchasing function, spending company
resources by investing in customers and sales volume. The controls, systems,
thought and effort devoted to finding the right source of materials, provide for
the most effective and evident management concern relative to its purchasing
activities. Disciplines are established and controls are in place to measure
supplier and purchasing effectiveness. Alternate bids are secured and
potential suppliers critically tested for quality and service. Capital expenditures
are closely evaluated. Yet the problem of investing to get a new customer, one
who is expected to deliver profitable sales over an extended period of time,
is often reduced to a simple charge to the sales department of 'more
customers'!
There is more to getting new customers than just chasing the volume they
produce. Obviously the quality of the volume is more important. Measure your
required standard, not just for the amount of volume, but for the profit yield
of the volume and the trend for the future.
Customer Development Program
Your Customer Development Program should involve at least six (6) steps:
Step One – Fully Understand Your Business and Your Customer’s Needs.
You must know exactly what your customers need from your pool store and
how your store will meet those customer needs.
Step Two – Know Who Your Potential Customers Are. You must know
who your potential customers are, where they live, why they would buy your
product and service.
Step Three – The Market Research. When many business owners hear the
words “Market Research”, many just felt that the task is too great or too
complicated to even tackle. The level of market research that needs to be
done must be determined.
Step Six - How To Keep Your Customers. Your existing customer base is
a goldmine. These are people who already know your store and are familiar
with you. These are people who have already established a relationship with
you by buying your product and service.
Insurance
Basic Insurance:
Bacteria coverage
fire insurance (extended coverage on buildings and contents);
liability insurance;
burglary protection (theft coverage);
dishonesty insurance (covers thefts by employees);
vehicle insurance
workers compensation insurance.
Marketing/Advertising
Word-of-mouth advertising and good public relations are often the best ways
of promoting your pool store. Depending on your market and its size, also
consider flyers, newspapers (especially for holiday promotions), radio, TV, the
Yellow Pages and the Internet. Also remember that a satisfied customer is
good advertising.
Internet/Website
A Web site should have details to describe the location (your store’s address,
telephone and fax numbers, and directions on how to get to your store),
hours of operation, products and services, and anything else you think may
be of interest to potential customers. However, once you launch a Web site,
you must update it on a regular basis.
Have you considered the impact that your sign has on your pool business?
This section discusses signs, what they can do for your business and how they
can be used to your advantage.
Signs index the environment so people can find you. This is especially true for
travelers, new members of your community and impulse customers. A primary
source of customers for your store is the large number of people who are new
to your community. Your sign is the most effective way of reaching this mobile
or transient group of potential customers.
If you want to build sales for your store, it is almost certain that you will need
to advertise. How much should you spend? How should you allocate your
advertising dollars? How can you be sure your advertising outlays aren't out
of line? The advertising budget helps you determine how much you have to
spend as well as how you are going to spend it. What you would like to
invest in advertising and what you can afford are seldom the same. Spending
too much is obviously an extravagance, but spending too little can be just as
bad in terms of lost sales and diminished visibility. Costs must be tied to
results. You must be prepared to evaluate your goals and assess your
capabilities - a budget will help you do precisely this.
Your budget will help you choose and assess the amount of advertising and its
timing. It will also serve as the background for next year's plan.
Each of the various ways in which to establish an advertising budget has its
problems as well as its benefits. No method is perfect for all types of businesses
nor is any combination of methods. Here, concepts from several traditional
methods of budgeting have been combined into three basic methods:
percentage of sales or profits; unit of sales; and objective and task. You will
need to use judgment and caution in choosing your method or methods.
Past sales: Your base can be last year's sales or an average of a number of
years in the immediate past. Consider that changes in economic conditions
may cause your figures to be too high or too low.
Past sales and estimated future sales: The middle ground between an often
conservative appraisal based on last year's revenue and an often overly
optimistic assessment of next year's is to combine both. This method is
generally more realistic during periods of changing economic conditions. It
allows you to analyze trends and results as well as predict future sales with a
little more accurately.
The more complex methods are Unit of Sales and Objective and Task methods.
We will not cover those. If the percentage-of-sales method does not work for
you or you want to go another route, do your research on the Unit of Sales
and Objective and Task methods.
