Now you’ve got job descriptions for all of your staff, so it is time to explain to them when and how you want these things done. The best way to do this is to create clear routines that define your expectations.
Routines are simply a to-do list charted out by day and by week that help your staff members understand how to execute the job you need them to do. This week we will start with your team members and next week we will look at what your routines should look like to ensure you are following up.
DAILY: Start with those things they need to do every day. Examples include check mail daily, check messages hourly, call for appointment reminders for 7 days out, call for appointment reminders for unconfirmed appointments 2 days out, etc.
WEEKLY: Next, map out the things that are done less frequently, assigning a day they should be completed. Examples include: Perform vaccine inventory and ordering on Tuesdays, order office supplies on Fridays, follow up on TB tests on Tuesdays and Thursdays.
MONTHLY/QUARTERLY: Finally, assign monthly tasks to different weeks of the month to ensure they are completed and not forgotten. You can easily divide months into 4 weeks so assign Week 1, Week 2, Week 3 tasks, etc. For months that could be considered to have 5 weeks (March, June, September, December), assign tasks that need to be completed quarterly, if any. See the example in the picture below.
Make sure the tasks cover all of the things that need to be done on any sort of regular basis. Next week we will talk about leadership routines to make sure you are following up appropriately. I promise you, though, that breaking down every staff member’s job in this way will be a huge help to them to see how they can fit it all in and to you as you follow up to ensure things are getting done appropriately.