How to implement a lean meeting structure in your practice

00:00:00: You know, as practice leaders the one thing we never have enough of is time.

00:00:04: So today I'm going to share a system that can transform One of the biggest time drains We all face our internal communication into what could be your most powerful engine for growth?

00:00:13: And look this Is a fundamental truth i've learned The hard way over many years Of practice.

00:00:17: Our primary role when you really think about it isn't just treating patients.

00:00:20: It's About building and constantly refining the systems That allow our teams To deliver exceptional care As efficiently as possible.

00:00:30: My name is Dr.

00:00:30: Martin Baxman, and from what I've seen most practices fall into one of three traps when it comes to meetings.

00:00:35: first the meeting's become a way to avoid clinical work.

00:00:38: second they happen but absolutely nothing gets implemented afterwards.

00:00:41: or third And honestly this is the most dangerous one They're just avoided entirely because the schedule Just feels way too overwhelming.

00:00:47: well today we're gonna fix that.

00:00:48: So here's our roadmap for this session.

00:00:50: First We're going to diagnose The stagnation trap That holds so many great Practices.

00:00:54: back then i'll introduce you To the lean briefing solution and show You exactly how to implement It as A daily rhythm.

00:00:59: From there, we'll talk about scaling it up for long-term growth.

00:01:02: And finally cover the leadership philosophy that makes this whole thing truly work and empowers your team.

00:01:07: Here's the core problem right?

00:01:08: The clinical work is always Right There in Your Face.

00:01:10: It's immediate!

00:01:11: Its demanding...and its just so easy to get caught Up.

00:01:13: In That Day To Day Grind We Neglect a really crucial Work of Improving Our Systems.

00:01:17: And THAT RIGHT THERE IS THE FAST TRACK TO STAGNATION.

00:01:20: Or You Practice Just Never Evolves Beyond Its Current Limitations.

00:01:23: So..The Solution Isn't Some Small Tweak.

00:01:25: It'S A COMPLETE PARADYME SHIFT.

00:01:28: We have to move away from those long, unstructured reactive and let's be honest often time-wasting traditional meetings.

00:01:34: Instead we're going to embrace a lean proactive and dynamic briefing that actually respects everyone's time and most importantly drives real results.

00:01:42: What this new paradigm does is it completely redefines what a meeting even in the first place.

00:01:46: I want you forget about long drawn out discussions.

00:01:49: instead think of these as series short high impact interactions specifically designed for realities fast paced clinical environment.

00:01:56: And the beauty of this is its simplicity.

00:01:58: The absolute core of this system, it's a daily briefing that lasts no more than five to ten minutes.

00:02:02: That's It!

00:02:03: This an investment in time so small yet powerful.

00:02:06: No practice I don't care how busy you are can afford not make Now beyond just raw efficiency...this system serves a really vital psychological purpose.

00:02:14: We call mental hygiene.

00:02:16: These short briefings act as very deliberate on switch and off switch.

00:02:20: This helps your team mentally arrive, ready for the day.

00:02:23: And even more importantly it helps them leave their work stress at the office!

00:02:26: This is absolutely critical to preventing burnout and maintaining a healthy high-performing team.

00:02:31: So let's get practical.

00:02:32: How does this on off switch actually translate into daily rhythm?

00:02:35: One that sets tone of your entire day and ensures you're getting better little by little every single day.

00:02:40: Alright The morning briefing...this is your On Switch.

00:02:43: It entirely proactive.

00:02:44: We don't just glance with calendar we scrutinize it.

00:02:47: We are actively looking potential bottlenecks.

00:02:49: You know, that four p.m.

00:02:50: rush where three complex cases arrive at once and we're planning right then in there how to pull our resources to manage it smoothly.

00:02:55: We also assign those little non-clinical tasks like who's following up with the referring doctor.

00:02:59: so There is zero confusion Once The Day kicks off.

00:03:02: Then At the end of day after all the clinical work Is done...we have Our OFF switch!

00:03:05: We gather for a few minutes To review the day.

00:03:07: We talk about the wins and points of friction.

00:03:09: And if an issue came up, we don't just complain about it—we create a goal agreement for how to handle that next time!

00:03:15: This is how you turn every single challenge into system improvement…and always end by sharing this story of day —some funny or heartwarming moment that reminds us why do what?

00:03:24: Okay so these daily briefings are powerful but they're just foundation...to drive true sustainable long-term growth …we need layer our daily habit in broader communication strategy.

00:03:36: It's really quite simple.

00:03:38: The daily briefings handle all the immediate operational stuff, those briefings then feed insights into our monthly deep dive sessions where we solve the bigger recurring problems and that in turn informs are quarterly intensive training.

00:03:49: you see each layer builds intelligently on the last.

00:03:52: so once a month We block out three-and-a-half hours specifically to tackle Those bigger issues That we've identified In Our Daily Briefings?

00:03:58: We use this time for targeted structured problem solving And if the team is large we break Out Into what I call pizza size groups.

00:04:05: My rule is, if you can't feed the group with a single pizza it's too big for efficient problem-solving.

00:04:09: This makes sure that everyone actually contributes.

00:04:11: Then every three months we dedicate full day to intensive training.

00:04:14: this Is our chance bring in an external expert or maybe conduct deep workshops on site To really embed new skills into team and often end these days With relaxed social activity which just fantastic For strengthening team cohesion And building our overall practice culture.

00:04:26: Now...this entire system the daily, monthly and quarterly.

00:04:29: it's incredibly effective.

00:04:31: But I have to be clear – It will only succeed with a right leadership philosophy behind it And that philosophy is built on empowerment not control.

00:04:38: This is huge!

00:04:39: That's why i am so insistent in rotating the leadership of The Daily Briefings.

00:04:43: When every single team member has to take turn leading completely changes their dynamic.

00:04:47: It gets rid off the dreaded boss monologue Skyrockets engagement because everyone has a stake And organically develops leadership skills across your entire staff.

00:04:54: this how you create powerful sense shared ownership over practices success.

00:04:58: So the big takeaway here is this.

00:05:00: This layered system isn't about having more meetings, not at all!

00:05:04: It's about creating a structured predictable rhythm for continuous improvement.

00:05:07: This how you build a practice that constantly evolving day by month but without chaos with unstructured change.

00:05:15: I'll leave one question to think of your own practice.

00:05:18: Take an honest look and see if it's a source energy clarity forward momentum or just unstructured drag?

00:05:27: The answer to that question will tell you exactly where your greatest opportunity for growth lies.

00:05:30: Thank You!