This week's episode was sparked by a really great question posted in the Veterinary Inventory Management Facebook group, and honestly, it's one I hear all the time: Why are my inventory numbers never accurate, even for something as simple as ear cleaner?

If you've ever felt like your inventory is completely out of control and you're not sure where to even start, this one's for you.

We dig into the two main "levers" that affect your inventory accuracy in your practice management system: inventory coming in (your receiving process) and inventory going out (how things are sold and deducted). Understanding which lever is the problem is the key to actually fixing it, and it gives you a way to troubleshoot that doesn't feel so overwhelming.

Here's what we cover:

• Why your practice management software might be working against you from the start — and why that's not your fault
• The receiving process and why getting it right is the foundation of everything else
• How your item code descriptions can create chaos for your whole team (and what to do about it)
• The financial impact of inaccurate inventory, including margin erosion and missed charges
• How cycle counts can help you catch problems before they spiral out of control
• A simple framework for diagnosing which lever is causing your inventory to be off

Whether you're brand new to inventory management or you've been at this for years and still feel stuck, this episode will give you a grounded, practical starting point.

Links & Resources Mentioned:

• 📘 Inventory Management for Veterinary Professionals — available on Wiley's website and Amazon
• 💻 Inventory Ally — an alternative to PIMS-based inventory tracking
• 👥 Veterinary Inventory Management Facebook Group
• 🎓 CVIP Certification — learn more at vetlogic.co
• 📧 Miss the Veterinary Inventory Manager Appreciation Day resources? Head on over to the party page!

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Our veterinary office practices are built on control or conformity, but this very special episode of “The Inventory Nation Podcast” focuses on a different priority: connection. Join host Nicole Clausen for a fascinating conversation with Ron Sosa, a certified veterinary practice management expert, all about neurodiversity in the workplace and the transformational results that can occur when leaders incorporate inclusivity. It’s all about simple measures to incorporate things like sensory regulation, psychological safety and collaboration. With more than two decades of experience in the field, Ron has seen first-hand the power of Universal Design to reshape how we do business every day. He shares with us some basic tools that veterinary offices can deploy to support neurodiverse individuals – and the staff at large. “We create systems for conformity and – let’s face it – people are not all the same,” says Ron, who is both a certified coach  and Executive Director of the Uncharted Veterinary Conference. “All people are unique and that’s why we need to move to a human-centered approach.” 

Don’t’ miss this lively look at the simple steps all veterinary practices can take to support efficient inventory management that also promote harmony and productivity across the workplace! Nicole wraps up the episode by highlighting the business – and human – incentives behind inclusivity: “Connection and a sense of belonging is really at the root of what we need as humans. And we humans often spend more time in our workplaces than we do anyplace else!”

Click here to learn more about Ron’s forthcoming book, "Rewriting the Rules: A Leadership Model for a Neuroinclusive,  Human-Centered Workplace."

What’s your Inventory Management Superpower? Time to find out. Take Nicole’s quick, fun quiz at this link! 

Rather not learn inventory management through trial and error, you don’t have to!  Vet Logic is here to provide you streamlined systems that eliminate the overwhelm. Click here to get started!

WHAT YOU’LL LEARN:

• Special Gifts: What hidden strengths are often overlooked among the neurodivergent population, including keen pattern recognition and creative thinking.
• See the Signs: How Ron helps veterinary professionals understand the hallmarks of burnout and loss of identity that can occur, in particular for neurodiverse individuals.
• Neuro-inclusivity: About the importance of embracing practices that foster a supportive, creative environment for all kinds of brains and sensibilities in the workplace.
• Universal Design: What can be done to ensure key tools are cognitively, physically and emotionally within reach. (Stay tuned for Ron’s forthcoming book on this topic!)
• Accommodation v. Inclusion: Why a proactive effort on the part of employers can make the difference between shame and empowerment for neurodiverse individuals.
• Towards Inclusivity: How things like lighting, soundproofing, an overall atmosphere of psychological safety and DEI training equate with healthy workplaces for all.

