Admin Utilisation and KPI’s

Admin Utilisation and KPI's 

It’s crucial to get the practitioners aligned, more efficient and understanding the utilisation is a huge area to be able to set KPIs and drive the business forward.

But it’s just as important to make sure that the behind-the-scenes strengths of the admin, reception and operations avenues of the business is also set up to enable the business to thrive.

We’re going to dive deep into the way in which we have to design utilisation for our admin teams and the way in which we can then develop KPIs to ensure that the admin and operations of the business is moving forward in an efficient and effective manner.

This is one area where many health and medical professionals get it wrong. They may look at practitioner efficiency, but very rarely do they look at the administration efficiency and utilisation and as a result the business is strongly hampered in its ability to grow and impact more people.

Team Utilisation and KPI’s Part 1

Team Utilisation and KPI's Part 1

Team utilisation is a critical factor for any health business ⁠— to be able to grow in a controlled and efficient manner.

Having the right KPIs in place, enables a business owner or manager to better navigate all practitioners in the weeks and months ahead.

It's like being the captain of a ship. You need to be able to not only have a clear destination ahead and be able to navigate and lead the team through storms and challenging weather, but it's imperative that all of the crew on the boat understand exactly what their role is and most importantly, how they can be more efficient at their role for the most effective and efficient progression of the ship.

Some people also have incentives or bonuses in place which predominantly aren't tied to anything formal, or if they are, they are quite loose and poorly structured, which ultimately leads to the business owner and therapist being unsure as to what the next steps are for them to be able to progress themselves professionally and in their career within the business they are working in.

This session is all about improving the efficiency of practitioners in the health business. It's also about the formulation of KPIs and the way in which we can approach the team to have this brought into the business, and ultimately, ensure that the business grows with a sense of calm, stability, and clarity for everyone involved.

FMF Dashboard

FMF Dashboard

The FMF Dashboard is the pinnacle of financial test & measure for any successful Allied Health business.

The Financial Mastery Formula™ was devised many years ago by Jason as the ultimate way to test & measure the most important 8 dials in your business.

The FMF Dashboard is a dynamic Google Sheets document that can be accessed on the attachments below.

Take note that there are 3 documents.
Document 1 = is for teams that have practitioner numbers of up to 10 practitioners
Document 2 = is for teams that have practitioner numbers of up to 20 practitioners
Document 3 = is for teams that have practitioner numbers of up to 50 practitioners

Please open and use the document that’s suited to your team and the number of practitioners that you have in your team. Grab the appropriate sheet and save your own copy from the attached templates.

Before accessing the link, please watch the video directly below this wording so that you can find out the best way to quickly and easily access your own modifiable version for your own health business without compromising the template for others.

Again, please watch the quick video below first of all and then download the table below. There will also be a walkthrough video on how to use the FMF dashboard on the membership site and inside the Kaizen tribe closed Facebook page.

GKG Utilisations Template

GKG Utilisations Template

Team members utilisation is one of the most critical aspects in regards to managing and leading a team effectively. It is not simply good enough for someone to feel that they are busy, but it is our job as managers and leaders to ensure that everything is accurately measured so that the most amount of time is spent in their genius mode and in money-making activities for the business. After all, we are in the business of health.

This Utilisation Template can be adapted for each team member and clearly breaks down some of the major avenues of workload that they complete. Obviously, it can be modified if required for your own individual business, but allows an easy area to be identified with details inserted and having a clear breakdown of the hours involved and a time allocation as a percentage to be attributed. It is always very interesting and powerful to know the percentage of time on task that many team members actually spend. This will help you to identify periods of down time with team members as well as better understanding patches of time that are potentially wasted and tasks that could easily be utilised more effectively and at cheaper rates by people such as admin staff completing some of these roles and not a more highly costing team member to the business.

Utilisation sheets are also very powerful to clearly articulate team members the breakdown of their workload to make them realise that utilisation and test and measure metrics against their own individual performance have been clearly broken down with accurate measures of travel, meetings, phone calls, etc. already calculated into the framework before numbers and percentages regarding their utilisation rate and retention have been calculated. This is a critical factor to ensure that excuses and below the line behaviour are prevented from being utilised by any team member when everything is clearly laid out and explained in front of them. Accountability is always the key to success with team members and these types of utilisation sheets are one very clear example of maximising workplace efficiency from all team members.

GKG_Utilisations Template

GKG Utilisations Template

Team members utilisation is one of the most critical aspects in regards to managing and leading a team effectively. It is not simply good enough for someone to feel that they are busy, but it is our job as managers and leaders to ensure that everything is accurately measured so that the most amount of time is spent in their genius mode and in money-making activities for the business. After all, we are in the business of health.

This Utilisation Template can be adapted for each team member and clearly breaks down some of the major avenues of workload that they complete. Obviously, it can be modified if required for your own individual business, but allows an easy area to be identified with details inserted and having a clear breakdown of the hours involved and a time allocation as a percentage to be attributed. It is always very interesting and powerful to know the percentage of time on task that many team members actually spend. This will help you to identify periods of down time with team members as well as better understanding patches of time that are potentially wasted and tasks that could easily be utilised more effectively and at cheaper rates by people such as admin staff completing some of these roles and not a more highly costing team member to the business.

Utilisation sheets are also very powerful to clearly articulate team members the breakdown of their workload to make them realise that utilisation and test and measure metrics against their own individual performance have been clearly broken down with accurate measures of travel, meetings, phone calls, etc. already calculated into the framework before numbers and percentages regarding their utilisation rate and retention have been calculated. This is a critical factor to ensure that excuses and below the line behaviour are prevented from being utilised by any team member when everything is clearly laid out and explained in front of them. Accountability is always the key to success with team members and these types of utilisation sheets are one very clear example of maximising workplace efficiency from all team members.