4 Moves to Slash Admin Time

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Meet the Productivity Mindset Strategy, an approach that might just transform your practice:

#1: Build Your Playbook

Be sure to include:

Batch Tasks: Designate specific days for routine tasks.
Personal Appointments and Time Blocking: Block time in your calendar for client appointments and administrative duties.
Simplified Systems and Schedules: Use schedules for recurring tasks like clinic cleaning or maintenance checks.
Supplier Lists: Keep a curated supplier list with contact information and ordering specifics.
Prioritize Essential Service Payments: Quick payment can build good relationships.
Communication Policies: Set clear expectations for availability. Include working hours and how to book appointments or reach you in urgent situations.
Financial Policies and Tools: Establish firm policies around fees and payments.
Appointment Scheduling: Include time for administrative tasks between sessions.

#2: Leverage Other Professionals

Delegate to streamline operations and boost profit margins.

Free up time by:

Outsourcing Non-Core Duties: Tasks like bookkeeping, accounting, and cleaning are essential but can distract from client care.
Setting Correct Permissions for Admin Staff: Empower administrative staff with the right permissions to handle tasks.
Automating Routine Supply Orders: Put routine tasks on autopilot.
Creating an Aspirational Practice Model: Model your systems and behaviors to align with your vision.
Valuing Your Time & Delegating: Think of your charge per hour as a baseline for deciding whether a task is worth your personal attention.
Considering Opportunity Cost: Focusing on activities that offer the greatest return in terms of client outcomes and practice growth.
Creating a Culture of Continuous Improvement: Take note of recurring issues and develop systems to prevent oversights.
Establishing Processes and Standards: Set clear processes and standards for tasks.

Automate essential operations:

Enable Online Booking: Implement online booking to remove yourself from the scheduling equation.
Automate Client Intake: Send forms automatically when clients book online.
Appointment Reminders: Automate email and SMS appointment reminders.
Financial Transactions: Streamline billing processes by automating invoicing and post-appointment recall messages.
Track Sessions: Use tools like session packs to manage multiple sessions.