Ep382. Systematising Your Practice: How to Streamline, Scale, and Reclaim Your Time. David Jenyns
Sep 22, 2024
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David Jenyns, a seasoned entrepreneur and systemisation expert, joins to discuss how to streamline practice operations and reclaim precious time. He shares essential starting points for building effective systems and how to tailor them with AI tools. Jenyns emphasizes the importance of fostering a systems culture within teams and offers actionable steps for busy practitioners to implement changes. Plus, he reveals strategies for improving information management and project accountability to enhance overall efficiency.
Establishing a culture of accountability through clear communication is vital for efficient team operations and responsibility tracking.
Systematizing critical business processes allows chiropractors to focus on high-value activities while maintaining operational sustainability.
Leveraging AI tools and cloud-based software enhances practice efficiency, automating routine tasks and creating accessible, structured documentation for staff.
Deep dives
Creating a Culture of Accountability
Establishing a culture of accountability in a team is essential for the smooth operation of a practice. Clear communication regarding who is responsible for specific tasks and the deadlines they must meet helps eliminate confusion and sets explicit expectations for team members. When systems are effectively in place, it becomes clear who is managing what, which fosters an environment where responsibilities are acknowledged and tracked. This structure not only streamlines workflow but also improves the practice's overall efficiency.
The Importance of Systematization for Practice Success
Implementing systems within a practice can significantly enhance overall efficiency and allow the chiropractor to focus on high-value activities. By systematizing tasks related to patient care and administrative functions, the practice can maintain its operations even in the absence of the owner. Start by identifying key business processes that generate revenue and focus on documenting these systems first. This approach allows team members to take on responsibilities without the owner being involved in every detail, ultimately leading to a more sustainable business model.
Starting with Systems: A Practical Approach
To effectively begin the systemization process, focus on mapping out essential tasks that revolve around the delivery of core services. It's recommended to break down the patient journey from first contact to follow-up care, identifying every touchpoint that requires attention. A good practice is to prioritize the tasks that are most urgent or problematic, as working on these areas will yield immediate benefits and alleviate pain points for both staff and patients. This method promotes efficiency and creates a more positive practice environment overall.
Leveraging Technology and AI for Efficiency
Modern practices can benefit immensely from utilizing AI tools and software to streamline operations and capture processes efficiently. For example, AI can help create drafts of processes or automate routine tasks, allowing the team to save time and focus on patient care. Transitioning to cloud-based tools ensures that systems are easily accessible, making it simpler for staff to follow protocols. By incorporating multimedia resources, such as videos and audio explanations along with text documentation, a clearer understanding of processes can be achieved.
Building and Maintaining a Systems-Driven Culture
To maintain an effective systems-driven culture, it is crucial to onboard new staff members with a strong emphasis on the existing systems and processes. Celebrate successes and recognize team members who adhere to established protocols to foster a positive attitude toward system usage. Management should encourage a mindset of continuous improvement, making it clear that systems are there to help everyone perform better, rather than as mechanisms for micromanagement. Establishing this supportive environment will not only help staff feel empowered but will also contribute to the overall success of the practice.
In this episode, I sit down with systemisation expert David Jenyns to talk about how you can streamline your practice and reclaim your time. We’ll cover where to start when building systems, how to know when your system is good enough, and the AI tools that can make everything run smoother. David also shares tips on creating a culture where your team actually uses the systems you put in place—and if you feel like you’re too busy to even think about systems, he’s got the exact steps to get you started.
David Jenyns is a serial entrepreneur, systems devotee, and founder of SYSTEMology, a company dedicated to helping business owners worldwide scale and streamline their operations. With over 20 years of experience in franchising, digital marketing, and business strategy, Jenyns has established himself as a trusted leader in the industry.
After successfully systemising his own digital agency in 2016, Jenyns turned his attention to helping others achieve the same level of success. He founded SYSTEMology, a proven seven-step process for managing clients and implementing systems in their businesses. Today, his mission is to empower business owners to work on their businesses, not in them.
Through his workshops, keynote addresses, and podcast, Business Processes Simplified, Jenyns has helped thousands of business owners achieve exponential growth and success. He is a passionate advocate for leveraging systems to simplify and streamline business operations, and his commitment to excellence has earned him the trust and admiration of his clients and peers alike.