Market Analysis
Developing a business plan (for more information, see page 3) for an existing
business or conducting a feasibility study for a new venture requires a thorough
analysis of market conditions. Market conditions in your area have a
significant impact on the profitability of your pool store. The strength of the
local market affects how many customers you will serve and the prices that
you can charge. This section will help you analyze your market so that you
can gauge the potential of your existing or proposed operation and make
more informed operating and investment decisions.
On the pages that follow are a series of checklists to help you collect and
analyze information as part of your market analysis. The checklists will serve
as a learning tool to help you understand the many market factors that
influence your profitability.
This information will provide you with a market analysis format that can be
used in a feasibility study, business plan or marketing plan. The following will
help analyze the market potential of an existing operation, an expansion or a
new development.
Using your market analysis findings, you can estimate the financial potential
of your venture by creating financial projections. If you are a prospective
pool store owner, these projections will help you determine if your venture is
feasible.
I. Industry Trends
Y National Associations
Y State and Local Associations
Y Industry Groups
Y Industry Publications
The following industry trends checklist provides a sample of topics you might
want to study as part of your market analysis.
Market Demand
Economic trends
Consumer confidence
Demographic trends
Success Factors
New and popular concepts/themes
Customer service innovations
Pricing practices
Labor saving techniques
Demographic and economic statistics will help you determine the pool product
sales potential of the market area you plan to serve. By comparing these
statistics with those of other areas and the state, you will be able to evaluate
the strength of your market area.
The first step in this analysis is to define the geographic size of your market
area. Be reasonable in estimating how far people will travel to reach your
store. Once your geographic market area is defined, you should obtain
demographic data that describes the people who live and work in the area.
Descriptions of the population's age, income, education and gender will help
you understand the market area you plan to serve.
Data on your market area is available from various sources such as:
The market area checklist will help you collect data to evaluate your market
area.
Population
Age distribution and median age
Gender
Ethnic groups
Household income distribution
Marital status
Dwelling types
Households with children
Education
Economic Characteristics
Employment levels
Types of employment
Number of and growth in business establishments
Local developments planned
Seasonality and tourism visitation
III. Competition
Existing market area competition can provide valuable information to help you
analyze demand and market opportunities. You can assess their competitive
strengths and weaknesses and learn from their successes and failures.
First, identify how many pool stores are in your market area. Then, identify
those businesses that appeal to the types of customers (market segments)
that you plan to serve. You should also identify all other businesses located in
your immediate area because they can also influence your business. Refer to
the Yellow Pages and your local Chamber of Commerce for listings of area
pool stores.
It is important to identify any market area pool stores that have closed and
for what reasons. Also, learn what new pool stores are planned for the market
area and determine how they might affect your proposed operation.
After identifying your competition, visit and evaluate each store. Speak with
the manager of each operation if possible. Use the following checklist to
complete this part of your market analysis.
Competition Checklist
Location
• Community traffic patterns
• Proximity to sources of demand
• Accessibility
• Visibility
• Surrounding neighborhood
• Parking availability
• Sign visibility
Appearance/Comfort
Service
• Days open
• Hours of operation
• Service style
• Quality of service
• Speed of Service
• Extra services offered
General Information
• Franchise affiliation
• Local reputation
• Advertising and promotion methods used
Overall
• Strengths
• Weaknesses
IV. Location
Two major choices face prospective pool store owners: What kind of store
should I open and where should I open it? Typically, you will have already
selected either a location or a concept for your store. It is important that
your location and concept complement each other. It is critical that a site be
chosen based on market factors and not because of a low price.
Location Checklist
Traffic Volume
./ Street and road patterns
./ Speed limit and traffic signs/lights
./ Highway/Street traffic counts
./ Pedestrian traffic counts
./ Peak and off-peak traffic periods
Accessibility
Visibility
Other Issues
./ Zoning
./ Environmental Issues
./ Easements and restrictions
./ Growth Patterns of Surrounding Areas
Concept involves the entire shopping experience, not just the type of product
and service offered. Elements that define your concept include decor, lighting,
service, price, location and size. Even the name of the establishment conveys
a sense of the concept. To help refine your idea, describe your proposed
store in one or two sentences.
