Best Systemising Resources for Plastic Practices – How to Systemise Your Practice

Building Systems & Processes for Your Practice – A useful LIST of Systems Documents & Resources for Your Specialist Practice

Many surgeons, practice owners and managers play the “Guessing Game” – They let their team members try to “Guess” what they really want to achieve. Always start with BASIC SYSTEMS – Always Share Your Desired OUTCOMES  with your “A Team” and Build Better Systems & Processes. Strategy & Business Plans for many small businesses & practices are either old or non-existent. Targets and KPIs are scarce. Help your team achieve more by clearly communicating your desired Outcomes and Business Direction. This blogs can help you build your practice systems and processes.

 

Don’t Keep it a SECRET! Give us a HINT of what you want to achieve!

ANY document that can help CLARIFY the desired outcomes & direction of the business is really USEFUL to boost team engagement and results.

Let’s start by getting everybody on the same 1st page with Systems 101.

Here is a Useful Checklist of some helpful documents to achieve better Organisational Clarity and Results.

CREATE YOUR OWN “ABOUT OUR PRACTICE” DOCUMENT

• Our PURPOSE – Why we do it?
• Our PHILOSOPHY – What we Believe
• Our PEOPLE – Who we are
• Our PLAN – What we do
• Our PROCESSES – How we do it
• Our POSSIBILITIES – Opportunities
• Our PROBLEMS – Issues and Concerns
• Our PERFORMANCE – KPI expectations
• Out PAYOFF – Benefits and Bonuses

CLEAR DIRECTION DOCUMENTS

• VALUES STATEMENT – What’s really important to us?
• VISION STATEMENT & MISSION STATEMENT
• S.W.O.T.  ANALYSIS
• STAKEHOLDERS – Clear Identification of all STAKEHOLDERS
• COMPETITOR ANALYSIS – Who are our competitors (By Segment)
• TARGET MARKET & IDEAL BUYER PERSONAS – Who are our buyers?
• CORE STRENGTHS (Niches) – The Hedgehog Principle – What ONE thing do we do well?
• UPDATED BUSINESS PLAN – Business Strategies are Clear (Liveplan or One Page Plan)
• FINANCIAL OBJECTIVES – Budget, Actuals, CPC Comparisons

HUMAN RESOURCES HR DOCS

• OUR ORGANISATIONAL CHART – names and pictures
• OUR ROLES & RESPONSIBILITIES – Individual Position & Ideal Person Descriptions
• OUR CULTURE STATEMENT – Our Philosophy
• A COURTESY SYSTEM in place
• PRODUCTIVITY & EFFICIENCY – meetings are meaningful, motivational and minute-wise (See the 25 minute meeting by Donna McGeorge)
• HOUSE RULES – clear set of HR Policies & Procedures
• RECRUITMENT STRATEGIES & REMUNERATION PLANS
• INDUCTION PROGRAM

STAFF INDUCTION DOCS

• ONBOARDING CHECKLIST – Admin, Financial, Show Around, Meet People
• VISIT & READ OUR COMPANY WEBSITE
• CLEAR EXPECTATIONS & PROCESSES – Checklists
• STYLE GUIDE – Logos, Colours, Pics, Videos, Examples of past work
• TEAM COMMUNICATION TOOLS – coaching, feedback and samples
• FAQs & FADQs lists

COUNTING & MEASURING BUSINESS OUTCOMES

• KEY METRICS have been established – Which things to measure regularly
• KPIs & KRAs – MEASUREMENT & FEEDBACK SYSTEMS in place
• FINANCIAL REPORTING – Regular Meetings on P&L or A&L

ENVIRONMENTAL BUSINESS OUTCOMES

• P.E.S.T. ANALYSIS Completed (Political, Environmental, Social, Technological)
• WORKING ENVIRONMENT – WHS/OHS issues, Built Environment audits
• EQUIPMENT & TOOLS – Technology & Software up to date
• COMPETITIVE ENVIRONMENT – New Competitors/Threats regularly assessed