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SUMMARY: 

Welcome back! We’re so glad you can join us for this very special – and very important – episode of The Inventory Nation Podcast. Because she’s been there, Host Nicole Clausen knows intimately how the stress of managing inventory can wreak havoc. That’s why she has chosen to devote this episode to an amazing form of self-care: Meditation. Tune in to learn how to divert high anxiety into total relaxation through the simple act of bringing mindfulness. Our host invites you to take a thoughtful, non-judgmental pause. Catch your breath, let the noise in your brain go and feel your body ease into peace in this present moment. You’ll hear – and experience – in real time what it’s like to be taken on a journey through guided visualization. It’s a great strategy for transforming feelings of overwhelm or frustration when the sometimes thankless work that is inventory management is getting you down. We want you to take care of yourself and this is one simple, free, effective way to do just that! So join us … and relax!

Big news! Inventory Management for Veterinary Professionals is here! Nicole Clausen has poured all her knowledge and experience into a brand-new book you won’t want to miss. Inventory professionals of all kinds will love the tools, strategies and practical examples compiled in this one-of-a-kind compendium, available now at this link. It’s a collection of tips, tricks and positive reinforcement Nicole wanted but couldn’t find when she was first starting out!

Would you like to learn more about Vet Care Logistics’ Inventory 911 Toolkit, our step-by-step blueprint to help inventory managers optimize knowledge, strategy and confidence? Click here!

You can also join our virtual neighborhood for inventory managers and other veterinary professionals for free by visiting this link.

KEY QUOTES: 

• “Meditation is not about shutting off your thoughts or achieving some perfect, constant state of peace. It's natural for your mind to wander, to drift in and out of focus.”
• “With each breath allow yourself to become more deeply connected to the energy of this garden. A place of pure relaxation and peace.”
• “This is your center, your place of calm amidst the busy world. Silently affirm to yourself: I trust in this moment of peace. I am safe. I am whole.”

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Episode Summary:

Welcome back to another episode of the Inventory Nation podcast! In this special edition, host Nicole Clausen takes you behind the scenes of her first-ever book, "Inventory Management for Veterinary Professionals." Nicole shares her heartfelt journey—from conceptualizing the book to the challenges she faced during the writing process and her ultimate inspiration. The book, designed to be accessible and neurodivergent-friendly, addresses the common struggles faced by inventory managers in the veterinary field.

Nicole dives deep into the writing and editing process, emphasizing the different learning styles her book caters to, and how she incorporated fun and practical elements to make inventory concepts more engaging. Whether you're a novice just stepping into inventory management or a seasoned veteran looking to refine your skills, this book promises to be a constant companion filled with strategies, real-world scenarios, and best practices.

Key Takeaways:

• Inspiration and Audience: Nicole’s book is dedicated to the often-overlooked role of inventory managers, aiming to support them with comprehensive resources.
• Writing Process and Challenges: Nicole navigated the complexities of writing and editing, guided by a trauma-informed, neurodivergent-friendly coach.
• Content Structure: The book is laid out to follow the flow of inventory in a practice, making it easier for readers to relate theory to real-world application.
• Educational Utility: It includes practical examples, story problems, and a formula quick reference guide to demystify inventory management for veterinary practices.
• Upcoming Plans: Nicole hints at exciting new releases and free resources that will be unveiled in the next quarter.

Notable Quotes:

1. "I wrote this book to be a long-lasting resource and reference for managing inventory in your practice."
2. "Inventory management is a practice, not a destination."
3. "I wanted this book to be accessible to folks who learn a little bit differently, who, you know, just have different learning styles."
4. "Nobody wants to read a really dry, boring, professional-sounding book on inventory."
5. "I poured a lot of time and love and sometimes tears into this book, s

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SUMMARY: 

“Don’t shoot for minimization or maximization. Shoot for optimization!” So says our expert and co-founder of Inventory Ally, Emmitt Nantz, on this episode of Inventory Nation. Host Nicole Clausen welcomes this leader in the field of veterinary operations improvements to explain why Cost of Goods Sold (COGS) is currently a high priority and how systems have evolved to increase efficiencies. In particular this conversation highlights the power of harnessing predictive data analytics to locate that sweet spot we all want when it comes to having not too much, and not too little, but JUST the right amount of inventory. It’s a driver of profit and frees up resources for more important things like pay raises, bonuses and capital improvements to our practices. Learn how tools like Inventory Ally and the Inventory 911 Toolkit streamline operations, initiate incremental improvements, reduce inventory reactivity and systematize product replenishment. “We want to strive for perfection because it sounds like, well, perfection,” says Nicole. “But actually what we want to strive for is excellence and (inventory) guardrails are what give us that excellence.” Join our host in welcoming a systems wizard ready to help us take control and strike that balance!

