Why your practice needs defined job descriptions:

Does your practice have job descriptions? 

Better yet… does your practice have job descriptions that are written out, defined, and shared with the team? Or are they all still up in your head? 

One of the biggest problems we see with the practices we work with is not having roles clearly defined into job descriptions. This leads to inconsistent expectations between staff and managers, can lead to higher turnout, and ultimately a difficult working environment. 

Top Reasons Why People DON’T Do Job Descriptions:

  1. Won’t Take The Time: Most people simply procrastinate on making job descriptions. They see the daily needs of a dental practice taking up too much valuable time. The truth is, though, that you can’t afford to ignore this and it is worth every minute of your time to map out job descriptions.
  2. Don’t Know What To Put: Another big hurdle is that managers and doctors don’t know what needs to be in a job description. They don’t know what to do and that paralyzes them. Instead of researching, asking other doctors for ideas, or creating an initial draft, they ignore the problem and hope it will work out. (Most times it comes back to bite you!)
  3. Afraid to Offend. Some people we’ve talked to don’t like to make job descriptions because they are afraid of making the working environment too “corporate,” and fear they will lose the family feel they have with their staff. 

So, why are job descriptions so vital for your practice? There are SO many reasons, but here are just a few:

  1. Saves you time: Many think of writing job descriptions as taking too much time, but it’s a practice you invest some time in up front, but can use time and time again. Once you have job descriptions written, you can do slight edits if you need to, but you can use those same job descriptions for years with any new staff you bring in.
  2. Sets expectations: Job descriptions make it easy to set expectations with your staff so that they know exactly what their role is. They don’t have to guess if they are doing the right tasks or not, and YOU know exactly what you’re looking for from them. 
  3. Solves conflicts with less conflict. It’s much easier to have a conversation with an employee about performance when you have a written set of guidelines you can point back to. When staff aren’t meeting the job description, it’s much easier to refer to that list in the conversation. It makes hard conversations more objective and allows you to keep emotions out of the mix. 
  4. Makes hiring easier. When you’re hiring for temp staff or permanent staff, having job descriptions can make the onboarding process much easier. It saves everyone time, including your office manager, other staff, the temp/new staff, and you. Simply share the written information with the staff member before they come in or at the beginning of the day and then allow them a chance to ask questions. 
  5. Focus on culture. Job descriptions may feel more formal, but they actually free you up to be more interactive and engaging with your staff and patients. Instead of dealing with excessive drama or underperforming staff, you can focus on learning personality styles, providing better care, and having fun with your team. You can focus on the culture and let the job description simply be the foundation you build upon. 

Job descriptions are a vital piece to any successful practice. They’re helpful for both employees AND managers in almost any working environment, but even more in such a tight-knit group like a dental team. As you build your dental team, we’re here to help!

Top Interview Blunders To Watch For

Looking for a job? You’ll want to pay attention to this.

Hiring for a job? Watch for these warning signs in applicants.

Whether you’re hiring or looking for a job, you will want to watch for these signs in an interview. These are signals that the candidate is not meeting basic professional standards. Interviews are a time when people often want to put their best foot forward. If they aren’t doing that for you in an interview, do you think they’ll be much better when they are in everyday work situations? Here are the top six most common interview blunders that can be big turnoffs in the hiring process:

Talking while chewing gum.  This can be a huge distraction and make you look less qualified for the position than you are. It has a juvenile connotation to it and can be extremely distracting for the hiring team. If you want fresh breath for the interview, opt for a mint instead of chewing gum so that you don’t forget to spit it out.

Dissing Previous Employers.  Talking down about past employers is a big no-no. It rarely paints you in a good light and makes the potential employer wonder what you’ll be saying about them if you ever move onto something else. It’s just something you want to avoid. 

Appearing Arrogant. Arrogance is a major turnoff because it signals to the hiring team that you aren’t teachable. They are going to be looking for someone who can grow, change, and support the team. Arrogant people are going to be harder to flex with a team of multiple people.

Appearing Disinterested. Do you really want this? That’s what a hiring team is going to be asking themselves if you appear disinterested during the interview. Don’t waste their time, or yours. Show interest and ask questions to show that you are interested in the role. 

Wearing the Wrong Attire. Dress professionally and dress the part for the industry. Showing you care about your appearance is one big signal to a future employer that you will care how you show up to the patients. First impressions matter, so make sure you aren’t underdressing or wearing inappropriate clothes for an interview.

Answering The Phone. While odd to think anyone would ever do this, 71% of hiring managers polled in a study said they’ve had people answer their phones during an interview. That’s not even including answering texts or other nonverbal notifications that come through your mobile device. Just turn your phone on silent and ignore it for the hour. Trust us, you’ll survive. 

If you’ve ever done any of these blunders, you aren’t alone. That doesn’t mean, though, that you need to have them happen again. If you’re going to take the time for an interview, make the best use of your time and put your best foot forward. Good impressions can be a big deal in helping you secure the job of your dreams, and they can help practice owners find the perfect candidate for their jobs. 

How to Attract & Keep The Right Staff For Your Dental Practice

The right team is a rare gem for many dental practices and when you find the right people, you want to make sure they stick around. So, what can you do to attract and keep the right talent? How can you keep people engaged with your team and excited to come in each day? The truth is that there ARE a few strategic things you can do to attract the right fit for your staff and you CAN do specific things to help keep them on board. 

Attract The Right Staff to Your Dental Practice:

  1.  Make your descriptions and needs clear from the start. Create a good working description of what you are hiring for, whether it’s for a temp position or a permanent position. The most specific you are, the more the staff can visualize and check the boxes on if they fit those qualifications. 
  2. Offer fair compensation. One of the keys to attracting quality staff is to make sure that you are paying fair or competitive wages. You don’t have to break the bank, but if you go cheap on wages, you will find a revolving door of staff. 
  3. Put your best foot forward. When engaging with prospective staff, remember that they are interviewing your practice as much as you are interviewing them. Be fully present in interviews. Smile and have body language that shows you’re interested in hearing about them. 
  4. Take care of your existing staff. A solid team will be a great selling point to anyone temping or checking out your practice. If you take good care of your team, they’ll naturally make new people want to join in the fun. 
  5. Work with the right staffing company. Find a staffing company that provides quality options, support for staff and practices, and one that makes the process as efficient as possible. That’s what we’re always striving to do at DTSS.

Keeping the Right Talent in Your Dental Practice

  1. Have clearly defined policies. When staff know what to expect from their boss, they are able to focus on the work instead of guessing if they are doing the right things. Have clearly defined roles, written policies, and clear communication with the team on new policies so that it’s clear what everyone is expected to do. 
  2. Do annual reviews. So many practice owners say they will do annual or regular reviews, but they never do. Make these a priority, which will signal to your staff that you care about their success on the team.
  3. Encourage first and always. Positive reinforcement is a great motivator and so vital for any successful dental team. If you want to keep the right talent, make sure they know they’re appreciated and that you value their expertise. 
  4. Surprise them! Surprise treats are always a fun motivator for any team. It can be something small like a snack, or can be a bigger gift as well. Do things regularly to make sure your team knows you care.

The time you spend on hiring can be tiresome, which is why you want to make sure you are attracting the RIGHT talent, and also keeping them once they’re on the team. Contrary to popular belief, staff WILL stick around if it’s a good fit. It takes a few intentional moves to get the right people in place, but when you do, you’ll find that any effort was well worth it!