Creating an Instructor Manual: Standardise Your BJJ Gym Operations

Open with a personal welcome message from you as gym owner. This section sets the tone and communicates your vision, values, and culture. Include brief gym history (how and why you started, key milestones), mission and values (what you're trying to achieve, what you stand for, how you want members to feel), what makes your gym unique (teaching approach, culture, community focus), vision for the future (where you're taking the gym, growth plans), and the instructor's critical role (how they contribute to achieving the mission).

Example opening: 'Welcome to our instructor team. You've been selected because you share our commitment to technical excellence and supportive training culture. This manual provides everything you need to teach consistently with our standards and values. As an instructor, you're not just teaching techniques - you're shaping our members' BJJ journeys and building our community. Thank you for being part of our team.'

Clarify employment status and terms: employment status (employee or self-employed contractor - be specific), compensation structure (£X per class or £X annually, when calculated, when paid, how paid), payment process (invoicing requirements if contractor, PAYE if employee, payment dates), tax and National Insurance (instructor responsibilities for self-employed, employer deductions for employees), holiday entitlement (if employee: 5.6 weeks statutory minimum; if contractor: no holiday pay but can decline work), sickness reporting (procedures for calling in sick, notice requirements, sick pay entitlement if employee), probation period (typically 3-6 months, assessment criteria, notice requirements during probation), and notice period (typically 1 month for instructors, requirements both ways).

Be crystal clear on employment status. Confusion about contractor vs employee creates serious HMRC IR35 risks. See our contractor vs employee guide for detailed classification guidance.

Document behavioural expectations: punctuality (standard is 15 minutes before class start to setup, greet early arrivals, review lesson plan), personal appearance and hygiene (clean gi with gym patches if required, fingernails trimmed short, shower before teaching, no strong colognes or perfumes), dress code (gi standards for gi classes, appropriate gym wear for no-gi, branded clothing requirements if applicable), language and conduct (professional language even when frustrated, no swearing around members, respectful tone with all members regardless of age or rank), instructor-student boundaries (maintain professional distance, no romantic relationships with students, social media interaction guidelines), communication standards (respond to messages within 24 hours on weekdays, professional tone in all communications), confidentiality (member information, financial details, internal discussions remain confidential), and social media guidelines (you represent the gym online, don't post complaints about gym or members, tag the gym in positive content).

Example punctuality policy: 'Arrive 15 minutes before class start time. Use this time to set up equipment, greet early arriving members, review your lesson plan, and ensure you're mentally prepared. Arriving exactly at class start time is considered late. If you'll be delayed, inform [person/system] immediately and arrange coverage if you'll miss class.'

Define how classes should be taught: curriculum overview (progression structure, belt requirements, technique sequences covered at each level), class structure and timing (typical 90-minute class: 10-15 min warmup, 5-10 min drilling, 30-40 min technique instruction, 25-35 min positional or live training, 5 min cool-down), lesson planning (prepare lesson plan 24 hours in advance, ensure logical progression through month), warm-up standards (appropriate intensity for class level, include BJJ-specific movements, safety awareness during dynamic movements), technique demonstration best practices (demonstrate from multiple angles, explain key details, show common mistakes, check understanding before drilling), safety protocols during training (stop dangerous techniques immediately, enforce tap respect, monitor intensity especially in mixed-level groups), managing different skill levels (provide variations for beginners and advanced, ensure everyone challenged appropriately, pair students thoughtfully), intensity and sparring guidelines (fundamentals classes: positional sparring, intermediate classes: increasing resistance, advanced classes: full sparring, always monitor for safety), and dealing with challenging students (private conversations for corrections, escalate serious issues to gym owner, document concerning behaviour).

Include specific curriculum documents or links to curriculum materials. The clearer the teaching roadmap, the more consistent instruction across different instructors.

Safety is paramount in martial arts. Document clear procedures: health and safety responsibilities (instructors responsible for safe training environment, duty of care to members, awareness of Health and Safety at Work Act 1974 requirements), first aid procedures (first aid kit locations, qualified first aiders on site, when to use first aid vs call emergency services), accident reporting (all accidents recorded in accident book within 24 hours, serious injuries reported to gym owner immediately, RIDDOR reporting for serious injuries requiring 7+ days off work), injury management during class (assess injury severity, provide first aid if trained, call 999 for serious injuries, complete accident report, inform gym owner), equipment safety checks (visual inspection of mats before class, report damage or wear to gym owner, ensure equipment stored safely), mat cleaning protocols (mats cleaned daily with appropriate disinfectant, members reminded of hygiene standards, gym-wide cleaning schedule), illness policies (members with contagious conditions cannot train, skin infections require medical clearance before return), COVID-19 or pandemic protocols (if applicable: distancing, ventilation, hygiene measures), when to stop sparring (significant injury, excessive intensity, technical mismatch creating danger, emotional distress), and child safeguarding (if teaching kids: recognising abuse signs, reporting procedures, never alone with child, maintaining appropriate physical contact).

By law, gyms must have at least one first aid qualified person on site at all times. Instructors should ideally hold Emergency First Aid at Work (EFAW) qualification - a one-day course covering CPR, AED use, and managing bleeding, choking, and shock. The qualification costs £80-£120 and is valid three years.