This section outlines the key elements you need to include in your pool store
marketing plan. No matter how it's ultimately organized, your marketing plan
should be a straightforward, easily understood company document. It should
provide you with a clear direction for your marketing efforts for the coming
year and it should give an incisive look into your company for all readers.
The Marketing Plan section is broken down into nine (9) parts:
Before you begin to write, pull together some information you'll need. Getting
the information first avoids interruptions in the thinking and writing process.
Have on hand:
Market Situation
The "market situation" section should contain your best and most clear-
headed description of the current state of the pool marketplace (this is no
place for hunches).
What are your pool product and service lines?
What is the dollar size of your markets?
What is your sales and distribution setup?
What geographic area do you sell to?
Describe your audience in terms of population, demographics, income
levels and so on.
What competitors exist?
Historically, how well have your pool products sold?
Much of this information may exist in your head. But now is when you write it
down. For example, how much information do you have in your office—right
now—on your competition? Your marketing plan gives you a chance to pull all
this relevant information together in one place, to spur ideas and justify
actions.
There are lots of places to go to get information on the trends in your pool
product market. City and state business publications frequently publish
overview issues; you can talk to local business reporters; and local chambers
of commerce publish projections, as do associations of manufacturers (the
names are different in various parts of the country). Talk to your professional
association and read your trade journals.
In the "marketing objectives" section, you paint your picture of the future:
What marketing objectives do you want to achieve over the course of the
plan? Each of your marketing objectives should include both a narrative
description of what you intend to accomplish along with numbers to give you
something concrete to aim for. Just to say you want to start the best pool
store in the marketplace isn’t providing much guidance. Saying you want to
go from 0 percent to 8 percent of the local market in two years is easier to
understand—and verifiable. If you're not sure of the size of the local market,
then aim at a dollar figure in sales. Your accountant will let you know
whether you've succeeded or not.
You should make it a point to limit the number of marketing objectives you
take on in a given year. Let's face it, change can bring stress, disorient staff
and sometimes even confuse your target market. Keep your objectives
challenging but achievable. Better to motivate yourself with ambitious but
worthy targets than to depress you by failing at too many enthusiastic goals.
Marketing Goals
Here's where you spell out how you're going to make things happen. While
your spreadsheet has shown increasingly stunning profits each time you
bump up the market gains, now you're in the real world. Gains must be
earned by marketing brains and brawn. Each marketing objective should
have several goals (subsets of objectives) and tactics for achieving those
goals. In the objectives section of your marketing plan, you focus on the
"what" and the "why" of the marketing tasks for the year ahead. In the
implementation section, you focus on the practical areas of who, where, when
and how.
The key task is to take each objective and lay out the steps you intend to
take to reach it. If your objective is to build a pool store in Anytown, USA,
you have to put together concrete goals to make it happen.
Budgets
Whether done well or poorly, business activity always costs money. Your
marketing plan needs to have a section in which you allocate budgets for each
activity planned. This information should be in writing with the individual
carrying overall program responsibility. People responsible for portions of the
marketing activity should know exactly what funds are available to them. In
fact, you would be wise to involve them in planning those budgets.
Be as objective as you can about those costs you can anticipate. For things
with which you have no budget experience, add 25 percent to your best
estimate. Your budget should allocate separate accounting for internal hours
(staff time) and external costs (out-of-pocket expenses). Make sure to enter
the budget on a Lotus or Excel spreadsheet so you can manipulate it during
construction to see which variant works best.
The reason you pick measurable marketing objectives is to have the ability to
track your progress toward reaching them. Too many marketing efforts
aren't quantifiable, with the result that the achievements of your marketing
campaigns aren't satisfactory, or they're just plain illusory.
All your marketing efforts will benefit from the classic feedback loop: Act,
observe, adjust and act again. Scheduling quarterly meetings is best. At
these meetings, responsible individuals should report on what they've
accomplished in the last quarter, including how much of the budget has been
spent. Reports should be verbal, with a printed summary for the record.
