As a private practice owner, creating a productive and engaged team is one of your most important responsibilities. Even with a fantastic staff, there will be moments when you need to discuss productivity—be it about meeting expectations or tackling performance challenges.
While these conversations can feel awkward, they offer a golden opportunity to inspire your team without sparking unnecessary tension.
Ready to turn these discussions into a positive experience? Here’s how to have a meaningful conversation about employee productivity in your practice!
1. Set Clear Expectations from the Start
Before you even need to address productivity concerns, make sure your expectations are clear from the beginning. When hiring or onboarding new employees, take the time to discuss what success looks like in your practice.
Whether it’s patient wait times, billing accuracy, or timely follow-ups, make sure everyone understands their responsibilities and the benchmarks for performance. This will make it easier to have a productive conversation later on if issues arise because everyone knows what’s expected.
2. Choose the Right Time and Place
If you need to address productivity with a specific employee, timing and location are crucial. Having a one-on-one meeting in a private setting is important for creating an environment where your employee feels comfortable and respected.
Avoid addressing performance concerns in front of other staff members or in a busy public area. Schedule a time to meet when you can give your full attention to the conversation, without interruptions or distractions.
3. Focus on the Facts, Not Assumptions
When discussing an employee’s productivity, be sure to focus on specific facts, not generalizations. Use concrete examples to show where the employee’s performance might be falling short.
For example, instead of saying “You’ve been slacking lately,” try saying, “I noticed that your patient follow-up reports haven’t been completed on time for the last three weeks.” This helps prevent the conversation from feeling like an attack and keeps it centered on actionable information.
4. Listen Actively
It’s crucial to listen to your employee’s perspective. There may be factors influencing their productivity that you aren’t aware of—personal issues, unclear expectations, or even confusion about their workload.
Encourage your employee to share their side and listen without interrupting. By actively listening, you show that you value their input and are open to understanding their challenges. This can also provide you with insights into ways you can better support them.
5. Offer Support and Solutions
Instead of only pointing out problems, work with your employee to come up with solutions. Ask open-ended questions like, “What do you think would help improve your workflow?” or “How can we better support you in meeting your goals?”
Offer training, additional resources, or even adjustments to their workload if needed. When employees feel supported, they’re more likely to take action to improve their productivity.
6. Set Clear, Achievable Goals
After discussing the issues at hand, it’s important to establish clear, measurable goals for improvement. Setting expectations for what success looks like going forward will provide both you and the employee with something to work toward.
For example, “I’d like to see your patient follow-up reports submitted within 24 hours for the next month.” Having a goal gives your employee a clear target and creates accountability. Be sure to follow up regularly to track progress and offer feedback.
7. Provide Positive Reinforcement
Remember to acknowledge improvements in productivity, no matter how small. Positive reinforcement goes a long way in motivating your team. If your employee shows progress, be sure to praise their efforts.
Recognizing improvement not only boosts morale but also reinforces the behaviors you want to see more of.
8. Follow Up
Productivity conversations shouldn’t be a one-time event. Follow up with your employee after the conversation to check on their progress. Regular check-ins will help keep the lines of communication open and allow you to make adjustments if needed.
By showing that you’re invested in their success, you help create a culture of continuous improvement in your practice.
Conclusion
Having a conversation about employee productivity doesn’t have to be uncomfortable. By approaching it with clear expectations, active listening, and a focus on solutions, you can foster a positive and productive work environment. Remember, the goal is to support your team so your practice can thrive. With these strategies, you can turn a potentially difficult conversation into an opportunity for growth and success.
