Meetings are an integral part of running a successful clinic. They provide an opportunity for team members to come together, discuss important issues, and collaborate on solutions.

However, not all meetings are created equal. And when you think about, they are actually really expensive when you account for the time you are paying for each of your staff to be there!

In order for meetings to be truly effective, there are several key steps that should be taken to ensure that every aspect of your clinic is working together to improve.

How To Work Together to Improve Every Aspect of Your Clinic

First and foremost, it’s important to have a clear meeting agenda for each meeting. This helps to ensure that the meeting stays on track and that all of the important topics are covered. It also helps to prevent the discussion from veering off into tangents or getting sidetracked.

Set the Ground Rules

Next, establish ground rules for meetings. This might include setting a time limit for each discussion, encouraging active listening, and asking all team members to participate in the conversation.

Once the ground rules are established, it’s important to make sure that everyone is on the same page. This might involve providing a brief overview of the clinic’s goals and objectives, as well as any current challenges or opportunities.

Once the groundwork has been laid, it’s time to get down to business. This might involve discussing specific issues or problems that need to be addressed, brainstorming potential solutions, and delegating tasks to team members.

It’s important to make sure that everyone is heard and that all ideas are given equal consideration.

Throughout the meeting, it’s important to keep the lines of communication open. This might involve asking for feedback from team members, soliciting input from outside experts, or simply making sure that everyone is on the same page.

Use Scoreboards to Motivate Your Team and Address Potential Problems

You want to go over your scoreboard during these meetings every week to make sure everyone is on track. One important aspect of executing effective meetings is the discussion of key metrics, also known as a scoreboard. A scoreboard is a visual representation of the important metrics for your clinic. It typically includes information about financial performance, patient satisfaction, and other key indicators of the clinic’s health.

Going over the clinic’s scoreboard during meetings provides a number of important benefits...

1. It helps to keep everyone on the same page

By reviewing the scoreboard, team members can see how the clinic is performing in key areas and can identify areas for improvement. They also get insight into how other key departments are performing. 

2. It can help to identify potential issues before they become major problems

For example, if the clinic’s financial performance is lagging behind expectations, team members can discuss potential solutions and take action to address the issue.

3. It can serve as a motivator for team members

By seeing the progress that the clinic is making in key areas, team members can be inspired to continue working hard and to strive for even better performance.

Overall, going over the clinic’s scoreboard during meetings is an important way to ensure that the clinic is on track to achieve its goals. It provides valuable insight into the clinic’s performance, helps to identify potential issues, and can serve as a motivator for team members.

Finally, it’s important to follow up on the decisions made in the meeting

This might involve creating action plans, setting deadlines, and providing regular updates to the team.

Effective meetings are an essential part of running a successful clinic. By taking the time to establish a clear agenda, establish ground rules, review your scoreboards every single week, and keep the lines of communication open, you can work together to improve every aspect of your clinic.

One way to improve your scoreboard metrics at your front desk is with this proven win-back script. In fact, it’s the most profitable script I have ever deployed at my $83/million dollar a year Physiotherapy and Chiropractor clinics.

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FAQ

1. What is a key factor to running a good meeting?

Regularly scheduling meetings is essential for improving your performance metrics across the clinic. Meeting on a weekly basis prevents any unexpected issues from arising at the end of the quarter, and helps you stay on track with your goals.

2. What are effective meeting skills?

1. Preparation: Come to meetings prepared with an agenda, talking points, and any other materials that may be needed.

2. Communication: Make sure everyone is on the same page by providing clear instructions and objectives.

3. Active Listening: Listen carefully to all participants and encourage everyone to contribute.

4. Respect: Show respect for all opinions and ideas, even if they are different from your own.

5. Follow-up: Send out notes and follow-up emails to remind attendees of their commitments and goals.

6. Time Management: Set a time limit for each topic and stay on track.

7. Problem Solving: Use brainstorming and other problem solving techniques to come up with solutions to any issues that arise.

8. Decision Making: Make sure decisions are made in a timely manner and all participants are in agreement.

3. How should I start a meeting?

Who is Rick Lau and CallHero?

Rick has built three 10 million dollar healthcare businesses over the past 15 years including a network of 127 clinics with over 1400 employees. He is one of the most sought-after mentors for clinic owners in Canada and USA and the founder of Clinic Accelerator where he helps owners double, triple, and even quadruple their profits by optimizing their clinic operations using his proven systems and leadership strategies. Plus, he has spent over millions in google and facebook ads during his career. He is also the founder of Callhero, an all-in-one communication platform to grow your clinic.

You can follow him on Instagram