As your pool product business activity moves forward over time, you'll
doubtless find the need to adjust the timing, the budget or the tasks
themselves. At these points you must decide whether to intensify your
efforts, add more tactical steps to pick up the pace or scale back your
objectives. Make your changes in an organized manner, adjusting all the
dependent tasks so that the plan shifts as a whole. Whatever your decision,
make sure to update your marketing plan document. Put in writing your
understanding of why you didn't reach your goals. Keep the original and date
and number all changes. Your plan must be dynamic, but it shouldn't lose its
sense of history. All this information will be extremely useful when you create
next year's marketing plan.
Marketing isn't a science, but it is a skill in which you can make steady
incremental improvement.
Executive Summary
Put a brief summary at the front of your marketing plan binder. On a single
page, sum up (with key financial numbers) in no more than a single page the
contents of your marketing plan. Use bullet points, short sentences and bold
type for major points, and stay focused on the big issues. What does
someone have to know about your plan to have any sense of it?
This summary gives plan readers a concise description of what your pool store
plans to do in the coming year.
Your plan must address two different time frames: the short-term (one to 12
months) and the long-term (over 12 months). Most of your document should
focus on the coming year, which is the most important for the majority of
small and medium-size businesses. Marketing typically demands the
performance of a number of short-term actions planned in unison, which
together bring about change. Once you've outlined the major year-end goals,
the analysis will largely focus on the mechanics of media, mailing and
promotion. But you shouldn't stop your serious thinking at year-end. Stretch
beyond your business's immediate needs and envision the next two or three
years. What are you ultimately reaching for?
Write this down, briefly and in general terms. Questions you might answer
could include: How many employees do you envision adding over the next
few years? Will your need for office space stay the same? Will there be
major equipment purchases? Will you be able to hire a manager? Are there
specific training courses or certifications you’d like to put your staff through?
Does a manufacturer or one of your wholesales offer special product training?
Will your profit margin stay constant or do you think you'll be able to better
it? Will you become active in local, regional or national trade groups? How
will the market demographics affect your business in the coming years? Keep
track of how your larger vision changes over time as well.
Accounting/Bookkeeping
Double Entry Bookkeeping Systems - this is the system taught in most high
school and college bookkeeping and accounting classes. Each transaction is
recorded twice, one account is credited with the given dollar amount and a
second account is debited by an equal dollar amount. This is an excellent
system. But often formal training and practice will be needed to understand
and master it.
One-Write Systems - these are copyrighted systems that are set up using
carbon-backed checks. As you write the information on a check, it also
transfers the data to a record system.
Single Entry Bookkeeping Systems - a single entry system means every dollar
transaction is recorded only once, either as income or expense, an asset or a
liability. All entries are recorded on a one page synoptic journal or also called
a revenue and expense journal. The system is simple, easily understood, and
thus requires little training.
You should seek professional advice in this area. A good accounting
professional can advise you on the accounting system that is best for your
pool store.
Before you open your pool store, you will need fixtures and furniture for your
store. For assistance in this area, you may get the advice of a sales
representative or consult trade publications and manufacturers' Web sites. In
addition to your office set up, you will need display cases, counter tops, pool
equipment and pool cleaning supply stands, etc. List that equipment and its
cost to you. An important factor to consider when choosing equipment is the
after-sales service and repair and their affordability.
Cost Control
In the pool business, you must have procedures for controlling inventory and
costs. Ask people in the industry for information about the procedures for:
If you have completed your market analysis, you have completed your data
collection. You have analyzed industry trends, market area demographics,
economic statistics, competition, suitability of your location and your store
concept. You are now ready to estimate your sales potential based on these
factors. A key indicator of future sales performance is past sales
performance. Existing businesses can rely on their historical records for this
information. Prospective operators must look to comparable pool stores for
data on their past performance.
While there are no formulas for calculating your sales potential, your prior
research will help you make more informed and reasonable estimates. The
information that follows will help you estimate your sales potential.
A review of your store’s relative strengths and weaknesses will help you to
determine your competitive position in the market area. Compare your store
operation with your competition using the criteria below. Be sure to keep in
mind your concept and the types of customers you hope to attract.
