We need to ask a tricky question.
Are you the main reason why your clinic is doing well?
If yes, then there’s something wrong.
If you are working hard, then that means your business is not working hard enough on its own.
And this could lead to the worst-case scenario; your business is crashing and burning the moment you are not there. Something has to change to avoid becoming a prisoner of your own business.
You never want the business to become solely dependent on you for all production and operation because this will result in a cascade of unfavourable events; you are more inclined to sell a profitable clinic because you feel like you can’t escape it. However, you are more likely to keep this thriving clinic if it can run without you.
Who wouldn’t want to sit on a practice that runs itself while you can go on vacation in Tulum?
If you don’t feel like you can fully detach, you’re a victim to the toxic “the hustle never stops” narrative that entrepreneurship culture drills into us relentlessly.
You should not be relying on yourself to do everything for your business.
It is better if you provide the right environment and structure so that others can take care of it, too.
Here are some guiding tips for doing just that.
Create a Playbook There are many tasks, and processes staff follow each day to make the day go smoothly. From checking-in/checking-out patients, answering calls\emails, online booking confirmation, collections, sterilization, ordering supplies, and so forth.
So then the question is, does your clinic have a standardized system in place for each process in the clinic?
The more you standardize your daily processes, the more accessible your day-to-day responsibilities become, which allows your team to take them on themselves.
This, in turn, makes it simpler for your team to be trained up and feel confident in taking on more tasks and you’ll feel supported and less overwhelmed by all the little things.
We put together the below video that explores Trainual, an easy-to-use system that allows you to put process documentation together in an efficient and accessible way.
Watch the video here:
Delegate Delegate, delegate, delegate. If you can do it, someone else can, too. Assign roles and responsibilities to your team members. They’ll feel valued, empowered and allow you to step away and get more free time.
Many dentists often worry about delegation since it could mean relinquishing control and possibly reducing the quality of work being done. We get it, your clinic is also your business and livelihood, and anyone would be inclined to feel protective. However, delegation and control are two very different things. You need to have a system in place to delegate the work and receive reports or updates on delegated items so you can still monitor progress and quality control without being as involved in the process.
Nurture a culture of accountability We know that no one cares more about the success of your business than you. After all, you have the most stake in all this. That doesn’t mean you can’t empower your staff to feel accountable and take ownership of the work they are here to do, too.
It’s important to assign and align responsibilities based on each role and recognize natural leaders who can also manage micro-teams. That way, you won’t feel stretched thin trying to manage everyone at once.
Start Log Lists Compile a list of tasks that need to be done in different parts of the clinic, and create a log list that can be assigned to other team members who can then sign off on when and who completed the task. You can review the progress of what was covered at the end of the day and redelegate/escalate tasks as needed.
There are excellent online tools such as Asana or Trello that can organize tasks and goals and assign your team members the appropriate responsibilities.
Huddle Many clinics don't do a morning Huddle, or if they do a huddle, they don't use the time wisely. Even if it’s just a couple of minutes long, meeting in the morning each day allows your team to come together, commit to what they wish to prioritize for the day, discuss potential challenges and give you designated time to communicate any announcements in a focused space.
Take time off Schedule your vacation and make sure you take it off completely. Don’t check-in. Don’t look at your work email. Your clinic needs to function without you. Yes, there are always things that come up. However, by taking time away from the clinic, you will be able to see what's working and not working and gain a comprehensive understanding of where the gaps are that can be filled without needing you to be there all the time.
The Takeaway You always want to feel like you can step away from your clinic to prioritize the other important things in life without having to shut down operations.
Ensure the suitable systems are in place and that your business is staffed up so that you can be confident your business is in good hands on its own.
Take that vacation! You’ve earned it.
Shift Accounting works with over 80 successful clinics across Canada. We go beyond basic book-keeping, providing a range of financial and administrative services, as well as consulting and CFO contracting. We are invested in your success. Contact us today for more information on how you can take the next step to grow your practice and build a more profitable business.