Solve the 5 Problems that Overwhelm Your Team

Dentistry is an incredibly rewarding profession, but the demands it puts on us makes it easy to become overwhelmed, causing a litany of problems. An overwhelmed team is unable to consistently deliver an elevated patient experience, and will be more susceptible to burnout and the risk of resignation. What’s more, when the team is overwhelmed, the doctor has to pick up the slack, which leads to your own burnout. 

We get overwhelmed for many reasons, but these are the five biggest that we see:

1. Lack of Clear Expectations

When your team lacks a shared understanding of what success looks like in their roles, they’re left guessing. As a result, anxiety and inconsistency become prevalent, which causes problems for the whole practice. It all comes back to our favorite equation: E-R=C. When expectations and reality fail to meet, it creates conflict, which translates to daily friction. You cannot let team members decide what success looks like — you must communicate your definition with clarity, so no one is operating based on guesswork.

2. Missing or Outdated Systems

Systems are a crucial part of any healthy business, because they reduce the fatigue that comes along with making all the little decisions throughout the day. Without them, everything feels urgent and reactive, instead of proactive, and team members have difficulty feeling clear around expectations or accountability. If you want to improve communication, efficiency, and success while simultaneously aligning your actions with your vision and values, you need to create agreements in the form of systems. And remember what Kirk says: “If it’s not in writing, it doesn’t exist,” so make sure to document them! For guidance on accomplishing this, download this guide!

3. Constant Changes with No Communication

As leaders, it’s easy to implement frequent changes in protocols, scheduling, or expectations without proper communication, which leads to confusion and frustration among the team. They feel left out of the decision-making process, and they never know what will fall into their lap next. The solution is simple: more communication! Teams who communicate well consistently outperform others, but that level of communication requires intention. Slow down, make time for regular team meetings, and start building some communication rhythms.

4. Unclear Roles and Responsibilities

When we survey teams, one of the issues we consistently see is that there’s a lack of clarity around their roles and responsibilities. This is a problem, because when it’s not clear who owns what, your team wastes energy guessing, duplicating efforts, or missing key tasks. You need accountability, but that’s only possible when there’s clarity around who is accountable. You can create this clarity by using a documented Function Accountability Chart that will keep everyone aligned!

5. Lack of Feedback or Recognition

No one likes to see their hard work go unnoticed, and when it happens, motivation and morale will decline. We need to give people feedback and recognition when they’re doing a great job, and it must be intentional and authentic. If you’re not, then you’re actually holding your team back, because appreciation and feedback aren’t just optional — they’re tools your team needs to succeed. Find out how to build an appreciative workplace with this guide!

At its core, being overwhelmed is a symptom, not the root problem, which means it’s something you can treat by making changes elsewhere in the practice. Slowing down, asking your team what feels heavy, and working to clarify expectations, priorities, and systems will help your team gain confidence and your leadership gain traction. That intentional structure will create space for your team, which will empower them to do more than just survive — they will thrive!

To learn more about ACT and how we can help you build a Better Practice and a Better Life, reach out to Gina!

Tune in next time and learn how to end your year with a great review that will set you up for next year!