How Much Should I Pay My Dental Team?

3 Ways to Train Your Dental Team to Collect Payments Well

How to Turn Around a Failing Dental Practice

How to Get More Patient Referrals to Your Dental Practice

How to Increase Your Income Quickly

How to Run a Productive Team Meeting

Holding productive team meetings is one of the best ways to make sure your most important practice tasks get done. For some larger practices, that means meeting regularly with your leadership team. Smaller practices might include every team member. Either way, the key to success is to run your meetings well.

We suggest holding meetings on a regular schedule, preferably weekly but no less frequently than every other week. Weekly works best because it puts you in better control of your practice results. They ensure you do not wait two weeks to learn about and address issues. Also, if you are traveling and your team needs to run a meeting without you, you will not go a month without attending a meeting.

Regular weekly meetings create a productive rhythm for your practice. Here is our seven-step plan for getting the most out of team meetings.

1. Opening Exercise (5 minutes)

 

How to Run a Productive Team Meeting

 

Appoint a team leader to run your meetings. Make sure they start and end every meeting on time. Starting on time sets a standard of timeliness that extends beyond the meeting. Ending on time makes everyone focus during the meeting and avoids having them drag on.

 

Make sure someone takes notes at each meeting. Important items will be discussed and having to remember it all is impossible, especially with so much on our plates. Keep those notes in one place, such as a single notebook or shared Google Doc.

As the meeting opens, the meeting leader should ask for a volunteer to share one personal achievement and one professional achievement from the last week.

Personal achievements could include that someone ran a 5k and are really proud. A professional achievement could be that someone asked ten patients for reviews that earned six five-star reviews for the practice.

This is not a time for discussion, just announcements, but it is an important part of team building. Move around the room until everyone has shared a personal and professional achievement.

2. Scorecard Review (5 minutes)

Take five minutes to review and fill out your practice scorecard. Ask each team member to let you know if their scorecard items are on or off track.

If it is on track, great. Anything off track should be moved to the IDS portion of the meeting, where you will identify, discuss, and solve practice issues.

3. Rock Review (5 minutes)

In addition to practice goals, each team member should have their own rocks—or goals—to pursue. Take five minutes to review practice and individual rocks and find out what is on track and off track.

For example, one of the doctor’s rocks might be to create a dental savings plan. One of your team leaders’ rocks might be to get cancellations and no shows below 10%. Another could be to create a coffee table culture book for the practice.

Asking each team member about their rocks during your meeting helps build a culture of accountability and support among team members. If something is off track, put it on the agenda for the IDS part of the meeting, during which you all identify, discuss, and solve issues.

4. Customer and Employee Headlines (5 Minutes)

 

How to Run a Productive Team Meeting

 

After each team member updates you on their rocks, take five minutes to discuss updates about patients or employees. These can be positive or negative, such as good Facebook or Google reviews or disgruntled patients. This is also a good time for team members to give kudos to colleagues who have gone above and beyond.

If something negative can be resolved quickly, do so. If it needs more discussion, add it to the IDS portion of the meeting.

5. Previous To-Do List Review (5 Minutes)

Take five minutes to discuss the status of to-do items from last meeting’s IDS session. Ask each team member whether they have completed their to-do items.

If so, check it off as complete. If they are on target, keep it in the to-do list for next week. If they are off target, move it to the IDS discussion for this week.

6. IDS (Identify, Discuss, Solve) (30–60 minutes)

This will take the majority of the meeting time. Ask each team member to take thirty to sixty seconds to write down the three most important issues they are facing.

When they are finished, have one team member identify their issues. Once the issue is identified, take a few minutes to discuss possible solutions. After a couple of minutes, choose a solution with which to move forward. Then put the tasks on a to-do list for your next meeting, and assign the tasks to the appropriate team member.

Go around the room until you identify, discuss, and solve each team member’s top three issues.

At some point during your IDS session, you the meeting will start to wind down. Give a ten-minute warning to ensure the meeting will end on time. Do the same with five minutes left, at which point the meeting will begin to conclude.

7. Review and Conclusion

 

How to Run a Productive Team Meeting

 

Once you have completed your IDS session, recap your to-do checklist so everyone knows what they need to do. Read them out loud and make eye contact with the team member responsible for doing the task. Designate someone to deliver messages to people who could not make the meeting.

Finally, ask each team member to rate your meeting on a scale of one to ten, with ten being the best. If someone rates it less than an eight, ask them to tell the group why so you can improve.

Are you ready to boost productivity in your practice?

If you want to make your practice more productive, high-impact productivity meetings might be the answer. Follow these seven steps, and you will be well on your way to a more productive office.

To learn more about boosting productivity in your practice, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

And if you want to go beyond productive team meetings to a practice that’s as effective, repeatable systems designed to help you grow your production month over month, then our upcoming Marketing & Practice Growth Challenge is for you.

6 Steps to Create a Practice and Business That WOWs

Are you ready to get some MASSIVE results for 2016?  Perhaps it's time to start Delivering WOW.

So what is Delivering Wow….