Strength Weakness
Concept/Theme
Proximity to Customers
Traffic Volume
Accessibility
Visibility
Atmosphere
Service Quality
Reputation/Reviews
Franchise Affiliation
Pricing
Hours of Operation
Management
Financial Projection
Once you complete your market analysis, you will be better equipped to
developed realistic financial projections for your proposed pool store. These
projections will help you determine the financial feasibility of your venture
and should be constructed in the process of a complete business plan.
The industry averages show that between 2-4% of sales are lost to theft or
cash mishandling. You need systems to keep track of the money from the
time it leaves the customers hands until the time it is deposited in the bank.
Have a written cash/credit handling policy. Have forms that employees can
enter refunds given to customers and mistakes made. This form should have
the time, date and employees signature.
Limit access to the safe. The safe should be kept locked at all times. Most
safes have envelope size areas allowing money to be dropped in (drop safe).
Keep the opening and closing cash, used to make change for the customers,
the same all of the time. Make sure the money is counted at opening and
closing. Keep cash stores kept to a minimum.
Paid-outs entered on a form with time, date, signature and receipt stapled to
it. Paid-outs should be deducted from a petty cash fund if possible and not
from the daily deposits.
Do a cash drop for each shift. One person should be responsible for each
shift deposit. Have them enter a log with the amount of the deposit, total
sales for the day, date, time and signature. Also have them put this on the
envelope that is to be dropped into the safe.
Make bank deposits daily keeping each days deposit separate and attach the
bank deposit slips to daily cash reports
A key and safe combination access log should be maintained. Keys should be
numbered and a log should be kept with information on the person having the
key.
Use a register that has the transaction visible to the cashier and the
customers. Secret shoppers take note of these transactions to make sure the
employees are not under-ringing sales.
Sales should always be rung up at time of the transaction and a cash receipt
should be given to the customer.
Cashiers should place customer's money on register ledge until the change is
made. This way if the customer says he gave a larger dollar amount, the
cashier has it right there to confirm it.
Cash registers should not be left unattended. Money should not be exchanged
from register to register if multiple registers are used.
Do a Z reading each day. This clears the register of the previous day’s sales.
This reading should be attached to the daily cash report.
Follow up on your banks deposits to make sure your money has been credited
to you account. Go through your bank statements line by line and check to
see that no deposits are missing and each one is entered accurately. Banks
do make mistakes.
Employee Theft
It has been estimated that about $52 billion a year is lost due to employee
theft and that approximately 95% of all businesses experience employee
theft. So, what are the symptoms and what can you do to protect your
business? Watch for these signals from your employees.
You can inform employees about internal security measures, e.g., surveillance
and inventory checks, and the likelihood and consequences of being caught
stealing. Many employees steal because they think they can easily get away
with it. Limit employee access to the building to the hours that they are
scheduled to work.
Put one employee in charge of setting up cash drawers. Have another double-
check the cash count. Make each employee responsible for his/her own cash
drawer. Issue one cash drawer per on-duty employee. No other employee
should at any time (during lunch, breaks, etc.) be allowed to open or use
another's cash drawer. At the end of each shift each cash drawer should be
balanced by the employee and double-checked by another.
Require that the cash register drawer be closed after each transaction. Never
leave a register unlocked when not attended. And never leave the register
key with a register. Identify each over-ring and under-ring. Managers should
sign off all voids and over-rings. Check signatures against those on file.
Keep tendered bills on the register until the transaction is concluded. Short-
change artists frequently use large bills to pay
(2) Get Your Employees Involved - Offer rewards to employees who report
theft. Ask your staff for their suggestions on how to eliminate theft.
They look for speed of service, friendliness, suggestive selling, whether the
sales were rung up properly, and the store and employee cleanliness.
You can use these reports for training and rewarding employees for
performance. Recognizing employees who perform will motivate other
employees to improve.
Develop or buy "secret shopper forms" that include these areas: store
appearance, friendliness, knowledge, helpfulness, efficiency of the service,
suggestive selling and honesty.
Have your store secret shopped several times so you can look for trends,
loopholes, and areas needing improvement. Most secret shoppers charge
between $20 - 40 an hour. To locate a secret shopper service, look in the
Yellow Pages under shopping, market research, market analysis, market
consultants, or sales training. Check with your local chamber of commerce or
university marketing programs.
