Does your practice feel a little chaotic sometimes? You’re not alone.

Each week in Calm the Chaos, I share actionable strategies, real-world stories, and simple tech solutions to help you create a better experience for your patients and team.

Today, we’ll look at the power of a brief morning huddle to keep everyone aligned and improve patient flow even when rolling out a major change like a new EMR.

STORY TIME:

When a morning huddle saves an EMR launch

BEFORE THE FIX

A podiatry practice with two locations and three providers had to go live on a new EMR. Staff felt anxious, workflows were changing, and everyone feared a rough first week.

THE SOLUTION

We introduced a daily seven-minute huddle with a simple agenda:

1️⃣ What’s happening today – share key updates so the whole team sees the same playbook

2️⃣ Who’s doing what – clarify roles so no task gets dropped

3️⃣ How to get help – outline where to turn if anyone hits a snag

4️⃣ Finish with quick encouragement and a small thank-you (lunch for the team and candy bars for an afternoon boost)

The huddle was held in person at one site and streamed to the other so both locations heard the same message.

THE RESULTS

✓ Staff entered day one knowing exactly what to expect

✓ Stress levels dropped because everyone knew where to find answers

✓ Patient throughput improved and the go-live finished on time without overtime hours

Clear, consistent communication turned a stressful rollout into a team win and let the doctors see more patients each day.

ACTIONABLE TIPS FOR THE WEEK:

Four ways to make your morning huddle work

1️⃣ Keep it short and sweet – aim for seven minutes or less to respect everyone’s time

2️⃣ Meet virtually when needed – if your team is split across locations, open a Teams, Zoom, or Google Meet call so nobody misses the huddle

3️⃣ Ask for clarifying questions – allow one minute for quick Q & A so issues surface early, not mid-clinic

4️⃣ Stick to a set agenda – today’s priorities, role assignments, help chain, and a positive send-off

Even one well-run huddle can erase hours of confusion and rework, freeing up time to see more patients.

TANIA'S TECH TIPS:

Choose a live-meeting tool and use it daily

Whether it is Teams, Zoom, Google Meet, or your phone system’s video feature, pick one platform for real-time group chats. Make sure:

• Every staff member can join from desktop or iPad
• You save a standing meeting link so nobody hunts for the invite
• Chats stay open during the day for quick follow-ups

If you have not set up a live-meeting tool yet, this is the week to do it. Multi-location practices need instant, face-to-face communication to stay in sync.

WHAT I’M READING:

The One Thing by Gary Keller

Keller teaches that success is built sequentially, one thing at a time. The morning huddle forces the team to identify the single most important objective for the day before distractions hit. Focusing on that one thing keeps everyone moving in the same direction.

SMALL CHANGES, BIG RESULTS

If you’ve ever cringed at miscommunication or wished every team member spoke with the same clarity, now is the time to fix it.

Everyone’s a VIP: Mastering Patient Communication for Excellence gives your staff the scripts, practice, and confidence they need.

TRAIN THE TEAM

P.S. Missed my recent masterclass, "How to Hire Superstars for Your Medical Practice (and How to Keep Them)"? You can catch the replay and learn step-by-step strategies for attracting and retaining top talent. → Watch the Replay