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How can you incorporate team feedback into your planning and scheduling?

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Planning and scheduling are essential skills for any practice manager who wants to optimize their team's performance, productivity, and satisfaction. However, planning and scheduling are not static processes that can be done once and forget. They require constant monitoring, evaluation, and adjustment based on various factors, including team feedback. Team feedback is a valuable source of information that can help you identify what is working well, what needs improvement, and what are the expectations and preferences of your team members. In this article, we will discuss how you can incorporate team feedback into your planning and scheduling in a systematic and effective way.

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Cynthia Bearden

Enrollee Services Director

1 Create a feedback culture

Incorporating team feedback into your planning and scheduling begins with creating a feedback culture in your practice. To do this, you need to communicate the purpose and benefits of feedback, set clear and realistic expectations and goals, provide regular and constructive feedback, and solicit and listen to feedback. Explain to your team why feedback is important for improving service quality, process efficiency, and client satisfaction. Share your expectations and goals with them, and invite them to share theirs too. Give them timely, specific, and actionable feedback on their performance, achievements, and areas of improvement. Ask for their opinions, suggestions, and concerns about your planning and scheduling. Listen to their feedback with an open mind, acknowledging their perspectives and feelings without being defensive or dismissive. Show appreciation for their input.

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Atun Bagchi

Leader of Large Deal Architect for North Europe | Enterprise Solution Advisor for strategic account | Head of Oracle Practice for Continental Europe | Practice Leader
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It starts with inculcating the culture and realising the importance of considering feedback as an input in planning/scheduling exercising. Once realised, rest of the steps can be taken over by a well-defined process.

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2 Collect and analyze feedback

The second step to incorporate team feedback into your planning and scheduling is to collect and analyze feedback in a systematic and effective way. You can use a variety of methods and tools, such as surveys, questionnaires, interviews, focus groups, observations, and assessments. For instance, surveys and questionnaires can help you gather quantitative and qualitative feedback from your team. Interviews and focus groups can provide in-depth and detailed feedback. And observations and assessments can give you objective and observable feedback. Moreover, you can ask questions that encourage them to share their experiences, opinions, and feelings about your planning and scheduling while probing deeper into their responses.

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3 Implement and evaluate feedback

The third step to incorporate team feedback into your planning and scheduling is to implement and evaluate feedback in a collaborative and continuous way. You can prioritize and categorize feedback based on its relevance, urgency, and feasibility. Then, develop action plans that specify what actions you will take, who will be responsible, when they will be done, and how they will be monitored and measured. Communicate your action plans to your team and invite them to participate. Monitor and measure progress and outcomes by tracking data and evidence to measure effectiveness and efficiency, as well as satisfaction and engagement. Finally, review and revise action plans based on results of monitoring and measurement. Identify what is working well, what needs improvement, and what are the new or emerging feedback from your team, then adjust actions, timelines, and resources accordingly.

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Cynthia Bearden

Enrollee Services Director
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I agree, but scheduling feedback isn’t the key. There are two pieces missing here. Not only do you schedule it, you make sure it is not cancelled for any reason. Lack of follow through is the main detractor for not achieving goals. Second, the team member must own a piece of the plan. What do they want to work on? Why? How can I help?

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4 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you incorporate team feedback into your planning and scheduling?

1

2

3

4

1 Create a feedback culture

2 Collect and analyze feedback

3 Implement and evaluate feedback

4 Here’s what else to consider

Practice Management

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How can you incorporate team feedback into your planning and scheduling?

1

2

3

4

1 Create a feedback culture

2 Collect and analyze feedback

3 Implement and evaluate feedback

4 Here’s what else to consider

Practice Management

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