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Best Systemising Resources for Plastic Practices – How to Systemise Your Practice

April 26, 2021 David Staughton

Systems for Your Practice – Start with Basic Systems – A useful LIST of Systems Documents for your Practice

Many surgeons, practice owners and managers play the “Guessing Game” – They let their team members try to “Guess” what they really want to achieve. Always start with BASIC SYSTEMS – Always Share Your Desired OUTCOMES  with your “A Team” and Build Better Systems & Processes. Strategy & Business Plans for many small businesses & practices are either old or non-existent. Targets and KPIs are scarce. Help your team achieve more by clearly communicating your desired Outcomes and Business Direction. This blogs can help you build your practice systems and processes.

Don’t Keep it a SECRET! Give us a HINT of what your want to achieve!

ANY document that can help CLARIFY the desired outcomes & direction of the business is really USEFUL to boost team engagement and results.

Let’s start by getting everybody on the same 1st page with Systems 101.

Systems 101 - Any Road QUOTE by Lewis Caroll - Business Outcomes

Here is a Useful Checklist of some helpful documents to achieve better Organisational Clarity and Results.

Systems 101

AN ABOUT OUR PRACTICE DOCUMENT

  • Our PURPOSE – Why we do it
  • Our PHILOSOPHY – What we Believe
  • Our PEOPLE – Who we are
  • Our PLAN – What we do
  • Our PROCESSES – How we do it
  • Our POSSIBILITIES – Opportunities
  • Our PROBLEMS – Issues and Concerns
  • Our PERFORMANCE – KPI expectations
  • Out PAYOFF – Benefits and Bonuses

CLEAR DIRECTION DOCUMENTS

  • VALUES STATEMENT – What’s really important to us?
  • VISION STATEMENT & MISSION STATEMENT
  • S.W.O.T.  ANALYSIS
  • STAKEHOLDERS – Clear Identification of all STAKEHOLDERS
  • COMPETITOR ANALYSIS – Who are our competitors (By Segment)
  • TARGET MARKET & IDEAL BUYER PERSONAS – Who are our buyers?
  • CORE STRENGTHS (Niches) – The Hedgehog Principle – What ONE thing do we do well?
  • UPDATED BUSINESS PLAN – Business Strategies are Clear (Liveplan or One Page Plan)
  • FINANCIAL OBJECTIVES – Budget, Actuals, CPC Comparisons

HUMAN RESOURCES HR DOCS

  • OUR ORGANISATIONAL CHART – names and pictures
  • OUR ROLES & RESPONSIBILITIES – Individual Position & Ideal Person Descriptions
  • OUR CULTURE STATEMENT – Our Philosophy
  • A COURTESY SYSTEM in place
  • PRODUCTIVITY & EFFICIENCY – meetings are meaningful, motivational and minute-wise (See the 25 minute meeting by Donna McGeorge)
  • HOUSE RULES – clear set of HR Policies & Procedures
  • RECRUITMENT STRATEGIES & REMUNERATION PLANS
  • INDUCTION PROGRAM

STAFF INDUCTION DOCS

  • ONBOARDING CHECKLIST – Admin, Financial, Show Around, Meet People
  • VISIT & READ OUR COMPANY WEBSITE
  • CLEAR EXPECTATIONS & PROCESSES – Checklists
  • STYLE GUIDE – Logos, Colours, Pics, Videos, Examples of past work
  • TEAM COMMUNICATION TOOLS – coaching, feedback and samples
  • FAQs & FADQs lists

COUNTING & MEASURING BUSINESS OUTCOMES

  • KEY METRICS have been established – Which things to measure regularly
  • KPIs & KRAs – MEASUREMENT & FEEDBACK SYSTEMS in place
  • FINANCIAL REPORTING – Regular Meetings on P&L or A&L

ENVIRONMENTAL BUSINESS OUTCOMES

  • P.E.S.T. ANALYSIS Completed (Political, Environmental, Social, Technological)
  • WORKING ENVIRONMENT – WHS/OHS issues, Built Environment audits
  • EQUIPMENT & TOOLS – Technology & Software up to date
  • COMPETITIVE ENVIRONMENT – New Competitors/Threats regularly assessed

OUTSOURCED STAFF CHECKLIST

  • SURROUNDINGS & SUPPORT – Risk Analysis – Security – power, pics, helpers, Family
  • OFFICE SET UP – Connection, Mobile phones, computer, other equipment
  • TOOLS – Preferred Software programs
  • REFERENCES – Past work, Past employers
  • SCENARIO PLANNING – Robbery, Theft, Backup, Disaster (hurricane, flood, fire)

BEST BOOKS ON CREATING BETTER SYSTEMS & PROCESSES FOR PRACTICE MANAGERS

  • Michael Gerber’s Book – The E-Myth Revisited
  • Sam Carpenter’s Book – Work the System  (free E-Book)
  • Systemology by David Jenyns

The E-Myth & EMyth Physician by Michael Gerber  (The Classic Book on Systems)

  • E-Myth Physician by Michael Gerber lists all the reasons why medical practices fail and what can be done about it. As a result, physicians get to have successful practices and lives.

Systemology – David Jenyns

  • Systemology offers a breakthrough approach to run a business. If you are looking to create time, minimize errors, scale profits, this is it.

Work the System – Sam Carpenter Book

  • Do you want to make more and work less? Work the system will teach you how to do it exactly.

 

Useful Resources to help with Systemising Your Practice

  • PracticeHub by Avant
  • Formitize –
  • Microsoft Sharepoint – Your own Intranet of Shared Resources
  • ASPS – American Society of Plastic Surgery Shop has some systems document templates for sale e.g. informed consents
  • Any Mind Mapping Software

Recommended Reading – Blogs By David Staughton

  • Read Dave’s Best Practice Growth Blogs
  • Read Dave’s Best Practice Marketing Blogs
Practice Management checklists, practice systems, Strategy Documents

ABOUT Specialist Practice Excellence

Specialist Practice Excellence provides Mentoring and Training on Practice Operations, Patient Lead Generation & Enquiry Conversion for Specialist Plastic Surgeon practices across Australia and New Zealand.

Brooklyn and David Staughton can help you grow your Specialist Practice.
Specialist Practice Excellence

  • David is a conference speaker, consultant and mentor to many surgeons and specialist practices. He is an award-winning businessman & speaker who is an expert at growing practices and smaller businesses. As an experienced International Keynote Speaker he has presented to over 750 Audiences in 10 Countries.
  • Brooklyn is a skilled Trainer of Front Desk Staff, Surgeon Medical Secretaries and Patient Advisors

We help Specialist Surgeons, Practice Managers improve their practice operations, manage their time better and grow their income sustainably to live a better life.

David’s most popular SPEAKING TOPICS cover Practice Leadership & Teamwork, Strategy, Service & Sales Improvement.

Find out more….

Read the BLOGS for ideas to help improve your Practice

If you would like to read more NEW BLOGS for improving your practice or more information  please sign up to the e-newsletter or connect with David on LINKEDIN or FACEBOOK

You can also download some of the FREE E-BOOKS available here.

NEXT STEPS

  • Would you like to discuss your plans to grow your specialist practice?
  • Book a “1 on 1” Session with Dave for an Online Zoom Meeting about your Practice

If you have an issue or question about your practice please call or contact us

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