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April 21, 2010
Morning Huddles: a Performance Tool...
In order to prepare for next week's game, football teams meet, discuss, and practice the strategy they want to employ based on the strengths and weaknesses of the opponent. Likewise, each week the team reviews what worked and what didn't during their last game. In sports, team meetings are a key driver to the success of their program.
In a dental practice, team meetings are just as critical. Morning huddles allow your team to discuss what worked the day before and what didn't. They are a tool to anticipate problems that may arise, and focus on proactive solutions that can create memorable experiences for patients and team members alike. If used effectively, morning huddles help your practice grow because they center on daily production which is an element of monthly/yearly goals. Fact is, you can only control annual production one day at a time and you must, therefore, make every day count.
Here are some guidelines you can use to make your morning huddles effective:
- Everyone must arrive on-time and be totally present.
- Begin promptly and end promptly
- Limit interruptions - no idle chit-chat about who was voted off American Idol
- Check your answering machine before the meeting for last minute cancellations
- Have a written format
- Come prepared with information, schedules, charts, etc.
- Remain standing - the huddle is meant to move fast, so there is not time to get comfortable
- Set and maintain a positive tone
Though every practice show set specific criteria for its morning huddle agenda, three important components should take top billing:
Numbers - production/collection status should be discussed at every meeting. Review yesterday's productivity. Check today's overall production schedule. Review month-to-date numbers and assess whether goals are being met. Did we hit goal yesterday? How much treatment was presented? How much scheduled? How many patients need x-rays today? Which patients have unscheduled treatment remaining? Do all of today's patients have a scheduled hygiene appointment? Who is due for a Pano? How many new patients do we have today? Who will we ask for referrals? Etc.
Scheduling - Check message machine to see if any changes in the schedule have come up. What does the production numbers for today and tomorrow look like? Do we have any holes in the schedule? How can we fill them? If someone were to cancel today, who can we bring in? Where should we place emergency patients? If someone on the team has down time, what can that person help out with?
Reality Check - this meeting is an opportunity to assess what is working and what isn't. Because these meetings are short and concise...it may require a regular team meeting to discuss in more detail what needs to be done, by when, and by whom. The most successful dental practices use Morning Huddles to optimize the opportunities for the day.
Before ending the morning huddle, ask team members what can be done to make the day better. Always end the huddle on a positive note. Many of the practice I work with offer a motivational quote of the day or reference an area of their vision or values statements. Remind team members they are important and terrific. They will be happy to prove that to you.
Continued Success to you and your Team!
Sincerely,
Art Deden
Vista Practice Management
www.vista-practice.com
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