In today’s episode of A Drink with The Hurricane, Steve discusses how to manage your home care office staff.
Today’s episode is about letting your staff do what we hired them to do. In the video, behind me you see people walking around, coming in and out. These are all my office staff. These are all people I work with every single day who are used to running events.
When I first started doing boot camps like this, I used to be very involved. I was on top of every detail, I used to make sure that we had all the supplies, I used to keep the registration. I used to do all these things that kept me in a constant state of stress and anxiety and I had staff that I had hired to do the work and that’s when I started to realize, let me let go and let the people that I have who work for me do what I hired them to do.
So now I’m at a point where I can film Drink with The Hurricane episodes the day before the boot camp starts because I personally have nothing to do, except for relaxing and get in the zone to be able to speak for 2 1/2 days straight. That’s all I have to do, it’s a big task, but that’s all I have to do.
Now, the same thing goes to you with your home care businesses. I know too many business owners who have a scheduler, who have a recruiter, who have a marketer, who have an HR compliance officer, who have a nurse, and the owner has their hands in everything that those people do. And they constantly are correcting their staff, they’re constantly redoing the work that their staff has already done, they’re constantly getting in the way and slowing down productivity for whatever reason. And I know in many cases it’s a trust issue.
This is my business, these are my clients, I gotta do everything I can to take care of them. I gotta help them out. We gotta do this, we gotta do this. Nobody can do it the way I do it. If I had a dollar every time I heard that, I’d be a billionaire because so many people say, nobody can close a client the way I do. Nobody can staff a case the way I can. I hear this all the time from business owners, and that’s not true, it’s not the case.
When you hire somebody, you’re hiring them to do a job. When you hire them, you train them on how to do it. When they get to a point when you know that they know how to do it, let ’em do it, and get a report at the end the day. In my office, we use what’s called PDI.
Now, PDI is very important. Every single person in my organization, they all have their responsibilities, they all have their tasks. And at the end of the day, they send an email, in the last 30 minutes before they leave, to Nicole who’s the executive director of HME. She gets those PDI emails, and as Nick will say, I edited this, I filmed this, I set up this advertising on social media, and I prepared the newsletter for this weekend, boom. Now I know we know that’s an eight hour day, and then some.
So we get the PDI update, great, we know it’s done. It lets us, because I know we get a lot of, like, mental chatter as business owners. We know all the things that have to get done. So when we get this report at the end of the day, it lets us see just what was accomplished.
So imagine a scheduler, and she has three cases that she has to schedule. So here’s her scheduler, put in this, made sure that the next two weeks are set up, about 80% staffed and scheduled in the system, had to restaff Mrs. Jones, restaffed Mrs. Smith, restaffed Mr. Weiss, and it’s all done. Boom, done, pfsh, uh! I was worried about that. Now it takes away the worry, ahhh. Good job, Diane, thank you for doing that.
And so when Nicole, gets all the PDIs from all of the staff, then she sends me one giant PDI. We stagger our office hours at Hurricane Marketing Enterprises because we have clients all around the world. So Nicole, myself, we come in later, but we’ll often the times stay later. Nicole usually leaves around seven because she comes in at 11 o’clock in the morning, right?
So when Nicole comes in I know around seven, eight o’clock, I’m gonna receive a PDI email from her, after I put my kids to bed before my wife and I start to unwind for the evening, I will check Nicole’s PDI email, which every once in a while she’ll tell me about a business decision that needs to be made, or something she needs my feedback on, or something in there so I can respond to it so that when she checks it, sometimes she checks her email late at night, or she’ll check it before she comes into office in the morning, everything that she needs for the next day is already taken care of and I can go to bed at night, you know midnight, one o’clock in the morning, to have a productive, restful sleep because I’m not worried about what’s going on in my business.
That’s why I find so many people micromanage because they’re worried about what’s going on. When we’re getting regular updates from the people that we hired, getting regular updates from the people that we trained, getting regular updates from people that we should trust to get their job done right, it takes away that anxiety, that fear, that worry, and then it allows us to focus on things that only we can do as the owner.
It allows us to focus on other important things. For example, I’m in the process of taking a look at a franchise for a salad company. To make salads for people. And location, I go to this place called Mixed Greens, and it’s delicious and I’m thinking about getting into that franchise for another business.
I have a real estate division of Hurricane Marketing Enterprises. I have Mindful Caring (Click here to learn more), which is focused on creating better outcomes for the healthcare industry. And then obviously, I have the boot camps from the home care sales and marketing division of Hurricane Marketing Enterprises. That’s how I’m able to run all this stuff because I have good people who I hired to do a job with metrics as to how to do their job. I’ve trained them and then I trust them to do what they have to do.
How could I run a multimillion dollar business when I travel 25 weeks out of the year if I didn’t have these systems in place? And so I’m sharing this with you now, the viewer because you can easily do the things that I just said. All you gotta do is put the systems in place to allow your organization to thrive and to grow.
And if you don’t know how to do it, invest in a company that can help you do that, and figure out how to do it so you can run your business the way that you want to run it instead of your business running you. And you can let your staff do what you trained them and hired them to do so that you don’t have to do it, so that you can continue to focus on the things that you love about your business.
And so there’s the tip for the day. If you’ve never been to a boot camp, I highly recommend it. It’s gonna be amazing. We’re gonna be in Colorado over the summer. Sign up and register, and I’ll see ya there.