The Power of Consistent Communication
Let’s face it: running a dental practice isn’t for the faint of heart. Between managing patients, handling emergencies, and keeping the schedule on track, it’s easy to see why some teams feel like they’re barely staying afloat and headed for burnout. Poor or complete lack of communication is at the center of 99% of our problems and stagnant growth, but it doesn’t have to be that way.
Let us look at how great sports teams operate; you’ll find their success comes down to one thing: communication. And not just any communication—the kind that’s consistent, clear, and purpose-driven.
So, let’s break down how you can take a page from the playbook of championship teams, anchor your practice with meetings that actually matter and communication that drives performance.
Daily Huddles: Your Play-by-Play Strategy Session
In sports, constant communication is the key to winning. Take a baseball game, for example. The players are calling out what’s happening on the field— “Bases loaded, two outs!” They’re not just talking to hear themselves; they’re giving their team the information they need to make the next play. This is exactly what your daily huddles should be—a quick, focused session where critical information is shared to ensure everyone is on the same page and ready to execute.
But let’s be real—these huddles shouldn’t turn into a long-winded review of the obvious or what everyone did last night. Nobody needs to hear about every patient’s entire medical history unless it’s directly relevant to their care that day or that your 10am needs an FMX. Keep the conversation tight and relevant: unscheduled treatments, same-day opportunities, emergency slots, and outstanding patient balances. And if we are being honest here, doctors, you sometimes think you have time for everything… spoiler alert, you don’t. Let your assistants take the lead on managing emergency times—they usually have the best pulse on the schedule.
Daily huddles are your practice’s play-by-play strategy session—get in, get the info, and get ready to win the day.
Weekly Department Meetings: Digging into the Details
Now, let’s talk about department meetings. These should go on a rotation, and for the sake of all things caffeinated, avoid Mondays. No one’s at their best on Monday, and you don’t need that kind of energy when you’re trying to get things done. Instead, try this: hold the assistant meeting the first Tuesday over lunch, hygiene the second Tuesday, administrative the third, and a full team meeting on the fourth Tuesday. Consistency is key here—same day, same time, every week.
These meetings should be concise and focused on just three topics. Why three? Because small bites are easier to chew—and easier to digest. One of these topics should always be a review of a process—think of it as your mini-CE session. You don’t wait until your CE credits are due to learn something new, so why wait to update and refine your processes? Whether it’s streamlining patient handoffs, maintaining equipment, or getting everyone up to speed on a new software update, these small but regular reviews keep your practice running like a well-oiled machine.
The other two topics? They should tackle specific challenges the department is facing. For example, does the doctor always run behind on crown preps? Don’t wait until your quarterly meeting to talk about it, and definitely don’t gripe about it daily without resolution. Address it head-on in your weekly meeting. As Brené Brown wisely says, “Clear is kind.” Sure, you need to approach these discussions with professionalism and tact, but if adding an extra ten minutes to a crown prep appointment prevents headaches, reduce stress, and increase patient satisfaction, it’s worth the adjustment. These meetings are about real, actionable progress—not just airing grievances. The last meeting of the month is a review of all details from the department meetings, so everyone is on the same page and rowing in the same direction.
The following month your departments first review the three topics from the previous month and if we didn’t resolve one topic from the last month, you don’t add three new ones, you only get two. You have to review the challenge and pivot or practice more if your first solution didn’t work. Stick to the three or nothing gets resolved!
Quarterly Meetings: Setting the Big-Picture Goals
Finally, let’s talk about your quarterly meetings. This is dedicated time about setting big-picture goals for the practice. And let’s get creative here— Think about goals like getting a CBCT before the end of the year, implementing a bonus system, or taking your team on a well-deserved trip.
Do not make everything about the financials.
Of course, numbers play a role in all of these goals—after all, Pearsons Law states “ that which is measured grows, that which is measured and reported grows exponentially”. You have to connect why those numbers matter. How will it benefit your team? They are human and no one will care about YOUR business more than you. Use these meetings to dream big and strategize about how to make those dreams a reality. When your team sees that their hard work translates into tangible rewards, they’ll be even more motivated to perform at their best.
Bringing It All Together: Communication is Your Winning Strategy
Consistent, meaningful communication is what takes your practice from good to great. Your daily huddles keep the team aligned and ready for the day, your weekly department meetings tackle the nitty-gritty details and resolve ongoing challenges, and your quarterly meetings set the vision and goals for the future. This layered approach decreases stress, boosts productivity, and—most importantly—fosters a sense of accountability and teamwork.
When everyone knows what’s expected, is on the same page, and every meeting has a clear purpose, your team will not only meet their potential, but they will also exceed it. By focusing on regular, well-structured communication, you will see an increase in engagement, decrease in stress, and overall improvement in your practice’s performance. After all, a happy, healthy team is a productive one, and it all starts with communication that truly matters.
