Lesson #3: CORE Lesson #3 – Office Meetings

About This Lesson

Instructions coming soon..

Action Items

  1. Develop your Team Meeting Schedule and STICK to it! This is essential.
  2. Create agenda for each meeting with 80% of time creating growth in practice 20% of time reacting to problems that have occurred in practice. That brings a good balance to the meetings.


Full Video Transcript / MP3

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Hey, what's up everybody? This is Dr. Steve [inaudible 00:00:02]. And I want to welcome you back to module number 10. Which is all about refining and refocusing your process. And we're going to dig into tenet number three today on a this module of the dental sales success cycle. And we're getting to the end of the program, which is amazing. You guys are doing so great getting through this. And this one is so important. Because this is something that almost every office that I know does, in some capacity. And we're going to talk about how do you actually create engaging team meetings, right? This is now, you've been through all of these modules. And what you want to do is use these modules as a guide for your team meetings. So let's talk about how to do that. Okay? To me, both office manuals and team meetings, I don't know which one is a bigger pet peeve for me.

Both are necessary evils. I see them done incorrectly across the board for almost every practice that I work with, when they work with other coaches and consultants. Listen, if your team meetings and your office manual is not productive. And it's not serving your practice, change them. Don't continue to do what everybody else is doing. And I'm going to teach you how to run them the right way through these next five bullet points. But just know that you guys, when you're going through this program, each video that we're watching could be a team meeting, right? You have enough content here to probably have team meetings for the next year to two years in your practice. And really keep them short, concise, impactful, and grow your practice the right way. Okay? So let's talk about short, impactful and directed team meetings. I'm going to talk about the 80/20 concept here.

So if you guys know Pareto's law, I've talked about it before, 80/20 is that 20% of your input leads to 80% of your output. Very simply saying 20% of your patients lead to 80% of your revenue. 20% of your office meeting will lead to 80% of the change in your office. Okay? So let's think about this. I'm going to reverse it and go the other way and say 80% of your time should actually be about creating your ideal practice. 20% of your time should be reacting to what has happened in the past. Putting out fires, doing things that we're just trying to, you know, coordinate our insurance plans and stuff like that, right? You want to be creating your oasis 80% of the time. Focus on what you want. Don't focus on what you don't want, right?

Or focus on what you want. Don't focus on what you don't want. Do not let your C patients drive you to spend your time in office meetings reacting to those patients. I... Unequivocally, this is the number one thing that I see. 80% of the time, for most offices, is spent reacting to the five patients they never want. Why are you creating policies and procedures for those patients? Stop doing that. Instead, shift your focus to start saying, "Who is the ideal patient we want to be serving? How would they like to be served? And how do we create policies and systems that replicate and duplicate this process?" That gives the ideal patient their ideal offering every time and spend your time doing that. That is how you have a productive office meeting. And literally, you can have a timer. And say, "Okay, 80% of our time is only focused on creating our deal offering for our ideal patient."

If we have an one hour office meeting, right, we're going to have 80% of that time. What is that? 40 minutes? 45 minutes? 40... 50 minutes? 48 minutes? 48 minutes is going to be directed towards creating the ideal offering. 12 minutes reacting to what is happening, or what we need to change, and fires that we have to put out, right?

The more you can get to that ratio, the more successful these office meetings are going to be for you, okay? Biweekly, one hour meetings are more than enough. But they need to be action packed, okay? You could do a monthly meeting for an hour, and you could get the same result, if they're action packed. Okay. Most of the time these meetings have no structure. They have no set agenda. They're just time wasters. And then your team doesn't even like them. They might not mind them, because they're going to get paid for not doing any work. But like they're not really productive.

We don't want that. I'd rather have you not have an office meeting, if that's what it's going to be. Right? The agenda should be clear before the meeting. Empower your team members to be the leader of each meeting, and rotate. I know when I was going through this... You can actually, you'll see some of the templates on how I conducted office meetings and team meetings. But everybody's going to be a little bit different. Focus on one or two things at each meeting you want to implement. If you have too many things that you're trying to implement at one point in time, nothing will ever get done. It just becomes a hodgepodge. So one thing, this is one thing that we want to improve at this team meeting. How do we greet our ideal patients? Let's create a system on how we're greeting our ideal patients.

And then practice, drill and rehearse, practice, drill and rehearse, practice, drill and rehearse. This is so fundamental, guys. So your action steps on this video is, develop your team meeting schedule, and stick to it. So the last video we talked about the 12 month team development plan. Now we're creating a team meeting schedule, and sticking to it. This is absolutely essential. And then create an agenda for each meeting with 80% of time creating growth in practice, 20% of the time reacting to problems that have occurred in the practice. That brings a phenomenal balance to the meetings. So follow these simple things. Watch this video over again, if you need to. Implement this in your practice. Hopefully you get value out of this. And I'll see you at the next video.