Written by: Roger P. Levin, DDS
I’m always amazed at the number of practices that do not have a morning meeting (sometimes referred to as the daily business meeting) or even a monthly staff meeting. I’m not sure if these practices feel that they are saving time and money or that meetings are unimportant. Whatever the reason for NOT having a meeting, in my opinion, it is short-sighted. Meetings are essential.
Meetings are about two things and only two things. They are to facilitate important communication among team members and to make decisions. Meetings held for any other purpose are unnecessary. Maybe many dentists who eschew meetings have experienced bad meetings with complaining, whining, and poor attitudes. Here are three ways to improve your meetings and turn them into communication and decision-making activities.
1. EVERY MEETING SHOULD HAVE AN AGENDA
Do not bother holding a meeting without an agenda. You’re wasting your time and that of the others in the group. Meetings should not be unstructured conversations or “check-ins.” They should be standardized with a formal agenda. The daily business meeting has a full agenda of 10 to 12 points that can be covered in 10 minutes and focuses on communication. It is not a decision-making meeting. The monthly staff meeting has a full agenda that includes reviews of the practice vision, culture, and goals, as well as improvements to be made, issues or challenges to be discussed, and any new training. All of these are on the agenda with a defined amount of time allocated for each item. This is how meetings become powerful, great, and worthwhile.
2. DO NOT ALLOW INTERRUPTIONS IN YOUR MEETING
Nothing is worse than people interrupting others. Interruptions are negative and perceived as such. The person interrupted will either be annoyed, defensive, or simply shut down. There is no benefit there. The rules of the meeting include no interruptions when someone else is talking. Everyone can have their chance to be heard (as is the protocol in a good meeting) but not by interrupting others.
3. MEETINGS ARE MEANT TO MAKE DECISIONS
In addition to communicating information, many meetings are held to make decisions. What decisions need to be made in this meeting? Put the item on the agenda. Discuss it. Do not interrupt. Make the decision. And now you have a great meeting. At the end of the meeting, review how many decisions were made. If only one decision is made, that could be fantastic. If ten decisions are made, that could also be fantastic. Focus the meeting on what’s important and don’t waste time on unimportant small items that have very little impact on the office. Before adding an item to the agenda, ask yourself, “Will making a decision and discussing this item be beneficial to the practice, or is it a minor event that should just be left out?”
Meetings are essential. Meetings are how you create communication and make decisions. Meetings help team members learn, grow, and develop. By following the three recommendations outlined in this article, you’ll take your meetings from where they are today to superior with great impact on the practice.
ABOUT THE AUTHOR
Roger P. Levin, DDS, is the CEO and Founder of Levin Group, a leading practice management consulting firm that has worked with over 30,000 clients to increase production. A recognized expert on dental practice management and marketing, he has written more than 60 books and over 4,000 articles and regularly presents seminars in the U.S. and around the world.
To contact Dr. Levin or to join the 40,000 dental professionals who receive his Practice Production Tip of the Day, visit www.levingroup.com or email rlevin@levingroup.com.
