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Strategic Thinking; It’s Time to Start Your Strategic Planning Meeting

October 24, 2018

When was the last time you lead a strategic planning session about the growth and goals of your dental office?  If you find yourself resisting being strategic because it sounds like the fast track to irrelevance you are probably not alone.   We survive in the day to day activities of our dental office and our tendency is to deal with what is right in front of us because it always seems more urgent and concrete.  Unfortunately, if we get stuck in that habit we can put our office’s success at risk.  While we concentrate on the navigation of our daily business we can miss excellent opportunities that will propel us to the future.

 

We are entering the fall months and summer is behind us.  Now is the time to start thinking and planning for our strategic sessions that will set the tone for the future of the office.  The first step to your planning for the future session is to look at the past. Key data you will want to gather is your expenses and overhead from the previous year. You will also need to know where you are now, have you been tracking your KPI’s to get as much data on your business as possible? And the next step is to investigate your future. After reviewing your expenses from the previous year, project your expenses for the next year. Will you be adding new team members, new technology? Having statistics from your past, present and future will help you map out where you have been, where you are going and how you will get there.

 

Next, start planning your meeting. Who will attend? We recommend your entire team is present and involved. When you involve your team in setting goals, they have buy in and are more prone to ensure your success. Where will you have your meeting? We recommend having it off-site, no distractions will make the meeting run smoother and keep everyone interested. And next, when will you have your meeting, all day, at the end of the day? We have found a 4-hour strategic planning session is a great length and you can still see patients in the am, (meet your production for the day) and have a successful meeting in the afternoon. And be sure to have brain food, plenty of hydration, tools for learning and fun!

 

If you are still unsure how to plan your agenda and keep the team moving in the right direction, do some research on strategy and planning. There is no shortage of books on this subject out there.  One of our favorites is “Blue Ocean Strategy” by W. Chan Kim and Renne Mauborgne.  The book discusses the competitive marketplace and the difference between a red ocean and a blue ocean.  In a red ocean environment, you compete for the same patients and you’re a battling with other offices for the same set of patients.  Too many sharks in the water if you will.  If you find and develop a blue ocean strategy you’re competing in an untapped space with unique offerings that set, you apart.  Finding these opportunities in your community for your practice is what will set you apart and open your pool of patients.

 

Now is the perfect time of year to start your strategic thinking. Gather your data and have your research ready. Set a date, find a location and it is Strategic Planning Session Time!

As always, if we can help we are just a phone call or email away. Strategic team meetings are one of our specialties. We would love to share our ideas with you and your team!

The 4 C’s of Team Building~

September 26, 2018

Key tips to keeping a productive, engaged dental team

The difference between success and failure is an engaged team.

No matter how smart, talented, driven, or passionate you are, your success as a dental entrepreneur depends on your ability to build and inspire a team. A successful leader is one who can inspire his or her team to work better together toward a common vision and goals.

All dental practices face the time crunch and as the practice owner, main producer, and emotional leader the practice of team building can get left out of the equation.  Adding team building back into the equation can increase a practice’s productivity, uplift morale and ultimately lower stress.

Here are a few key areas to concentrate on to bring team building back into focus.

#1 Clear Expectations

Every team member needs to understand what their role is, where they are going and how they will get there.  Take the time to educate your team on your vision for the practice and where you want to be in 6 months, 1 year, 3 years and even 5 years from now.  Lay down the plan of how you envision the practice reaching those goals.  Define each individuals role in that plan and what is expected.  And finally clearly define how progress will be monitored and who will be accountable for each piece of the success plan.

#2 Communicate

Constant communication is key in any relationship and your dental team is no different.  Remain vigilant of your over vision and hold regular meetings to stay focused on your goals.  Don’t let time or the lack of getting in your way of regular meetings as a team.

Hold daily morning huddles with a focus on making sure the day stays as stress-free and productive as possible.   Once a month set aside a few hours to hold a team building meeting that lets the group participate and engage in both fun and productive session.  Adding activities to these meeting can help bring out new ideas, excitement and a renewed sense of community.  Don’t be afraid to have a little fun once in a while.

#3 Continued Educational Growth

Invest in training on an annual basis and give your team opportunities to learn and grow.  Solid systems and good technology tools to run those systems make for a productive stress-free day.  Look for learning opportunities in your dental community that meet the objectives of your vision for the practice.  Online learning can be an effective way to give the team the opportunity to learn a new skill or increase their software knowledge.

Good systems in a dental practice can predict a steady outcome but do the team members that execute those systems have a backup?  Are the systems documented in a clear format? Take opportunities at meetings to have team members teach each other so that each system has a solid backup in place.

#4 Consistent Leadership

Every team needs a good leader/coach.  You set the tone for the practice and it will your consistent message and actions that guide the team to success.  If you believe that team building is important to the success of your practice then your team will too.  Keep them engaged, keep them focused and keep excited to be a part of the practice’s success.

Practice Dynamics understands the essential role that teams play in the overall success of dental practices.  We have built our coaching around achieving balance driven success through systems, teams, and technology.  We encourage you to infuse new excitement into your practices through a solid focus on teams.

 

“The leaders who work most effectively, it seems to me, never say ‘I.’ And that’s not because they have trained themselves not to say ‘I.’ They don’t think ‘I.’ They think ‘we’; they think ‘team.’ They understand their job to be to make the team function. They accept responsibility and don’t sidestep it, but ‘we’ gets the credit…. This is what creates trust, what enables you to get the task done.” 

–Peter Drucker

5 Key Components for a Successful Team Meeting

August 5, 2015

Filed under: Communication,Systems,Teams — Tags: , , , , — Laci Phillips @ 10:53 pm

Susan blog 8.05.15

5 KEY COMPONENTS FOR A SUCCESSFUL MONTHLY TEAM MEETING

Productive team meetings start with planning and organization. Don’t wait until the day of the meeting to throw together an agenda. Here are 5 key components to ensure a successful team meeting.

1. Assign a Meeting Facilitator:

  •  The meeting facilitator ensures the following is ready:
    • Organizes the meeting
    • Prepares the agenda
    • Selects the meeting theme
    • Distributes notes, literature or other items that team members need to review, well in advance of the meeting.
    • Ensures the meeting stays on topic and on time
    • Makes sure everyone has the chance to contribute

2. Have an agenda:

  • · Decide on the time and length of the meeting and prepare a written list of items to be discussed at meeting.

3. Tools and Past Items:

  • · Make sure you have any necessary meeting tools such as flipcharts, markers, reports or articles needed for the meeting. In addition, have all information from past meetings including completed or incomplete action items.

4. Action Plan Recorder:

  • · The Action Plan recorder keeps a written record on any actions needed after the meeting. The action list should include:
    • Title and Date of List
    • Detailed description of the Action Item
    • Team member(s) assigned the action
    • Date the action is due to be completed.

5. Minutes Recorder:

  • · Assign Recorder that will record all information covered during the meeting for future reference. Minutes should be prepared immediately after the meeting and presented to the doctor. The doctor should review notes for any changes or additions. The notes should be kept and brought to future meetings for reference.

Team meetings are a crucial component to a team’s success. They are the foundations for idea swapping, brain storming and planning for the Goals and Vision of the Practice. Ensure your team is on target and make sure the crucial Team Meeting Task Force assembled.

Here’s to your Dynamic Meeting,

Susan

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