Secrets of Producing More Than Scheduled
The Morning Opportunity Meeting Agenda (MOMA) system wires in ways to produce more work than scheduled. It engages new patients, achieves 100 percent show rates (records prove it!), gets scheduled work done much sooner, and builds in referrals and rave internet reviews. Using the MOMA system, you and your team will gain control of the most challenging, unpredictable element of dental practice success — Patient Management. And your patients will love all that it does for them!
The Morning “Huddle” Dilemma: Sad Truth, Great News
Here’s a question I ask at the opening of presentations on this subject: “How many of you have morning meetings?”
And a follow-up: “How many of you have felt worse at the end of the meeting or even wished you hadn’t been there at all?”
A distressing number of hands that go up for the first question, stay up for the second. Just about everybody involved in dentistry can relate to the sad truth about morning meetings. They’re a great idea that, all too often, turns out to be counterproductive and start the day off on the wrong foot.
A few years back, my team and I began work with a new practice. I asked the doctor to tell me about his morning meetings.
“Oh no,” he said, “We don’t do those anymore!”
“What do you mean?” I asked.
“They went from bad to worse. And we just don’t have them.”
“Well, what do you do?”
“We have morning quiet time. The first 15 minutes of the day, we just go off and do our own thing.”
An original response, I’ll give him that. But I can’t recommend the Non-Meeting as a solution to the Morning Meeting Dilemma. Work is not an individual spiritual retreat!
With our help, that dentist reinstated morning meetings. This time he did it the right way, with a well-planned agenda, utilizing our MOMA system. And the meetings have been key to a turnaround in practice performance. Day after day, the practice ends up producing more good dentistry, with heightened financial performance and patient satisfaction.
You too can turn your morning meetings around and realize the same benefits.
• When you’re early, you’re on time.
• When you’re on time, you’re late.
• When you’re late, you’re lost.
The only way to beat the clock is to give yourself a head start by arriving early. If all your tasks for the next day are in order each evening when you leave work, then arriving the next morning 5 to 10 minutes early should do the trick. The further you live from the office, the more time you need to give yourself for the unexpected in route. And if you are the leader, your example counts much more than words, so the dentist comes in early, too!
The third point, about the late being lost, is pretty self-evident.
Show up late, and the rest of the team is out ahead of you. They know things that you don’t. This is not a good way to start the day.
In field work with new clients, it is not uncommon to see team members bustle in to morning meetings at the last possible minute. They’re frazzled from rushing, carrying coffee and rolls because they didn’t stop to eat, and disheveled, the ladies without their makeup on. If you told them they’re late, they’d be incredulous, because in their book they showed up on time.
Well, no. Being present is much more than physical. They might as well be back in the Starbucks drive-through.
What they are, is late, because they’re not ready to work.
Imagine you’re a patient in the chair, and the doctor — or hygienist or any team member — comes in with a coffee and bagel, then stops to sip and munch before turning attention to you and the task at hand.
Weird and off-putting, am I right? Same goes if any member of the team comes in unkempt and combs her or his hair, or seems vague and distracted about what’s going on.
No, The Game is Not Football
Let’s try to forget about the word “huddle,” which comes up a lot in connection with workplace meetings. It’s very misleading, because it harks to offensive huddles in football. And they’re all about command and control. One person, the quarterback, makes the decisions. Everybody else listens, then executes the plays the quarterback calls.
This is not at all analogous to what goes on in a properly run morning meeting. In the MOMA system, everybody has a substantive contribution to make, and everybody listens.
Then, in collaboration, the team develops plays to score big.
The Morning Meeting is not a practice. It’s not a pre-game warmup. It’s the Game, which is a Big Game every day
The Meeting Runner
Behind every hit TV series is a smart, skilled showrunner, the person in authority who makes the whole thing happen. What you need is someone who sticks to the printed MOMA meeting agenda, makes sure people play their parts and contribute, and keeps things on track and moving briskly.
Typically, the meeting runner is the practice’s lead business assistant. But it could be somebody else who knows how to run good, effective meetings.
They don’t run themselves.
Duration and Scope
Keep morning meetings short, between 10 to 15 minutes, no more. And keep them to the point. Key here is the meeting runner’s agenda, put down on paper by him or her at the end of the previous workday.
Always remember what the ‘O’ in MOMA stands for:
The meeting is about strategizing to have an effective, productive day, and to take advantage of every opportunity to produce more quality dentistry. If it’s not on the agenda, it’s off-task.
Overall Design of the Meeting
The basic flow is chronological
Part 1: Results from yesterday —
Focus on positive results in all areas of the practice
Part 2: Plan for today —
Go over the schedule.
Each department identifies opportunities on the schedule and what’s NOT on the schedule…yet! The team plans how to make it happen.
Part 3: Momentum for tomorrow—
Plan actions today that will carry momentum into tomorrow.
Part 2 gets the bulk of time and attention. But Part 1 and Part 3 are important, too.
The three together create and sustain vital momentum into the future.
In 15 minutes or less, you’re revved-up and ready to take on the world.
Decide who will run the meeting each day.
Getting Started To put the MOMA plan in action immediately, here’s an action list for the entire team:
• Fill out the Morning Opportunity Meeting Agenda the day before so it is ready to go first thing.
• Ensure that everyone does their chart prep the day before so opportunities have been identified.
• Have a copy of the schedule printed for each member of the team.
• Everyone on the team commits to being early for the meeting each day.
• Always start with “What’s the best thing that happened yesterday?”
• Follow the agenda format identifying yesterday’s successes, the plan for today, and building momentum for tomorrow.
• Always end with a positive, upbeat thought or encouragement.
• Keep track of your same-day treatment successes each day to measure the success of your Morning Opportunity Meeting. The better you get at executing around the MOMA, the better your result.
Make it happen!
For a deep dive into the Morning Opportunity Meeting Agenda, read the FREE ToPS Institute ebook entitled The Morning Opportunity Meeting Agenda: Secrets of Producing More Than Scheduled, by Steven J. Anderson. It’s packed with ideas, techniques and systems for dental team training. Download the free e-book. Supercharge your morning meetings with FREE daily Action Thoughts!