821: From Chaos to Control: How Systems Transform Your Practice – Miranda Beeson

Do you want to save time, have more energy, and live a better life? For that to happen, you need systems! To help you figure out ways to optimize your practice, Kirk Behrendt brings back Miranda Beeson, ACT’s director of education, to share some of ACT’s proven strategies that will transform your practice. To learn how to eliminate chaos and save thousands of hours in the future, listen to Episode 821 of The Best Practices Show!

Learn More About Miranda:

• Send Miranda an email: [email protected] 
• Follow Miranda on ACT’s Instagram: https://www.instagram.com/actdental
• Send Gina an email: [email protected] 
• Email the ACT Team for their free resources: [email protected] 

More Helpful Links for a Better Practice & a Better Life:

• Subscribe to The Best Practices Show: https://the-best-practices-show.captivate.fm/listen
• Join The Best Practices Association: https://www.actdental.com/bpa
• Join ACT’s To The Top Study Club: https://www.actdental.com/ttt
• See the ACT Dental/BPA Live Event Schedule: https://www.actdental.com/event
• Get The Best Practices Magazine for free: https://www.actdental.com/magazine
• Please leave us a review on the podcast: https://podcasts.apple.com/us/podcast/the-best-practices-show-with-kirk-behrendt/id1223838218

Episode Resources:

• Watch the video version of Episode 821: https://www.youtube.com/@actdental/videos

Main Takeaways:

• By having systems in your practice, things will get better.
• People are important, but they don't run your business. Systems do!
• When things are chaotic, don't blame your team — blame the systems!
• Systems allow team members to grow, and you can stop micromanaging.
• Make sure you document your systems. Just talking about them isn't enough.
• Understand the 7 essentials and 11 considerations to have a healthy practice.
• Use the 80% rule when designing systems. Strive for 80% and improve upon it.
• Every time you create a system, you are saving thousands of hours in the future.

Snippets:

0:00 Introduction and ACT’s TTT, BPA, and Pro Coaching.

4:13 Why having defined systems is important.

9:18 Systems boost productivity.

12:39 Become systems driven, not people dependent.

13:45 Stop micromanaging.

15:12 Give your best energy to things that matter most.

21:19 Know what you're building and why.

22:49 Systems, defined.

23:47 Eleven considerations for designing systems: Start with why.

25:08 Eleven considerations: Do this together as a team.

27:04 Eleven considerations: Brainstorm what you're currently doing.

28:16 Eleven considerations: Take specific, measurable, and actionable steps.

31:47 Eleven considerations: Identify the who.

36:04 Eleven considerations: Anticipate problems.

39:37 Eleven considerations: Have a timeframe or time frequency.

41:02 Eleven considerations: Don't strive for perfection.

41:50 Eleven considerations: Ask good questions.

42:47 Eleven considerations: Implement a timeline for reevaluation.

43:31 Eleven considerations: Use a bullet point system.

44:29 Five tips for writing down your systems.

46:15 Use the 80% approach.

48:46 Systems should answer six key questions.

50:00 Seven essentials of a healthy practice: Communication rhythms.

53:39 Seven essentials of a healthy practice: Financial policy.

54:43 Seven essentials of a healthy practice: Managing accounts receivable.

55:16 Seven essentials of a healthy practice: Scheduling.

55:34 Seven essentials of a healthy practice: New patients experience.

57:00 Seven essentials of a healthy practice: Hygiene recare.

58:26 Seven essentials of a healthy practice: Unscheduled treatment system.

59:38 Final thoughts.

Miranda Beeson, MS, BSDH Bio:

Miranda Beeson has over 25 years of clinical dental hygiene, front office, practice administration, and speaking experience. She is enthusiastic about communication and loves helping others find the power that words can bring to their patient interactions and practice dynamics. As a Lead Practice Coach, she is driven to create opportunities to find value in experiences and cultivate new approaches.

Miranda graduated from Old Dominion University, and enjoys spending time with her husband, Chuck, and her children, Trent, Mallory, and Cassidy. Family time is the best time, and is often spent on a golf course, a volleyball court, or spending the day boating at the beach.