I get it.

I have never met a Practice Manager or Principal who wasn’t crazy busy. 

Time management is simply a daunting task. With patients to look after, a team to manage, and administrative duties piling up, it’s easy to feel overwhelmed. But worry not! Here are some tips to help you manage your time effectively and run a smoother practice.

Step Back and Look at the Big Picture  

Running a dental practice isn't just about tackling the daily grind. It's about periodically stepping back and assessing the broader vision of your operations. How are things aligning with your long-term goals? Are you progressing in the right direction?

Taking time out regularly to look at the big picture helps you stay focused and motivated. Whether it’s once a month or every quarter, put aside time for reflection and strategic planning with your Principal and other leaders. It’s like pausing on a mountain hike to check your map and ensure you're still on the right path. Sometimes, you'll realise that a slight course correction could enhance your practice significantly.

Schedule Your Priorities  

One of the most effective approaches to time management is to schedule your priorities instead of prioritising your schedule. This subtle shift in mindset can make a substantial difference in productivity.

Every morning, identify your top three priorities for the day. Schedule these first on your calendar before anything else. This ensures that the crucial tasks don’t get lost in the shuffle of less important activities. As Sahil Bloom’s “The 4 Types of Professional Time” suggests, focus on your “Deep Work” sessions where uninterrupted focus is required.

Create Boundaries for Your Team  

‘Deep work!!?’ I hear you say… I know, but constant (and unnecessary) interruptions are productivity’s nemesis, especially in a bustling dental practice. To mitigate this, you simply have to set clear boundaries for your team:

• Designate specific times for team members to ask questions and bring up issues.

• Use visual signals, such as a closed door or a “do not disturb” sign, to indicate focused work periods. Print a sign that says ‘Do not disturb unless the building is on fire/medical emergency’ or whatever constitutes grounds for interruption, and use it.

• Implement a no-communication rule during deep work sessions unless it's an emergency.

Creating such boundaries not only reduces interruptions but also fosters an environment of respect for everyone’s time.

Manage Energy, Not Just Time  

Managing time is imperative, but managing energy can be a game-changer. Tony Schwartz and Catherine McCarthy's principle, “Manage Your Energy, Not Your Time,” emphasises the importance of aligning tasks with your energy levels.

• Take regular breaks: Short breaks can prevent burnout and keep you refreshed.

• Engage in energy-boosting activities: Whether it’s a brisk walk, a quick meditation session, or simply sipping a cup of coffee, find what rejuvenates you.

• Prioritise challenging tasks during high-energy periods: Tackle the most demanding tasks when you feel most energetic, perhaps in the morning, and save routine tasks for lower-energy periods.

Establish a Rhythm  

Consistency and routine can significantly reduce decision fatigue. Establishing a rhythm in your daily tasks creates a sense of predictability and control.

• Set a consistent start time daily: Begin your day at the same time to create a disciplined start.

• Designate specific days for routine tasks: For instance, billing tasks can be set for Tuesdays and inventory checks for Fridays.

• Stick to a routine when possible: A steady rhythm removes the guesswork from your day and makes managing tasks more straightforward.

The 10-Minute Planning Exercise  

Planning doesn’t have to be time-consuming. A simple 10-minute exercise can set your week or day up for success:

1. List everything: On the left side of a sheet of paper, jot down all the tasks you need to accomplish.

2. Create a weekly overview: On the right side, write the days of the week, or the hours of the day to come.

3. Fill in your appointments: Start with fixed appointments and meetings for each day.

4. Fit in larger tasks: Identify blocks of time where larger tasks can fit into the gaps between your fixed schedules.

5. Fill the gaps - second level priorities can either stay on the left hand side or be added to the remaining time

This exercise provides a clear visual of your day, helping you manage time intelligently.

Be Kind to Yourself  

Lastly, remember that no one can do it all. Practice self-compassion and patience. Acknowledge your efforts and recognise that it’s perfectly okay to delegate tasks and ask for help.

Set realistic expectations and celebrate your accomplishments, no matter how small. The goal is sustainable productivity, not burnout.

Managing time in your role takes effort and dedication, but with these tips, you can master it. Keep your priorities straight, set boundaries, and remember to take care of yourself along the way. Happy managing!