Visit this link if you’d like to learn more about Inventory Ally or schedule a demo. Start unlocking savings and unleashing your veterinary practice’s full potential today!

Would you like to learn more about Inventory 911 Toolkit, our step-by-step blueprint to help inventory managers optimize knowledge, strategy and confidence? Click here!

You can also join our virtual neighborhood for inventory managers and other veterinary professionals for free by visiting this link.

KEY QUOTES: 

• “Cost of Goods Sold actually has a lot of inefficiencies and lack of predictability built into it already and that’s why (COGS) becomes a key driver in the big picture.” (Emmitt)
• “If you have stale inventory hanging around on the shelf, you’re really taking away opportunities that could do some really cool things in your practice.” (Nicole)
• “If you’re trying to reduce COGS, then we have to make sure we have the full picture first … so I invite you to have a conversation with your accountant to understand where they’re getting that number from and what’s included, what’s not.” (Nicole)
• “If your budget is so restrictive that you almost can’t keep anything in stock, we have bigger problems that we need to address.” (Nicole)
• “Instead of being a target, Cost of Goods Sold is really more of an outcome that we should start to monitor for changes over time.” (Emmitt)

ABOUT OUR GUEST:

Emmitt Nantz is a co-Founder and visionary leader at Inventory Ally, a cutting-edge inventory management software solution designed specifically for veterinary hospitals. By leveraging the latest technologies and industry insights, Inventory Ally equips veterinary teams with the tools they need to achieve unparalleled efficiency, cost savings, and improved patient care. 

Learn more about Inventory Ally or schedule a demo at: www.inventoryally.com

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When it comes to managing Cost of Goods Sold, it’s critical to have a strategy for tracking and reducing expenditures – which is why our Veterinary Care Logistics community always has lots of questions on the topic! It’s also why we’re all about COGS on this episode of Inventory Nation when Host Nicole Clausen shares her step-by-step approach to securing your clinic’s all-important bottom line. We’re looking at how to define your clinic’s operational profile and understand the best practices necessary to put your team on solid ground. It’s after that, says Nicole, that inventory managers can really start to dig deep and pinpoint why costs might be high, where adjustments to spending versus revenue can be made and how to bring your overall equation into perfect balance. Managing COGS isn’t just about trying to spend less! The Holy Grail of COGS combines both reducing expenditures and generating revenue for your entire veterinary clinic’s long-term bottom-line health. Get the overview of what factors determine your practice’s individual profile and which key performance indicators to track. Not for nothing, Nicole has been dubbed “the COGS Queen” by her admirers. Tune into this breakdown and you’ll know why – and be inspired to keep coming back for more!

Don’t forget that June 5th is Inventory Manager Appreciation Day! Celebrate that person who keeps things humming along at your veterinary practice – even if it means celebrating yourself!

Would you like to learn more about Inventory 911 Toolkit, our blueprint for helping inventory managers optimize knowledge, strategy and confidence? Click here!

You can also join our virtual neighborhood for inventory managers and other veterinary professionals for free by visiting this link.

ABOUT VCL:

Veterinary Care Logistics serves veterinarians and their teams who are frustrated that their current inventory system is not functioning correctly and are facing out of control inventory costs and improperly stocked hospitals. VCL helps veterinarians through inventory analysis, comprehensive step-by-step action plans, and thorough team member training. My clients experience great success and rave about my work because I roll up my sleeves and get dirty working with your hospital to improve your inventory as if it was my own hospital.

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How did our host, Nicole Clausen, come to be a thought leader for veterinary practices nationwide? On this episode of The Inventory Nation Podcast she shares with us her origin story and lessons learned on her professional journey from logistical overwhelm to veterinary clinic management mastery. We are learning about the “aha” moments and highly successful systems Nicole developed through trial and error, along with roadblocks we can all expect to encounter along the way. You’ll hear about Nicole’s Top 5 Inventory Gamechangers – practices that she initiated after hard-won lightbulb moments as an inventory management newbie. Don’t miss out on predictable speed bumps and things to remember as you take on this highly challenging – but equally rewarding – role. And remember: Your inventory management systems won’t be perfect right out of the gate. But you WILL reduce chaos and improve quality of life for everyone across your veterinary practice. So be kind to yourself, keep the faith and take notes from Nicole – someone who has been there and is ready to show you the way!

