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What do you do if your current project management tools are not meeting your practice management needs?

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When it comes to managing a practice, having the right project management tools is crucial for staying organized and efficient. However, what happens when you discover that your current tools are not quite up to the task? The frustration of dealing with inadequate software can slow down your workflow, create communication barriers, and ultimately impact your practice's success. It's essential to recognize the signs that your tools are falling short and take proactive steps to address these gaps. Whether it's through customization, integration, or a complete overhaul, finding the right solution will help you streamline operations and better serve your clients.

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1 Assess Needs

To address shortcomings in your project management tools, start by reassessing your practice's unique needs. Consider the specific challenges you're facing: Is it a lack of features, poor user experience, or something else? Engage with your team to gather feedback on what's working and what isn't. This collaborative approach ensures that any changes you make will be beneficial for everyone involved. By pinpointing the exact areas where your current tools are lacking, you can focus on finding solutions that directly address these issues.

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John Mamutil

Orthodontist at invisibleBrace5 Orthodontics, Castle Hill
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We had this problem at our practice and I identified it all the way back to 1998. Within 2 years we had a very fast and efficient Windows system developed. It was so well designed - we never needed support and it left every other PMS (Practice Management System) for dust. 7 years ago we re-devloped it for Apple Silicon and now the cloud. Again it beats everything else in the Specialist Orthodontic field - with speed, efficiency and integration as its unique and key features.

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2 Explore Options

Once you've identified the gaps in your current system, explore the wide range of project management tools available. Look for features that meet your specific needs, such as task automation, real-time collaboration, or detailed reporting. Don't rush this process; take the time to evaluate multiple options and consider how they could fit into your existing workflow. Remember, the goal is not just to find a new tool but to find the right tool that will enhance your practice management and support your team's productivity.

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Stephen Gregory Barr, MBA, JM

GM | Growth & Operations | Business & Digital Transformation
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Coming into an organization as a new leader, individual contributor, or support all require the same skill - the ability to assess, evaluate and enact. However, while some expertise and prior tools executed in prior roles worked; the social, political and cultural nuances of a new organization will require additional assessments. One of the easiest metrics to measure new tools or processes that work is to assess productivity and profit margins. For example, if an existing process has multiple stakeholders doing the same job with minimal or no improvement, this process might be antiquated and in need of innovation. In this case, eliminating redundancy paves the way for better internal/external communication optimizing performance.

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3 Customize Tools

If off-the-shelf options don't fully meet your requirements, consider customizing your current tools. Many project management platforms offer a degree of customization, allowing you to tailor them to your practice's workflows and processes. This might involve creating custom fields, setting up specific workflows, or integrating with other tools you're already using. Customization can bridge the gap between your needs and the tool's capabilities, making it a more viable and cost-effective solution than switching to a new system altogether.

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4 Integrate Systems

Integration can be a powerful way to enhance your practice management capabilities. Look into integrating your project management tools with other software you use, such as billing systems, electronic health records (EHR), or customer relationship management (CRM) platforms. This creates a seamless ecosystem where data flows freely between systems, reducing manual data entry and the potential for errors. By building a more interconnected set of tools, you can boost efficiency and ensure that all aspects of your practice are working in harmony.

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5 Train Team

Introducing new tools or significant changes to existing ones requires thorough training for your team. Ensure that everyone understands how to use the new features and systems effectively. Provide resources, such as manuals or training sessions, and encourage questions to foster a smooth transition. Adequate training not only promotes quick adoption but also helps to maximize the benefits of the updated project management tools for your practice.

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6 Monitor Progress

After implementing changes to your project management tools, it's essential to monitor progress and gather feedback. Keep an eye on how the new solutions are affecting day-to-day operations and whether they're resolving the issues you identified. Be prepared to make further adjustments as needed. Continuous monitoring and a willingness to iterate on your solutions will help ensure that your practice management tools evolve alongside your practice's needs.

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7 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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What do you do if your current project management tools are not meeting your practice management needs?

1

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3

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1 Assess Needs

2 Explore Options

3 Customize Tools

4 Integrate Systems

5 Train Team

6 Monitor Progress

7 Here’s what else to consider

Practice Management

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What do you do if your current project management tools are not meeting your practice management needs?

1

2

3

4

5

6

7

1 Assess Needs

2 Explore Options

3 Customize Tools

4 Integrate Systems

5 Train Team

6 Monitor Progress

7 Here’s what else to consider

Practice Management

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