OUTSOURCED STAFF CHECKLIST

• SURROUNDINGS & SUPPORT – Risk Analysis – Security – power, pics, helpers, Family
• OFFICE SET UP – Connection, Mobile phones, computer, other equipment
• TOOLS – Preferred Software programs
• REFERENCES – Past work, Past employers
• SCENARIO PLANNING – Robbery, Theft, Backup, Disaster (hurricane, flood, fire)

HOW TO  CREATE BETTER SYSTEMS & PROCESSES FOR PRACTICE MANAGERS – Books and Resources

Systemology by David Jenyns

Systemology by David Jenyns is a detailed guide for business owners seeking to streamline their operations and create efficient and effective systems. The book provides strategies for systematising every aspect of your business, from marketing and sales to operations and customer service.

The book explores a vast range of subject matter, including the benefits of systemisation, how to identify and prioritise systems, and how to create and implement effective systems in your business. David Jenyns also provides guidance on how to measure and improve your systems over time, and how to train and empower your team to work effectively within a systemised business.

One of the unique aspects of this book is its emphasis on the importance of a systemised approach to business. The author emphasises the value of creating processes and procedures that are repeatable and scalable, enabling business owners to focus on growth and innovation rather than day-to-day operations.

Systemology is a book for business owners who want to create a more efficient and effective business. The info in this book will help you systematise your business, improve your operations, and achieve your goals in a competitive and rapidly changing market.

 

 

Traction – Get a Grip on Your Business by Gino Wickman

Traction by Gino Wickman is a book that provides practical and actionable steps to get a grip on your business. It is an insightful read that guides business owners on how to identify and overcome the common challenges faced in running a business. The book covers everything from creating a vision for the company to hiring the right people and building a rock-solid team. With Traction, you will learn how to set goals, execute on them, and ultimately grow your business.

 

 

 

 

The E-Myth for Physicians by Michael Gerber

The E-Myth for Physicians by Michael Gerber is a thought-provoking book that can help medical professionals seeking to build successful and sustainable businesses. The book draws on the principles of the E-Myth, which emphasises the importance of building systems and processes that enable business owners to work on their business rather than in it.

The book covers diverse topics, including the importance of creating a clear vision and mission for your practice, how to develop and implement effective systems and processes, and how to empower and train your team to work effectively within a systemised business.

One of the unique aspects of this book is its focus on the challenges and opportunities that are specific to the medical industry. The author offers insights into the unique dynamics of the healthcare industry and provides guidance on how to navigate regulatory and financial challenges while maintaining a focus on patient care.

 

Work the System by Sam Carpenter

“Work the System” is a highly-regarded book written by Sam Carpenter, which provides a detailed and practical approach to managing your life and business operations. Whether you’re an entrepreneur or working for a corporation, this book offers a systematic methodology for creating a clear roadmap, identifying the root cause of problems, and implementing effective solutions. It’s a must-read for anyone seeking to streamline their operations and improve their overall efficiency.

Do you want to make more and work less? Work the system will teach you how to do it exactly.

 

 

 

 

ClockWork – Design Your Business to Run Itself by Mike Michalowicz

ClockWork by Mike Michalowicz is a comprehensive book that guides entrepreneurs through the process of designing and automating their businesses to operate with maximum efficiency and minimum stress. It provides helpful insights into creating a business that can function without its owner’s constant presence and explains how to delegate tasks, create systems, and streamline operations for optimal productivity.

 

 

 

 

Lean Six Sigma for the Medical Practice Improving Profitability by Improving Processes by Frank Cohen and Owen Dahl

Lean Six Sigma for the Medical Practice by Frank Cohen and Owen Dahl is an informative guide for medical professionals who want to improve the profitability of their practice by streamlining their processes and reducing waste. The book draws on the principles of Lean Six Sigma, which is a data-driven approach to process improvement.

The book encompasses a varied array of subjects, including the basics of Lean Six Sigma, how to identify and analyse process inefficiencies, and how to implement solutions that improve quality and reduce costs. The authors also provide practical guidance on how to measure the success of process improvements and sustain ongoing improvement efforts.

