The Power of Regular Team Meetings: A Simple Strategy for Practice Success

In every practice I’ve worked with, both ours and others, there’s one thing that consistently makes a huge difference: regular team meetings. While meetings sometimes have a bad reputation, especially when they’re lengthy or feel like they exist “just for the sake of meeting,” structured, focused, and regular meetings can transform the productivity of your practice.

Here’s a simple, effective approach to making your team meetings impactful.

The Key to Effective Team Meetings

Meetings work best when they are short, purposeful, and focused. It’s not about taking up time but rather about ensuring that everyone is aligned on the practice’s goals, celebrating successes, and identifying where support is needed. I’ve found that meeting with your leadership team weekly (and having them meet with their direct reports) makes a big difference.

Here’s how you can structure a weekly meeting using four simple questions:

1.  What Wins Were Accomplished Last Week?

Start by reviewing your wins from the previous week. This is where you drill into your key performance indicators (KPIs) and focus on what matters most. Whether it’s the number of new patients leads, consultations, total patients seen, retail sales, or revenue growth, the key is to celebrate achievements.

This is also a great time to give a shout-out to any team members who went above and beyond or embodied the core values of your practice. It’s a simple yet powerful way to keep the team motivated and aligned.

2.  What Are Our Goals and Objectives for This Week?

Next, focus on the present. What are the objectives for the week ahead? Whether you’re aiming for a specific volume of new patients, retail sales, or event attendance, this step is about setting clear, measurable goals for the team to work towards.

When everyone understands the priorities, they can work more efficiently and stay on track.

3.  Brainstorm Ideas to Achieve the Week’s Goals

Once the goals are set, it’s time to get creative. This is where you can brainstorm ideas with your team. Whether it’s a new referral program, a special promotion, or a new event, use this time to generate ideas that can help you reach your goals.

Encourage open communication and problem-solving. Even quick brainstorming sessions can lead to breakthroughs in how you approach your weekly objectives.

4.  How Can We Help or Support You?

Finally, ask your team what support they need. Do they need help with prioritizing tasks? Are there obstacles that need to be addressed? This is where leadership comes into play—ensuring that your team has the tools and resources they need to succeed.

Sometimes, team members may feel overwhelmed or unsure about which tasks to tackle first. By offering guidance and support, you can help them stay focused on what’s most important.

An Example from Our Practice

In our bariatric surgery practice, we hold a Monday meeting every week. It’s quick, to the point, and very effective. Here’s how it looks:

• Wins: We review the numbers from the previous week. How many patients did we see? How many surgeries? What were the retail sales? Were there any standout achievements from team members?
• Goals: We then focus on the week ahead. What are our patient volume targets? Do we have an event coming up? Are there any promotions or new offerings we’re introducing?
• Brainstorm: We discuss new ideas, whether it’s for a referral program or a marketing initiative. The team collaborates to come up with creative ways to achieve our goals.
• Support: Finally, I ask each team leader if they need any help or additional support to meet their objectives for the week. This allows us to tackle any roadblocks early on.

Each leader then takes this process to their own teams, keeping everyone informed, aligned, and ready to tackle the week’s challenges.

Why This Process Works

This simple four-question meeting structure has been one of the most meaningful and impactful strategies we’ve implemented in our practice. It keeps the team motivated, allows for quick problem-solving, and ensures that everyone is working toward the same goals.

When we stopped having these meetings for a short period, the entire team felt the difference. We missed the alignment, the clarity of objectives, and the chance to celebrate our wins. Most importantly, the pace of achieving our goals slowed down.

Regular meetings are not just about adding another task to your team’s plate—they’re about creating structure, providing support, and fostering a culture of continuous improvement.

Implement This in Your Practice

If you don’t already have a weekly team meeting, I encourage you to give it a try. You can choose any day that works for your team, and even if your team is remote, you can easily do this via Zoom or other online platforms. The key is consistency.

Remember, meetings should be efficient, focused, and value-driven. By implementing this four-question approach, you’ll be amazed at the difference it makes in your practice’s productivity and success. If I can help in any way, reach out to me at [email protected]