Clarify operational responsibilities: attendance tracking (mark attendance in [system] immediately after class, follow up on absent members after 2-3 missed classes), new member onboarding (welcome new members warmly, ensure they complete registration, explain gym rules and etiquette, introduce to other members), trial class procedures (explain gym structure and membership options, answer questions about BJJ and your gym, collect contact details for follow-up, encourage them to continue), payment processing (if applicable: collect cash or card payments, record in system, issue receipts), equipment maintenance reporting (report damaged or worn equipment to [person], don't ignore safety issues), feedback collection (informal feedback from members about classes, report member concerns to gym owner, suggestions for improvements), communication channels (WhatsApp group for instructor team, email for formal communications, who to contact for different issues), and record keeping requirements (maintain confidential member information securely, GDPR compliance in data handling, don't share member information).

Specify exactly which administrative tasks instructors are responsible for. Ambiguity creates gaps where critical tasks aren't completed or creates resentment when instructors feel they're doing admin work they weren't hired for.

Document legal compliance and key policies: DBS check requirements (Enhanced DBS required for anyone working unsupervised with children, costs £68, renewed every 3 years, working with children prohibited until DBS received), right to work compliance (all instructors verified right to work in UK using Gov.uk service, gym keeps copies 2 years after employment ends), safeguarding policy (procedures for reporting concerns about child welfare, designated safeguarding officer [name and contact], confidentiality and information sharing, reference BMABA safeguarding resources), data protection and GDPR (member information handled confidentially, data stored securely, access restricted to authorised personnel, data retention periods, member rights to access and deletion), bullying and harassment policy (zero tolerance for bullying, harassment, discrimination, reporting procedures, investigation process, consequences for violations), equal opportunities (commitment to inclusive environment, no discrimination based on age, sex, race, religion, disability, sexual orientation, pregnancy, gender reassignment), disciplinary and grievance procedures (performance issues addressed through warnings and improvement plans, serious misconduct can result in immediate dismissal, instructors have right to appeal decisions, procedures follow ACAS Code), complaints procedures (how members raise concerns, investigation process, resolution approaches, escalation to gym owner), non-compete and confidentiality (restrictions on teaching at competing gyms during employment, protection of member lists and business information, reasonable limitations typically 6-12 months within 5-10 miles), and gym access and security (key holder responsibilities, alarm codes kept confidential, facility access times, after-hours protocols, security incident reporting).

UK employment law requires following proper procedures. Simply including policies in your manual demonstrates due diligence and reduces tribunal risks. Update this section annually as laws change.

Prepare for worst-case scenarios: fire evacuation plan (alarm activation locations, primary and secondary escape routes, assembly point location [specific address], account for all members and instructors, don't re-enter building until fire service gives all-clear), first aid kit locations (main first aid kit location, additional kits if large facility, AED (defibrillator) location if available), emergency contact details (emergency services: 999, gym owner mobile: [number], designated second contact: [name and number], facility management contacts for building emergencies), serious injury protocol (assess scene safety, call 999 immediately for life-threatening injuries, provide first aid if trained and safe to do so, don't move seriously injured person unless immediate danger, document injury and actions taken in accident book, inform gym owner immediately), missing child procedure (if teaching kids classes: search entire facility immediately, check with other staff and parents, check CCTV if available, if not found within 5 minutes call police and parents, document incident thoroughly), threat or violent behaviour (prioritise safety of all present, call 999 if physical violence, evacuate other members if necessary, don't attempt to physically restrain unless trained and necessary, document incident and witnesses), and natural disaster response (follow building evacuation procedures, account for all members, don't allow return until authorities confirm safe, communicate with members about reopening).

Conduct fire drills at least annually. Knowing evacuation procedures theoretically isn't enough - practise so everyone responds automatically in real emergency.

Support instructor growth: training and development opportunities (seminars and workshops - gym may contribute costs, coaching qualifications through UKBJJA or similar, belt progression support, first aid and safeguarding training), performance reviews (formal reviews every 6-12 months, informal feedback ongoing, discussion of goals and development areas, opportunity to raise concerns or suggestions), feedback processes (regular feedback from gym owner, peer observations and feedback, member feedback collected informally, open-door policy for questions and concerns), external courses and support (professional development budget if available, time off for major seminars or competitions, sharing learnings with instructor team), belt progression expectations (continued training expected even as instructor, belt promotions at gym owner discretion, no guarantee of promotion timeline), and seminar attendance (encouraged to attend seminars for development, may receive discount or free attendance for hosting visiting instructors, share techniques learned with instructor team).

Investment in instructor development improves teaching quality and increases retention. Instructors who feel supported in their growth stay longer and teach better.

Provide essential contact information: gym owner (name, mobile, email, when to contact for different issues), head instructor or manager (if applicable: name, contact details, areas of responsibility), other instructors (names and contact details for coordination), emergency contacts (emergency services: 999, NHS non-emergency: 111, gym owner emergency mobile: [number]), facility contacts (landlord or facility management: [details], maintenance issues: [contact], security: [contact]), governing body contacts (UKBJJA: www.ukbjja.org, BJJA GB: bjjagb.com, Sport England coaching support), insurance provider (policy number, claims contact, emergency claims process), key suppliers (mat suppliers for emergency replacement, gi suppliers for member recommendations, cleaning supplies), and useful resources (ACAS employment guidance: www.acas.org.uk, Health & Safety Executive: www.hse.gov.uk, ICO data protection: ico.org.uk, BMABA safeguarding: bmaba.org.uk/clubs/association/safeguarding).