Let your staff know that you plan to use a secret shopper. Some store owners
will have the secret shopper hand the employee money such as a $20 bill
when they meet a certain criteria, giving an instant reward.
(5) Survey Cards: Give your customers a short survey card to complete or
place one on your web site for customers to fill out. Offer recognition and
rewards to employees who consistently provide exceptional customer service.
(6) Video Surveillance: Often just installing cameras will cause employees to
think twice before stealing. But in order for them to be effective, you need to
let your employees know you check these by offering them feedback (Positive
or Negative) based on their job performance by viewing these videos with
them.
(7) Cash in Sheets: Have employees do a cash in sheet for every shift. This
would be a control sheet where the employee would take the gross sales,
subtract paid outs, adjustments and credit sales (adjusted gross sales). Count
down the cash drawer, leaving the change fund amount (usually
$100.00). Subtract this from the adjusted gross sales and this will give you
your over and shorts. This should always be within 90 cents. Too much
money could mean a customer was short-changed and being short money
could mean a customer was given too much change or possibly employee
theft. Have them place the money in an envelope, date and sign it and place
it in the safe.
Keeping the cash register drawers low in cash also helps to deter would be
robbers. When they see only a small amount of cash in the register, they are
less likely to take the risk of getting caught and going to jail.
(8) Do a Product Inventory and Usage Sheet: Conduct inventories often and
at irregular intervals. Also make routine spot checks. Inspect records of
purchases and sales at the beginning and end of each shift. Define individual
employee responsibilities for inventory control. This establishes a climate of
accountability
Post signs to indicate areas that are open to the public and those that are for
employees only. Install locks on all doors to interior work areas to control
public and employee access. Doors to storage and supply rooms, and individual
offices should be locked to limit access
(9) Trash Control: Keep trash dumpsters inside during business hours. Check
bins at random times for pilfered goods that might have been placed in them
for pick-up after the trash is taken out. Use clear plastic trash bags. Inspect
contents for pilfered goods. Keep lids of outside trash dumpsters locked
during non-business hours. If practical, keep the lids locked whenever the
dumpsters are not being filled or emptied. Have employees work in pairs in
emptying trash. Or have different employees empty the trash from day to day.
Despite your best efforts, dishonest employees can find ways to steal. If you
suspect theft, call your local police department. Don't play detective and try
to solve the crime. And do not jump to unwarranted conclusions. A false
accusation could result in serious civil liability.
You can buy a counter detection pen, which is easy to use and requires no
training. A clerk at a cash register uses the detector pen to put a small mark
on the bill. If the bill is counterfeit and the paper is wood-based, the iodine in
the pen solution will react with the starch and leave a dark brown or black
mark. If the bill is authentic and the paper is fiber-based, there won't be any
starch and the pen will not leave a mark. A detector pen costs between 5-10
dollars and can screen up to 3,000 bills.
Another option is a scanner used to check each bill, but this may tie up lines
and your customer service may suffer. To find out how these scanners work,
you can go to the following website for more information:
http://ritecount.com/home/mc1/learn_main.html.
If you have received a check you think is a forgery, take it to the Police
Department. All forged checks are felonies, even if the amount is under $200.
Never accept a credit card which is broken, cut, damaged, or expired. Witness
the signing of the sales draft. Ask for supporting identification and compare
signatures and/or photos.
If you are planning to hire other workers to do the pool maintenance work,
you might want to use an independent contractor arrangement in the
beginning of your new business.
Before you find, hire and train your store employees, you need to have a
plan. It should start by determining and positioning your image. Decide
what you want your pool store to be “known as.”
What type of image do you want to present to your customers? What is your
theme? What message do you want to convey? Are you going to provide
nametags or apparel with the name of your pool service company on them?
When your employee has on a uniform or a nametag, it makes them
approachable. Your customers need to feel that they can turn to your
employees with questions and concerns. Your customers are the life-blood of
your business, so your employees need to be your first line of defense. Your
employees need to be you when you aren’t in the business.
