August 20, 2013
Teresa Spence...
On team meetings
Do you have monthly meetings with your team? Do you and your team dread the monthly team meetings, or do you look forward to the opportunity to learn and grow with each other?
Team meetings can help you grow your practice and grow your team if the time is used correctly. With successful interaction, education, and communication, you and your team can gain so much from having productive monthly meetings. You want to encourage your team to be a part of the monthly meeting. Allow them to express their concerns and ideas. Your team is the eyes and ears to the success of your practice.
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being consistent
Schedule your team meetings the same day and time each month. Be consistent with the flow of your meetings. You and your team should value this time and make it productive. You want to walk way after your team meetings feeling refreshed and motivated.
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having an agenda
Have an agenda in place. This keeps you and your team on task. Review you’re Practice Health Monitor (monthly production numbers). Have one designated person take notes of what is discussed at the meeting. The notes should be placed in an area that can be referred to later or by anyone who was not able to attend the meeting.
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team and department reports
Encourage team participation. Team members should have the opportunity to bring up anything related to their job at this time. If a team member has nothing to share that relates to their job, I encourage them to share something personal or something they are doing in the community. This allows for everyone to become confident in sharing during this time. Everyone should be respectful of one another’s opinions, comments, and thoughts. It’s important for everyone to participate.
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education
Team meetings are a great time for you and your team to review and update office systems, and enhance skills in radiograph techniques, impressions, computers, and intraoral camera. Use this time to update CPR certification or your annual OSHA training. Share before and after pictures of a case that has just been completed. Review new products being used in the office, or any case studies that have been released. Allow time for role playing, such as proper patient hand-off, new patient experience, and treatment presentation.
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team building exercises
Select a book for your team to read. This is a fun one for me! I used the book The Energy Bus by Jon Gordon, and used it during six of our team meetings. We focused on the “Ten Rules to Fuel Your Life, Work, and Team with Positive Energy.” This was a great team building opportunity. We even rented a bus for a team outing to introduce the book to the team. Bring in someone to speak on different subjects, such as team harmony, internal/external marketing, or other topics that may relate to you and your team.
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department meetings
Allow time for department meetings. Have the different departments (hygiene, administrative, and assistant) each lunch together to discuss and focus on items that relate to just their area. When the team comes together for the “big” meeting, anything that needs to be shared from these individual meetings can be done at that time. The doctor and office manager should meet a week before the regular scheduled team meeting. This will give them time to plan and review before for the monthly meeting.
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the “action box”
Have an index file box into which you place any items that come up during the meeting. This can be items such as “Front door needs to be painted” or “We need to replace certain items in the office.” Write the idea on an index card, the date, and who is responsible for making sure this task gets done. Review the items in the action box every month. If the item is not completed, it should go back in the box until it is completed. This is a great way to make sure things get done.
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the “angel box”
We all know how busy the dental office can be. I’m sure there are days you’re so busy you forget to thank your fellow team members who helped you that day. The angel box is a place where you can write a quick thank you to someone. During the monthly meeting the notes are read out loud. This is a great team builder and provides encouragement to everyone.
Team meetings can be fun and productive if you have a plan and are consistent. Great team interaction, education, and communication during your team meeting will allow you to have a successful team, leading a productive practice for you and your patients.
Teresa Spence has been in dentistry for 24 years. For 22 of those years, she has been at Amelia Dental Group in Fernandina, Fla., operating as the office manager for the past three years. She began her career in dentistry as a dental assistant. She achieved her fellowship with the American Association of Dental Office Managers in Sept. 2012. Her practice consists of four general dentists, with a periodontist and endodontist working out of the office once a week. There are eight hygienists, seven assistants, and seven administrative team members.
PAST OFFICE MANAGER PROFILES:
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