One of the unique aspects of this book is its focus on the medical industry and the specific challenges and opportunities it presents. The authors offer insights into the unique dynamics of medical practice, including the importance of patient-centred care and the impact of regulatory and financial pressures on the industry.

Lean Six Sigma for the Medical Practice is a must-read for medical professionals who want to improve the profitability and efficiency of their practice. Reading this book can help you identify and address process inefficiencies, improve patient care, and achieve sustainable business success.

 

Complications by Atul Gawande

Complications by Atul Gawande is a gripping and thought-provoking book that explores the complex world of modern medicine and the challenges and triumphs of medical professionals. The book offers a series of engaging and often personal stories that reveal the realities of modern medical practice and the challenges that doctors face in delivering quality care to their patients.

The book covers a varied range of topics, including medical errors, surgical complications, and the impact of modern technology on medical practice. Atul Gawande also provides insights into the human side of medicine, including the emotional toll of caring for patients and the ethical dilemmas that doctors face in their daily work.

One of the unique aspects of this book is its emphasis on the importance of learning from mistakes and embracing the complexity of modern medicine. The author emphasises the need for a culture of transparency, honesty, and ongoing learning in medical practice, and the value of taking a more people-centred approach to patient care.

 

Better by Atul Gawande

Better by Atul Gawande is a compelling book that explores the principles of improvement and innovation in the medical industry. The book offers practical advice and insightful stories that highlight the importance of a culture of continuous learning and growth in the medical profession.

The book covers a range of topics, including the importance of clear goals and effective communication, the impact of technology on medical practice, and the role of experimentation and innovation in driving progress in the industry. Atul Gawande also provides practical guidance on how to build effective teams, measure progress, and sustain ongoing improvement efforts.

One of the unique aspects of this book is its emphasis on the power of learning from failure and embracing a culture of experimentation and innovation. The author emphasises the value of taking a different approach to problem-solving, and the importance of developing a deep understanding of the needs and challenges of patients and medical professionals.

 

The Checklist by Atul Gawande

The Checklist by Atul Gawande is an insightful book that explores the power of checklists in reducing errors and improving outcomes in complex industries such as aviation and medicine. The book offers a compelling argument for the use of checklists in medical practice, and provides practical guidance on how to design and implement effective checklists in a medical setting.

The book covers several different topics, including the science behind checklists, the role of human error in medical practice, and the ways in which checklists can improve patient safety and outcomes. Atul Gawande also provides guidance on how to create and use checklists effectively, and offers examples of successful checklist programs in medical settings.

One of the unique aspects of this book is its emphasis on the importance of simplicity and standardisation in improving outcomes. The author emphasises the value of designing checklists that are simple, clear, and easy to use, and that address the most important and common risks in medical practice.

The Checklist is a book for medical professionals, students, and anyone interested in the role of checklists in improving outcomes and reducing errors. With its practical tips and compelling arguments, this book will help you understand the power of checklists in medical practice, and provide you with the tools you need to implement successful checklist programs in your own practice.

OTHER USEFUL BOOKS

• Simplifying Surgery: A Checklist Approach to Improving Safety
• Smartwork by David Allen
• Getting Things Done: The Art of Stress-Free Productivity by David Allen
• The Power of Habit: Why We Do What We Do in Life and Business by Charles Duhigg
• Essentialism: The Disciplined Pursuit of the Essential

Useful Resources to help with Systemising Your Practice

• PracticeHub by Avant and Avant Checklists for your Practice
• Formitize – forms and processes
• Microsoft Sharepoint – Your own Intranet of Shared Resources
• ASPS – American Society of Plastic Surgery Shop has some systems document templates for sale e.g. informed consents
• The Aesthetic Society USA has practice management resources for members created by Karen Zupko and RADAR too
• Any Mind Mapping Software can help

Further Reading – Blogs By David Staughton

• Read Dave’s Best Practice Growth Blogs
• Read Dave’s Best Practice Marketing Blogs