Delivering Wow is a customer-focused approach that service businesses, including dental practices, can take to consistently provide a high level of service and quality. What makes Delivering Wow different from the typical activities of many dental practices is its emphasis on consistency and importance of our six core areas. Many dentists want to provide good service, but most fail to provide excellent service on a consistent basis. Not because the dentists are bad people, but because they do not have a systematized way of delivering that consistent experience day in and day out.

Delivering Wow fixes that. In fact, Delivering Wow transforms a ho-hum and struggling dental practice into an above-average practice that experiences massive growth. The reason this approach works is because it focuses on specific areas that affect the business’s relationship with its customers: Vision, Culture, Core Values, Team, Systems and Brand.

  1. Your vision as a dentist will affect the entire practice, as well as your future growth. If you do not have a vision, then anything can happen, because there is no strategic future you are looking forward to or planning. The vision is the big idea you have for your business, and ultimately, your life.
  2.  Culture is important because it is the story that you create for your practice.  It is what you want to be known for.  Every company has a culture, whether you create it, or it evolves. Being focused on your company culture helps ensure you are developing the environment to bring forth your vision
  3. Core values are important because they help you set the tone (culture) and they help you work toward the vision. If you are focused on the wrong core values, then you will produce a culture and environment opposite of or different from what you intend.
  4. It’s important to have the right team in place, because the team you hire consists of the people who will represent you and your practice to customers and the community. Having the wrong team members, or having team members in the wrong place can be detrimental to growth.
  5. Systems are essential for scaling your operation. If you are stuck and feeling as if you are having to do every single thing at your practice, then it’s because you do not have the proper systems in place. If you are providing inconsistent experiences to customers, this is also a weakness that has been revealed because of lack of the proper systems.
  6. And lastly, brand is the result of all of the earlier core areas working together. Your brand is what people say about you when you are not around — it is what they know of your business. If your brand is off, then you won’t attract the customers you desire. Creating a unique brand will separate you from the next dental practice in the mind of your customers.

If the only thing you believe you can compete on is price, then you don’t have much of a brand, and indeed, you will find yourself in a race to the bottom, as you work to grab customers’ attention by lowering your fees. In order to compete effectively, your brand must be about something besides being the low-cost provider, as there is always someone willing to go even lower. If your brand is about Delivering Wow, then you immediately set your business apart as being different. Being different is always better than being better.

Dr. Anissa Holmes, a Global leader in Social Media Marketing, and owner of Jamaica Cosmetic Dental Services, helps dentists and small business owners receive massive growth through developing their culture, systems and brand.

Dr. Holmes, through her podcast, The Delivering WOW Dental Podcast and her blog Delivering WOW, shares tips for designing a unique business culture to deliver a “Wow” experience every time, strategies to triple leads and new customers as well as strategies to build an amazing team.

 

3 Top Ways to Get Massive Results

Many people say that they want to grow their business. They say that they want more profits.  They say that they want more time off.  The problem is that many business owners say these things without knowing how or without implementing the necessary action steps to get there. 

The key to massive growth, and what all successful large corporations have figured out, is that every area of the business must be systematized.  This means creating “how to” manuals for each position.  This means understanding and implementing testing and measuring systems.  This means knowing your break even point.

Some business owners say that this is too much work.  However, systems allow you to have consistency to deliver a better product or service, and allow your team to acquire the tools to help build your business.

Here are some top systems to implement to fast track your success:

 People and Education

  • Set the Company’s Vision, Mission Statement, and Core Values
  • Complete “How To Manuals” for each position
  • Complete Team Member Positional Contracts
  • Create Weekly Lunch and Learns
  • Implement a Book Club for Development- all of my team members have kindles 

Testing and Measuring

  • Complete and Work from Monthly Budgets
  • Know the Margins for all Products or Services that you provide- Margin takes into account the fixed expenses per hour to run your business and the variable costs, including materials, to supply the product or service.
  • Keep a Record of Your Profit Margins and Compare from Month to Month
  • Track and Measure all Leads
  • Track your Conversion of Leads to Customers
  • Measure Key Performance Indicators for all Areas of the Company
  • Measure your Average Dollar Sale per Customer
  • Test and Measure Every Marketing Campaign to determine the Return on Investment
  • Do an Analyses of your Supply Costs quarterly to ensure that you are getting the best price
  • Negotiate with your Suppliers
  • Know your Fixed Expenses Per Hour
  • Know Your Break Even Point 

Written Checklists and Manuals

  • Create an Operations Manual which includes Pictures
  • Complete a Policies and Procedures Manual
  • Document All Sales and Marketing Systems
  • Create a KPI Chart for the Company that Lists What Everyone must do Daily, Weekly, and Monthly
  • Use Whiteboards to Track Services Completed versus Daily Targets
  • Use Checklists for All Tasks
  • Schedule Regular Equipment Maintenance

Choose just 1-3 systems to work on at a time and set a deadline of when it must be completed and who in your business will be responsible for implementing it.  Before you know it, you will be amazed at how far you have come and what you have accomplished.