🤝 Build the right team, build a stronger practice

Does it feel like you and your staff are always stretched too thin? You are not alone. Each week in Calm the Chaos, I share practical tools, real stories, and tech tips to help you create a supportive environment for your team and your patients.

This week, we are focusing on building the right team. With the right people in the right roles, your practice can reduce stress, improve care, and create a workplace where staff want to stay.

STORY TIME:

How an Orthopedic Practice Built a Superstar Team

BEFORE THE FIX

An orthopedic practice struggled with high turnover. The wrong people were in critical roles, and staff felt unsupported. Calls were missed, scheduling errors piled up, and patients often complained about long wait times. Morale was low, and leadership felt like they were constantly putting out fires.

THE FIX

The management decided to redefine each role clearly and hired staff based not only on skills but also on cultural fit. They created a structured onboarding process with clear checklists and assigned mentors for new hires. They also introduced monthly training sessions focused on communication and teamwork.

THE RESULTS

Turnover dropped by half within a year. Staff felt more confident in their roles, patients noticed the difference in service, and providers were able to focus more on clinical care. The practice gained a reputation as both a great place to work and a great place for patients.

TAKEAWAY

When you hire carefully, train consistently, and support your staff, your practice becomes a place where both patients and employees thrive.

ACTIONABLE TIPS FOR THE WEEK:

How to Build the Right Team

1️⃣ Define Roles Clearly – Write down what success looks like for each position so expectations are clear.

2️⃣ Hire for Fit, Not Just Skills – Look for candidates who align with your values and patient-centered culture.

3️⃣ Create a Strong Onboarding Process – Use checklists and assign mentors so new staff feel supported from day one.

4️⃣ Invest in Ongoing Training – Hold monthly sessions on communication, teamwork, or problem-solving to build skills and connection.

Micro-Challenge:

Review one job description in your practice this week and update it so the responsibilities and expectations are crystal clear.

TANIA'S TECH TIPS:

Use Trello to Streamline Onboarding

Onboarding often gets messy when tasks are scattered across emails, sticky notes, or memory. Trello is a simple online tool that works like a digital bulletin board. You can create a board for new hires, add cards for tasks like “set up email” or “review HIPAA training,” and check them off as they are completed.

💡  Pro Tip: Add due dates and assign each task to a staff member. This keeps onboarding organized and ensures no steps are missed, giving new employees a smooth start.

WHAT I’M READING:

Atomic Habits by James Clear

This book is a reminder that small, consistent habits add up to big change. Training your team regularly, even in short sessions, builds long-term improvements in culture and performance.

SMALL CHANGES, BIG RESULTS

The right team is the foundation of a thriving practice. By hiring well, onboarding thoughtfully, and supporting growth, you set your staff and your patients up for success.

Looking for more ways to build a high-performing, positive culture? Everyone’s a VIP: Mastering Patient Communications for Excellence gives your team the tools to deliver their best every day.

TRAIN YOUR TEAM

P.S. Managing a practice is tough, but you don’t have to tackle every challenge alone. If you’re looking for clear solutions and a fresh perspective, my 90-minute Practice Clarity Call is for you. Together, we’ll find what’s holding your team back and create a simple, realistic plan that fits your practice. Ready for a change? Book your Clarity Call here