The dogs we serve fall into two categories: the ones we know, and the ones we do not know. When we groom a dog monthly for over a year, we can easily predict how much time it will take to complete the groom. But if a dog is new, unpredictable, irregular or returning after a long absence, estimating becomes harder because the dog’s grooming issues are unknown.

There are many scheduling and record-keeping software systems available, and no groomer should be without one. Most software systems also offer a client self-booking option. Some groomers find this feature to be a great time-saver, but I have turned that option off because I need to consider too many variables in our busy shop to allow clients to schedule themselves.

The first step to better scheduling is requiring all new and long-absent clients to come in for an interview before you put them on the schedule. This quick meet & greet does not have to take more than five to 10 minutes, and you should have your detailed client contract ready for them to read and sign before grooming begins, including shot records according to your state laws. Remind them to come prepared, because not having these records means they are not booking an appointment.

Put your hands on the dog and evaluate the coat. Discuss grooming options and preferences with the client. Make notes on the condition of the coat, health or behavioral issues, and estimated time to complete the groom. While many things may be discussed in these interviews, a health and grooming history is a must.

Once you discuss the client contract, veterinary records, time needed to complete the groom based on the condition of the coat, client preference and, most importantly, your judgment about what is best and what is possible, you can then decide how much time will be needed on the schedule. Never book a dog sight unseen!

Next, put all your established clients on a mandatory, recurring schedule. You never need to accommodate irregular clients! Doctors and other professionals don’t; they set their own schedules, and their clients choose from the openings available. My clients comply with the schedule that works best for their dog and my shop, or they are welcome to find a different groomer. Everyone is on a four- five- or six-week schedule based on the needs of their dog. If they miss their appointment (excepting real emergencies), they go to the back of the line. Repeat offenders lose their spot entirely and a second offense removes them from my client list.

Remember, the pandemic has changed everything. We are in control of the schedule. If clients want our services, they have to cooperate, and we are the experts in what is best for their dog. Excuses such as not wanting to come that often, or spend that much, or keep the schedule carry little weight. As do requests to shave their double-coated dog or other damaging practices that they think will save time and money, because I know what is best for the dog and I will always have more work than I can handle.

There is at least one-fourth to one-third more dogs in the United States now than in 2020, and there is definitely not a corresponding increase in professional pet groomers. Every pet-related business is booming, and pet-related infrastructure is stressed. We can be picky, and we can definitely set our own schedules and prices.

If you groom by yourself, you should do a time audit. Are you constantly answering the phone during the workday, or can you monitor the messages and make calls at the end of the day? Can you hire an assistant for tasks like blow-drying and cleaning? With special needs dogs, we allow the owner to stay and help calm them. We also find it is more efficient to book these dogs later instead of early in the day when they can slow everything down. If you do these things, how many more dogs could you groom?

Some use an assembly-line approach; bathing all the morning dogs at once, then drying them, and then finishing all the final haircut work while morning dogs who can crate-dry sit. Are you wasting time drying a lot of hair that you are going to cut off? Would a quick pre-clip save time? And, of course, stay off social media and cellphones during the day. It makes you no money and costs you time.

At my shop, we schedule up to 30-40 dogs a day, plus an indoor daycare of 10-20 dogs. Having a reception, bathing, and drying staff is crucial. Haircutters (the highest skill level) should not waste time bathing and drying if there is the potential to groom more dogs. We have two full-time bathers and two full-time dryers to assist four full-time groomers. Large or small, the best scheduling and staffing system is one that the groomer can reliably count on to be accurate, efficiently maximizes their time, respects their physical limitations and makes them the most money.

Grooming businesses, especially small ones, can be most efficient when they schedule their day based on numerical units. This method uses 30-minute units, as some grooms won’t neatly fall in one-hour time slots. If each groomer works seven and a half hours a day, that puts 15 units in their day. Then, knowing the time that each dog’s groom requires, assign them a number of units. For example, a dog that takes 90 minutes is three units.

Missouri groomer Kathryn Simard shares how this method works for her: “One unit: Chihuahua, Chiweenie, Beagle. Two units: Shih Tzu, Maltese, Yorkies, Yorkiepoos, Shi-Poos, Morkies, etc. Three units: Westies, Border Terriers, Lhasas, Small Poodles. Four units: Cocker Spaniels, Cavaliers, Brittanies, and other mixes of that size and coat type. Five units: Golden Retrievers, Keeshounds, Huskies. Six units: Doodles, no matter their size or coat. Seven units: skin & coat therapy or fear recovery. I like to do 14-20 units a day, but I’m old and expensive.”

Another method is to assign each dog a code or number of units based on time and staff needed to complete the groom (for larger shops and staffing). This coding system is a bit more complex and works well with staff assisting in various parts of the grooms and with reception staff who actually do the booking without checking with the groomers.

Size codes are one through four, with one being the smallest and four requiring the most time. The number is based on size and time; therefore, number fours include Standard Poodles and also Newfoundlands. Standard Poodles are smaller but require skilled haircutting. Newfies require intensive bathing and drying that can be handled by non-haircutting staff. The Standard Poodle is a #4C (C for cut). The Newfie is a #4R (Regular, which is a breed standard trim with some trimming of ears, feet and furnishings). A Great Dane is a #4B (Bath, no haircutting or trimming). We can groom three to five more B dogs than we can C dogs.

The beauty of this number and letter coding system is that it helps the front desk plan weeks in advance for a total staff of 11 people.