CHECKLIST: STAFF MEETINGS

STRATEGY SESSION:
     Implement Staff Meetings ¹
     Create an Agenda ²

HUMAN RESOURCES:
     Designate a Leader ³

WORKFLOW:
     Designate a Minutes Taker ⁴

STAFF TRAINING:
     Educate ⁵
     One-on-Ones ⁶

In my consulting work, one of the top challenges I hear from practice owners involves staff management. (Shocking, I know!) While there are certainly situations where the person you hired is simply a poor fit, often times, the problem is poor communication from leadership. This results in a lack of clarity around responsibilities, expectations and goals. The antidote? Better communication!

1 IMPLEMENT STAFF MEETINGS

A consulting client recently told me he tried staff meetings, and they turned out to be a, “complete waste of time.” That’s a shame, because this should be an extremely valuable use of time. This is an opportunity to clarify goals and expectations, report on results and outcomes, and learn about problems or challenges your staff is experiencing. As CEO of your practice, it’s a chance to both teach and learn.

2 CREATE AN AGENDA

What are the most important issues impacting the practice? Prioritize these issues, and create a meeting agenda to make the best use of this time. Without an agenda, the discussion can get pulled in many directions that fail to address key topics.

3 DESIGNATE A LEADER

Technically, the leaders in an optometric practice tend to be owners and managers. However, it benefits most organizations to create a culture in which everyone thinks like a leader. Take turns designating different employees to lead the meetings. This will require individual employees to contribute at a higher level and also feel more involved in the process.

4 DESIGNATE A MINUTES TAKER

Meeting minutes are the recorded documentation of what is discussed during a meeting. This documentation can serve to inform employees who were unable to attend. It can also serve as a reference for future meetings to remind staff of decisions, follow-up actions and due dates. Accountability is established when employees are required to provide performance and status updates on a regular basis.

5 EDUCATE

The best organizations are always investing both time and money in the development of their employees. There is always something new to be learned or a skill to be refined or improved upon. Staff meetings are a great opportunity to educate staff about new lens technology, invite a frame rep to speak or even designate an employee to do a mini-presentation.

6 SCHEDULE ONE-ON-ONES

Staff meetings are great, but not appropriate for every situation. Sometimes, you have to provide an employee with personal or critical feedback. Because these can be uncomfortable conversations, many owners and managers avoid one-on-ones until it’s too late. Schedule one-on-one meetings monthly or quarterly with individual employees to review their performance, and provide both positive and constructive feedback. OM

DR. VARGO serves as Optometric Practice Management Consultant for IDOC. A published author and speaker with more than 15 years clinical experience, he is now a full-time consultant advising O.D.s in all areas of practice management and optometric office operations.