Organize your SOPs and create a 90-day training program. Bottom line, make it a team effort and a fun process that improves your team’s efficiency. This process looks different depending on your team. Play a round robin game of selection and each person picks which ones they are doing with a certain amount of time to complete them. Be careful not to allow one team member to create them all. Are people going to volunteer to do them? Are you going to assign three or four at a time? When is the due date? Ask your team for honest feedback on what they feel would work best. Make a plan for the completion of all the SOPs. When they are turned in, tested, corrected, and everyone agrees to the SOP, provide each person whose SOP passes the test with a small prize. Start off with one SOP and schedule a meeting to go over what was created. Consider using a volunteer that didn’t create the SOPs, but will be extremely critical of each process and the holes that may exist. Provide them with the format and the rules of creation.Īll SOPs should be vetted by a team member before they are officially implemented. If they say two weeks, ask them what they would need to complete it in one week. If they reply two days, give them one week to make sure no one has any excuses for not accomplishing the task. One common suggestion is to have them each select one task at first. Most work better with small assignments, because after all, you are asking them to add this into their already busy daily routine. If you ask for volunteers to create these SOPs, will they do it? If they create them, will they be correct and usable? You know your team best. Another suggestion is to divide the tasks into daily, weekly, monthly, yearly, and rarely.ĭetermine what kind of a team you have. One suggestion is to prioritize the duties as to what someone who is new to your practice would have to learn first, second, third, etc. Have your team take this list of tasks and divide them up one or two ways. Then you review the list to make sure everything is listed. Anyone who has that task on their list crosses it off until all tasks are listed. Have each person list one duty on their list to put on the board. One quick way to accomplish this task is to gather your team and have one person behind a whiteboard. Not you! You have a lot on your plate and most likely have others on your team that are longing to take on a leadership role. How you compile the list is up to you, but a suggestion is to allow someone on your team to take the lead on this manual. It’s important to get a very complex list of what happens both clinically and on the business side.Ĭompile the lists into one for clinical and one for business, knowing that some tasks and duties may overlap. Take out the trash, process returned mail, change the paper in the credit card machine, spore testing… EVERYTHING! Remind them that these lists are to establish exactly what they do in their role. Have them keep it for two weeks and write down in detail everything they do. Give each team member a sheet of paper and a pen. Show them a sample of a completed SOP, its format, and how it will benefit the team. Remember, don’t overwhelm your team by leveraging all the steps in the beginning or putting unrealistic due dates on the creation. With everyone on board, you can begin the creative process for the SOPs. Ask them how they would benefit from having a SOP manual and what it would mean for the training of your new hires. This is to coalesce your team as one with seeing the need for SOPs. It doesn’t have to be a “one-man band.” This is a team effort! It’s easier than you think to create them, and once you have them implemented in your office, you can be assured that each team member will perform the same way, the correct way, and you’ll have SOPs ready for new team members. For many, the term SOP can be quite overwhelming, but it doesn’t have to be. It’s important to look into creating a Standard Operating Procedure (SOP) manual. “That’s not how Stacy taught me to do that?”Īlmost every practice manager has heard these comments.
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