Also: Big news! Our Inventory System Deep Dive now offers six hours of RACE-approved continuing education (plus earn a Certificate of Veterinary Inventory Fundamentals) and our Certified Veterinary Inventory Professional Program includes 34 hours of RACE-CE.

KEY QUOTES: 

• “In those first days and weeks (in inventory management) I really struggled because I was brand new to the practice and … was truly coming into a blank slate where I had no idea what was going on.” (Nicole)

• “My brain works best when I have a full picture and I know all the information. I don’t really do well when I have to guess and hope for the best.” (Nicole)

• “Setting up re-order points was the first project that I tackled and it was the thing that moved the needle the most for me … even if I did have to make some iterations.” (Nicole)

• “The biggest benefit of setting up your inventory systems is just the level of clarity, confidence and predictability where we often have this low-level hum of chaos and uncertainty.” (Nicole)

• “As inventory managers we’re never going to be 100% perfect because there’s so many things out of our control. Supply issues. Back orders. We can try to anticipate, but we can’t predict everything.” (Nicole)

• “Remember that the reason we put all this time into setting up inventory systems is so that it’s easier, so that we spend less time and save money!” (Nicole)

ABOUT VCL:

Veterinary Care Logistics serves veterinarians and their teams who are frustrated that their current inventory system is not functioning correctly and are facing out of control inventory costs and improperly stocked hospitals. VCL helps veterinarians through inventory analysis, comprehensive step-by-step action plans, and thorough team member training. My clients experience great success and rave about my work because I roll up my sleeves and get dirty working with your hospital to improve your inventory as if it was my own hospital.

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What is it about “back to school” season? It just feels like a great time to start fresh! And if you’re a veterinary inventory manager, that probably means taking control of unnecessary guesswork – and stress! Nicole Clausen, host of The Inventory Nation Podcast, gets us started with a strategy for reliably managing reorder points. You’ll learn about tried-and-true methods for keeping your inventory operation running smoothly, with some help from things like reorder tags, bins, or shelf labels. Find out about simple – but game-changing – ways to establish best practices and preserve your peace of mind. Much of it comes down to what works best for your team’s culture and with the flow of your daily veterinary procedures. If you’re looking for a terrific step-by-step approach, consider trying Nicole’s Reorder Tag Magic. It’s an online course that walks you through how to implement various options, secure your team’s buy-in and ensure your system’s long-term success. (The course is only $9 and includes all kinds of videos, templates, and other amazing resources!) Managing the goods our practices consume and dispense is a never-ending job, but there are ways to ease that burden. Small measures make for big reasons to celebrate the support inventory managers provide their practice team and patients every single day! 

Are you up to date on everything Veterinary Care Logistics has to offer? Click here to learn about our 1:1 consulting and strategic services, online education, and certification options, and to keep up with Nicole’s upcoming programs!

You can also join the Inventory Strategy Network – our free virtual neighborhood for inventory managers and other veterinary professionals – by visiting this link.

Do you have any feedback or stories to share about what works (and doesn’t) in your practice? Nicole loves hearing from you, so please reach out to her @Instagram or via this email.

KEY QUOTES: 

• “My only training as an inventory manager was: When you shake a bottle and it feels low, you order more. And I remember sitting there in the pharmacy and thinking, ‘But what does that actually mean?’ ” (Nicole)

• “Figuring out ways to know when we’re low (on medications or supplies) and how to order easily and quickly can be so, so helpful.” (Nicole)

• “We can’t run in-house lab work if we don’t have the proper equipment or supplies for that. So if we leave it up to our team to tell us when things are low, we’re playing somewhat of a dangerous game.” (Nicole)

• “Think about what your order flags look like now … not only for your most commonly used items but for those items where we might use them only every one or two months but that are super-critical to our practices.” (Nicole)

• “One of the things about inventory is that there’s never an endpoint ... It never stops. We always have to replenish. We’re always trying to make improvements and adjustments.” (Nicole)

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SUMMARY: 

There it is: The dreaded “payment due in full at time of service” sign at your front desk. For many pet owners it can make the difference between seeking treatment and walking away. Sad, uncomfortable conversations about the financial bottom line are a huge cause of burnout for care providers, but it doesn’t have to be that way! Our special guest on this episode of Inventory Nation is sharing a systematic approach to tailoring a clear, flexible financial strategy that fits your particular practice’s values and resources.

