Do you and your team have regularly scheduled meetings, and are they considered to be productive and helpful? Running effective meetings is crucial to the health of your practice. On the other hand, poorly organized meetings can simply be disastrous turning into gripe sessions and waste precious time.
Meetings should be scheduled on a routine basis and conducted by the dentist or office manager. Equally important, this scheduled meeting is not the time to handle staff emergencies or be used as criticizing sessions. They must be valued by you and your team and used productively to solve problems, make goals, educate, and praise.
The following are five tips to create and maintain meetings which are successful.
- Agenda- An agenda is a list or outline of things to be considered or done and ensures a logical plan of what needs to be accomplished. An agenda also keeps everyone on topic and moving along promptly. It’s very easy to go off on a Therefore, an agenda keeps this from happening. Some items to consider for the agenda include policy changes, production numbers, plans for the future, and continuing education. Specific points need to be covered, and someone must be in charge of taking notes or minutes so that issues discussed receive follow-up attention.
- Schedule- Holding meetings on a specific day and time ensures that everyone knows when meetings will be held. They can be per week, every two weeks, or monthly, and should be an hour The dentist and office manager must be present. There are varying opinions as to whether it should be during lunch with food provided. Having the meeting at lunch encroaches on employees free time and eating during the meeting causes distractions. For these reasons, having a scheduled time without patients in the office is the best way to have the meeting. Lost revenue for this hour shouldn’t even be considered because these meetings are essential for the well-being of your practice.
- No Griping Allowed- No gossip or rumors are allowed during these meetings. Team members should be encouraged to communicate, but this communication must be constructive and encouraging. Also, these meetings are not for handling management functions.
- Training and Role Playing- Role playing can be very valuable in helping team members learn how to handle situations with other team members and patients. These meetings can also incorporate mini continuing education sessions.
- Praise and compliments- Take a minute to pat yourselves on the back for the service you provide to your patients. Share patient testimonials and compliments. Honor a staff member for something they did to make a patient or team members day. Always end on a positive note.
If you follow these simple steps, you will find that you and your crew look forward to the team meeting and become more productive in the process.