II. Planning
The third step is the hiring process. This starts with your advertising. Are
you going to run a help wanted ad in the newspaper? Decide where you are
going to advertise, how long you are going to advertise, and what types of
advertising you are going to choose. It may be as simple as hanging a
banner in your store, capitalizing on word-of-mouth advertising, or putting
flyers on cars.
After you have collected the applications, you can now start the pre-screening
process. Things to look for on the application include: completeness of the
form, work experience, reasons for leaving their last position, and their
availability to work and other work employment. When pre-screening, it is a
good idea to hire someone from within the area. It is okay to hire customers
as well. These people are going to know the area and the people coming into
your store.
Put the interviewee at ease during the interview process. Start by explaining
the interview process. Describe the job and ask them questions about items
on their application.
There are some questions you can’t ask. Unacceptable inquiries include:
How old are you? Have you been arrested, convicted or spent time in jail?
Do you have children under 18? Do you plan to have children? Acceptable
inquiries include: Verification of age, for legal reasons, request for felony
conviction (if you indicate that such a conviction is not an automatic barrier to
employment). You can also inquire as to what languages the applicant
speaks fluently, but only if the qualification is job related.
When you are asking questions, make sure you listen twice as much as you
talk. Get the interviewees talking about themselves so you can find out if
they will be a good match in your store. In closing, invite questions from the
applicant.
IV. Training
The fourth step is proper training for the employees. The training process
should begin with industry education. Most people don’t know a lot about the
pool store business. You need to help them with the terms and vocabulary.
If your employees aren’t doing what you would like them to be doing, it is
because you didn’t train them properly.
The most important part of training falls under the employee’s job
description. If your employee works a seven hour shift, they need to be
working all seven hours. Clearly state the employee’s responsibilities. Have
a store inspection checklist with a daily report form. It is a good idea to have
an employee walk to the exterior and the interior of your building daily. Have
them check the parking lot, the sidewalk and check for trash. Have a
checklist for them when they are reviewing the interior.
Other daily items include: Sweeping the parking lot, cleaning the restrooms,
scrubbing the floor tiles, and washing the windows.
V. How to Keep Your Employees
The last step is learning how to keep your employees. If your employees are
properly trained, they will take pride in their job. Help your employees learn
and they will help your store business grow.
Alabama Alaska
http://www.alabama.gov http://www.state.ak.us
Arizona Arkansas
http://www.az.gov http://www.state.ar.us/
California Colorado
http://www.ca.gov http://www.colorado.gov
Connecticut Delaware
http://www.ct.gov http://www.delaware.gov
Florida Georgia
http://www.myflorida.com http://www.georgia.gov
Hawaii Idaho
www.ehawaiigov.org http://www.accessidaho.org
Illinois Indiana
http://www.illinois.gov http://www.state.in.us
Iowa Kansas
http://www.iowa.gov http://www.accesskansas.org
Kentucky Louisiana
www.ky.gov http://www.state.la.us
Maine Massachusetts
http://www.state.me.us http://www.mass.gov
Maryland Michigan
http://www.maryland.gov http://www.michigan.gov
Minnesota Mississippi
www.governor.state.mn.us http://www.mississippi.gov
Missouri Montana
http://www.state.mo.us http://www.state.mt.us
Nebraska Nevada
http://www.nebraska.gov http://www.nv.gov
New Hampshire New Jersey
http://www.state.nh.us http://www.state.nj.us
New Mexico New York
http://www.state.nm.us http://www.state.ny.us
North Carolina North Dakota
http://www.ncgov.com http://discovernd.com
Ohio Oklahoma
http://www.state.oh.us http://www.ok.gov
Oregon Pennsylvania
http://www.oregon.gov/ http://www.pa.gov
Rhode Island South Carolina
http://www.state.ri.us http://www.myscgov.com
South Dakota Tennessee
http://www.state.sd.us http://www.state.tn.us
Texas Utah
http://www.state.tx.us http://www.utah.gov
Vermont Virginia
http://vermont.gov http://www.virginia.gov
Washington West Virginia
http://access.wa.gov/ http://www.wv.gov/
Wisconsin Wyoming
http://www.wisconsin.gov http://wyoming.gov/
Start Your Own Pool Service Company! 101
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