Aimee St. Arnaud, practice owner and founder of Open Door Veterinary Collective, walks Host Nicole Clausen through a new way of tackling the realities of pet care costs and collaborating to create a win-win financially and emotionally. Her team offers both consultation and courses to help practices put in place practical tools to soften the biggest barrier to care. Clients and practices alike can benefit from Open Door’s step-by-step guidance around things like pay-over-time options that put the care pets need within the reach of clients on a budget. 

You’ll come away inspired to explore new online payment platforms, train team members to have frank (but supportive) conversations and put in place a plan that takes into consideration all the variables and modulates spectrum of care and pricing accordingly. It’s exciting stuff that can be transformational for practices struggling to find the balance between profitability and compassionate care in an inflationary world!

Curious to know more about what the Open Door Veterinary Collective is all about? You can find out about all their resources and partnerships at this link.

You can also join the Inventory Strategy Network – our free virtual neighborhood for inventory managers and other veterinary professionals – by visiting this link.

KEY QUOTES: 

• “Telling clients that you can’t help them because they have no money is one of the leading causes of burnout in the vet profession.” (Aimee)
• “As many times as you have (the money conversation) it’s still heartbreaking. How can we build a bridge to make sure not only that patients are cared for but our teams feel cared for as well?” (Nicole)
• “Giving (clients) a wealth of options and resources to truly make it a collaboration feels very exciting to me because it’s not just a one-way conversation anymore.” (Nicole)
• “It takes less time to go over these plans with people and present this then it does to deal with when they can’t afford the care and they give a negative one-star review.” (Aimee)
• “As more practices try to do (pay-over-time) and it becomes the norm, it’s really going to help break this barrier to care.” (Aimee)

ABOUT VCL:

Veterinary Care Logistics serves veterinarians and their teams who are frustrated that their current inventory system is not functioning correctly and are facing out of control inventory costs and improperly stocked hospitals. VCL helps veterinarians through inventory analysis, comprehensive step-by-step action plans, and thorough team member training. My clients experience great success and rave about my work because I roll up my sleeves and get dirty working with your hospital to improve your inventory as if it was my own hospital.

FOLLOW OR CONTACT US:

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On this jam-packed episode of Inventory Nation our Host Nicole Clausen is reminding us why we do what we do and how to answer that all-important question: Am I doing a good job? You’ll learn why it’s important to establish a baseline and how to put in place objective measures to assess the health and functionality of our inventory management systems. We don’t want to wear rose-colored glasses, for sure, but inventory managers also tend to be super-hard on themselves, which doesn’t help anyone! The goal is to acknowledge our impacts, celebrate the victories and put in place processes (like reorder tags or practice system software) that keep our practices running smoothly and profitably. Efficient inventory management pays real financial, practical and even emotional dividends for vets, technicians, support staff and – most of all – our patients! And if you’ve ever felt like you don’t quite know where you fit into your practice or the job seems thankless and overwhelming, we’ve got you! Nicole is sharing on this episode some wonderful affirmations that speak directly to inventory managers – the very specific challenges we face as well as the many reasons we have to recognize a job well done!

Don’t miss our upcoming FREE July 18th webinar. It’s all about how to keep your practice management system accurate, including Nicole’s processes and tips to maximize your software and therefore your valuable time! To register, just click this link.

You might also want to check out Vet Care Logistics’ new Reorder Tag Magic course. It’s your step-by-step guide to the process and lifetime access costs just $9. Learn more here.

Finally, stay tuned for our upcoming multi-part series focused on all things COGS – Cost of Goods. You won’t want to miss it!

Would you like to learn more about our Inventory 911 Toolkit, a step-by-step blueprint to help inventory managers optimize knowledge, strategy and confidence? Click here!

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