A productive morning huddle is an important part of ensuring the day runs smoothly and efficiently. When kept focused and free from unnecessary social discussion, those 10 minutes can provide a significant return throughout the day.
A huddle improves communication and enhances the patient experience. Reviewing the schedule allows the team to anticipate concerns, confirm lab cases, identify patients with outstanding treatment, and address timing issues before they become problems. Everyone starts the day with the same information instead of relying on information being passed along through “broken telephone.”
It also improves efficiency. Reviewing the schedule allows the team to identify potential roadblocks, scheduling conflicts and last-minute openings. It gives everyone an opportunity to work together to find solutions before the day gets busy.
Every team member has a role in the huddle. The admin team can identify financial concerns, timing issues and openings that need to be filled. Assistants can flag patients with outstanding diagnosed treatment or special setup requirements. Hygienists can identify patients with outstanding treatment and those who require x-rays. The dentist can address any clinical concerns or alternate setup requirements.
If your practice software has a huddle preparation feature, use it! It can make reviewing patient information much more efficient. Whether you meet with the entire team or a smaller group, make sure important information is documented in the patient notes or on a centrally located day sheet.
End the huddle on a positive note. Recognize a team member who went above and beyond, thank everyone for their efforts, or simply acknowledge that the team is prepared for a great day. The huddle is not the place for criticism or difficult conversations. Those should always happen privately.
If morning huddles are difficult because of childcare, staggered start times or other scheduling challenges, consider holding the huddle midday or the afternoon before. For example, review Wednesday’s patients on Tuesday afternoon.
A focused 10-minute huddle can save time, prevent problems and bring your team together. Make it a regular part of your routine and you will quickly see the value it brings to both your team and your patients.
