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What are the best ways to manage communication in a busy practice?

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Communication is essential for any successful practice, but it can be challenging to manage it effectively in a busy environment. You need to ensure that your team, your clients, and your stakeholders are well-informed, engaged, and satisfied with your services. How can you achieve this without wasting time, creating confusion, or missing opportunities? Here are some best practices to help you manage communication in a busy practice.

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Kelly Rusk

Marketing Strategy + Training as Founder & President KRC Digital
Chitraparna S.

Communications trainer to local and cross-border teams, for collaboration, productivity & measurable impact.
Marie-Soleil Pepin, MBA, ACC, SCMP, MC

Ingenious Leader and Communicator

1 Define your communication goals and channels

Before you start communicating, you need to have a clear idea of what you want to achieve and how you will do it. What are the key messages you want to convey to your audience? What are the best channels to reach them? How often and when do you need to communicate? How will you measure the effectiveness of your communication? By answering these questions, you can create a communication plan that aligns with your practice goals and meets the needs and expectations of your audience.

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SHERIFFDEEN OMOTAYO IDOWU

Emzor Pharmaceutical Industry
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Managing communications in a busy place can be challenging, but there are several effective strategies you can use: 1. Clear Communication Channels: Establish clear communication channels, such as email, messaging apps, and intercom systems, to ensure messages are easily transmitted. 2. Prioritize Messages: Prioritize messages based on urgency and importance. Use labels, flags, or color-coding to quickly identify critical messages. 3. Set Expectations: Communicate expectations for response times and availability to team members, so everyone is on the same page regarding communication norms. 4. Use Technology: Implement communication tools and software that enable efficient messaging, collaboration, and project management.

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2 Use technology to streamline and automate communication

Technology can be a great ally for managing communication in a busy practice. You can use various tools and platforms to simplify and enhance your communication processes, such as email, text, phone, video, chat, social media, and online portals. You can also use software and apps to automate and schedule communication tasks, such as sending reminders, confirmations, newsletters, surveys, and reports. By using technology, you can save time, reduce errors, increase consistency, and improve accessibility and engagement.

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3 Establish communication roles and responsibilities

Communication is a team effort, and everyone in your practice should have a clear understanding of their roles and responsibilities. You should assign and delegate communication tasks to the appropriate staff members, such as receptionists, assistants, managers, and practitioners. You should also define the communication protocols and guidelines for each task, such as the tone, style, format, frequency, and feedback mechanisms. By establishing communication roles and responsibilities, you can ensure accountability, quality, and coordination.

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4 Communicate clearly and respectfully

Communication is not only about what you say, but also how you say it. You should communicate clearly and respectfully with your audience, using simple and concise language, avoiding jargon and ambiguity, and providing relevant and accurate information. You should also communicate respectfully, using positive and polite words, acknowledging and addressing concerns, and expressing appreciation and gratitude. By communicating clearly and respectfully, you can build trust, rapport, and loyalty.

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5 Encourage communication feedback and improvement

Communication is a two-way process, and you should always seek and provide feedback to improve it. You should ask your audience for their opinions, suggestions, and complaints about your communication, using various methods, such as surveys, reviews, ratings, and comments. You should also provide feedback to your staff, recognizing their achievements, offering constructive criticism, and suggesting areas for improvement. By encouraging communication feedback and improvement, you can identify and resolve issues, enhance performance, and foster continuous learning.

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Kelly Rusk

Marketing Strategy + Training as Founder & President KRC Digital
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Feedback is a gift. If someone feels comfortable sharing feedback with you it means they value your contribution and believe in helping you improve. As well feedback is a way to understand the person giving the feedback better. It gives you insight into what they value or what is important to them (which may be different from your own.)

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6 Adapt to changing communication needs and trends

Communication is not static, but dynamic and evolving. You should be ready to adapt to changing communication needs and trends in your practice environment, such as new client preferences, expectations, and behaviors, new regulations and standards, new technologies and tools, and new opportunities and challenges. You should monitor and evaluate your communication outcomes, using various metrics, such as response rates, satisfaction levels, conversion rates, and retention rates. By adapting to changing communication needs and trends, you can stay relevant, competitive, and innovative.

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Kelly Rusk

Marketing Strategy + Training as Founder & President KRC Digital
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Adaptation is equally about 'unlearning' as it is learning. It's relatively easy to learn new skills, tools, processes, but sometimes in order to truly adapt to a situation one has to challenge their beliefs or understand that a new way to do something is not always adding to something you already know but realizing that the old way doesn't work anymore and you need to start with a fresh perspective. I find working with and listening to students' perspectives is a great way to check yourself in this regard.

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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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Chitraparna S.

Communications trainer to local and cross-border teams, for collaboration, productivity & measurable impact.
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Centralise communication to a single platform, if at all possible, or try integrating various platforms into one. Using separate multiple communication platforms reduces efficiency.

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Marie-Soleil Pepin, MBA, ACC, SCMP, MC

Ingenious Leader and Communicator
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Know your purpose, set your goals and prioritize. Pushing your agenda and key messages will get you nowhere. To be relevant to your audiences, you must adapt to trends and topics of interest - in a way that serves your purpose and helps achieve your goals. And if you are ‘too busy’, prioritize, learn to say no and to compromise. What is easily tagged as ‘urgent’ is often not an emergency. Take a moment to reflect on your purpose and goals and decide what will bring the most value.

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What are the best ways to manage communication in a busy practice?

1

2

3

4

5

6

7

1 Define your communication goals and channels

2 Use technology to streamline and automate communication

3 Establish communication roles and responsibilities

4 Communicate clearly and respectfully

5 Encourage communication feedback and improvement

6 Adapt to changing communication needs and trends

7 Here’s what else to consider

Practice Management

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What are the best ways to manage communication in a busy practice?

1

2

3

4

5

6

7

1 Define your communication goals and channels

2 Use technology to streamline and automate communication

3 Establish communication roles and responsibilities

4 Communicate clearly and respectfully

5 Encourage communication feedback and improvement

6 Adapt to changing communication needs and trends

7 Here’s what else to consider

Practice Management

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