How to Use Morning Huddles to Make Your Practice More Productive

September 28, 2017 Rieva Lesonsky

Is your dental practice as productive as it could be? For most of us, the answer is no. Why not boost your team’s productivity with daily morning huddles? Here's how to use a morning huddle to help your team accomplish more each day.

Do it daily. Build the morning huddle into each day. Schedule it to end five minutes before your first patient arrives.

Follow a formula. To ensure consistency, create a quick checklist of areas to cover in each day’s huddle — for example, scheduling, new patients, patient records, collections or clinical issues. Lighthouse 360 creates a daily front desk task list that’s emailed to you each morning, including smart recommendations to improve efficiency. This can be the basis for your daily review.

Prepare the day before. Give employees 15 to 30 minutes near the end of each day to review for the next day's huddle. For example, they can go over schedules, accounts, marketing, clinical issues or whatever their area of responsibility is. Preparation will help the next day's huddle move faster.

In the huddle….

Keep it short. Fifteen minutes a day should be enough to energize your team. Holding your huddle standing — just like a football team – ensures it doesn't drag on and on. If bigger issues arise that will bog down your huddle, acknowledge them, note them and revisit them at longer team meetings.

Review the previous day. What went well, and what didn't? How could you improve your efficiency, collections and production? Be sure to celebrate successes, not just talk about problems. Always give credit to team members who are responsible for good outcomes.

Review today's schedule. Quickly go over scheduled appointments to pinpoint any potential problems and make sure you have everything you need. Are there new patients who will require additional time? What open blocks can be used for emergency appointments? If some patients still haven't confirmed their appointments for today, your team can use Lighthouse 360’s follow-up list to quickly text or call those patients directly.

Look ahead at tomorrow. Briefly review tomorrow's schedule. Are there still open slots? With Lighthouse 360’s Fill-In feature, your front desk staff can quickly fill them. Fill-in automatically detects last-minute cancellations, finds patients who are interested in the appointments and contacts them for you.

End on a high note. The morning huddle isn't just for administrative issues or to get everyone on the same page about the schedule. The larger goal is to build team spirit and instill a positive attitude in your employees. Share an inspirational quote or have employees take turns doing so. Never end with something negative. You want to send your employees into the day feeling excited and empowered to do their best.

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