Every good practice relies on the support of a team to provide exceptional patient care. The new year is a good time to evaluate things from an office management perspective.
Is your office environment working for your team — or against them?
When your staff feels supported, the benefits ripple through every aspect of your practice. Patients notice that difference in their experience, from shorter wait times to smoother interactions. Over time, this means higher retention rates, reduced burnout (for your team and for you), and improvement to your practice’s bottom line.
Actionable Steps to Create a Better Work Environment
1. Foster Open Communication
Good communication is the backbone of any successful practice. Encourage your team to share feedback and ideas during regular meetings. Tools like Slack, Trello, or Teams can also help with internal communication, keeping everyone on the same page.
Pro tip: Go ahead and schedule out a year of team meetings and individual quarterly check-ins now.
2. Define Clear Roles and Responsibilities
It doesn’t matter what industry you work in, ambiguity in job duties leads to inefficiencies and frustration at every level. Take the time to create detailed job descriptions and make sure everyone understands their role. Quarterly check-ins are great for this.
According to INVISION, “an up-to-date procedures manual is a key part of running an effective practice.”¹ The open communication I just mentioned? Leverage that here — ask team members for their opinions on your current procedures. Find out if they’ve identified improvements that can be codified in the manual.
3. Provide Ongoing Training and Professional Development
Investing in your team’s skills pays dividends. Whether it’s sending them to workshops, providing access to online courses, or bringing in a speaker for a seminar, professional development helps your staff stay sharp and motivated. Would anyone benefit from attending a conference this year? Now is the time to think that through and start planning.
Something to consider: Autonomy is an important component of job satisfaction. You’ll be far more comfortable allowing autonomy when you have confidence in your team members’ skills.
4. Evaluate Your Tools and Technology
Outdated systems bog down your team and frustrate patients. User-friendly software for scheduling, billing, and records can make daily tasks more manageable. Brianna Rhue recently noted, “The dental industry is way ahead of us when it comes to utilizing technology to grow their practices and make them more efficient and effective.”²
If you haven’t already done so, consider this your cue to begin automating routine processes like appointment reminders. It will reduce your team’s administrative workload and minimize errors.
5. Create a Positive Workplace Culture
A culture of appreciation goes a long way in boosting morale. Celebrate achievements — whether it’s a work anniversary or completion of a successful project — to show your team they’re valued. Put important dates on the calendar now so that they’re not overlooked down the line. Block time in advance for buying gifts or making arrangements for holiday events.
Anytime you think “that’s good work” or “that went well,” don’t let it dissipate into the ether — share that positive feedback with the individual or the group!
In terms of burnout, don’t underestimate flexible scheduling options and mental health/wellness resources to let your team know you value a good work-life balance.
Keep it Going
Creating an optimized work environment is just the first step; maintaining it requires consistent effort and habit. Get accustomed to regularly assessing your workflows and systems to identify areas for improvement. You’ll be better off for it. Don’t stop seeking input from your staff on what’s working and what could be better. Stay updated on industry trends through conferences — and our Optometry 411 newsletter! — to help you implement best practices and stay competitive.
