In part one of this two-part series, I discussed how to overcome the expense-related hurdles of taking staff to a conference. In part two, I talk about how to capitalize on conferences and a protocol for temporarily closing the practice due to conference travel.
Getting Some Separation
Don’t be afraid to allow staff to attend classes separately if they have varying interests or jobs. Consider that opticians or more seasoned staff may benefit from attending a meeting with a vendor in the exhibit hall, workshops, or symposia vs. attending certain classes.
Pro tip: I recommend you familiarize yourself with the staff-geared education before deciding to take your entire team. You want to ensure everyone gets something from the experience and don’t want to waste travel funds.
Show the schedule of classes to those attending before you go to themeeting, so they may capitalize on their time there.
Covering all the Halls
Consider encouraging your team to visit all sections of the Exhibit hall. Doing so garners excitement and can result in team building, as they can become more aware of how their thoughts and interests can help the practice grow.
Pro tip: I suggest showing your team you value their input by asking them to report back with ideas on technology, strategies, or products that you could incorporate into your practice. Bonus points if these ideas tie into your mission statement/practice goals.
Creating Leisure Time
Consider blocking off leisure time. This allows you to get to know your team better, and they’ll appreciate that you’ve built in this time, which increases staff morale and, therefore, staff loyalty.
Pro tip: I would make clear your expectations for attendance at conference events.
Closing House
When taking your entire team to a conference, thereby closing the office, I suggest you inform patients well ahead of time of the dates the practice will be closed and the number to call in case of an emergency. You can achieve this by using the practice’s social media channels, website, and a sign on the practice’s entrance. If you are concerned about security while away, you can consider moving product out of any obvious line of sight, utilizing security cameras, and giving the local police a heads up about your trip. During the days the practice is closed, make sure to have clear instructions for patients needing emergent care listed on your social media channels and your voicemail message.
If some staff is staying, I re-commend having them utilize these days to complete tasks that are hard to make time for during regular practice operations. Examples include cleaning or organizing the office, and training.
Pro tip: I suggest arranging with a nearby practice to see any emergency patients while you are away. You can do this by remaining on-call to triage any patients and then connecting them with the practice you’ve partnered with.
Enjoy!
Now that you are familiar with the costs and making the most of conference travel, it’s time to pick a conference and enjoy the tremendous team-building opportunities! OM
