The Efficient Practice

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Step One: The Evaluation of your firm

We perform an in-depth diagnostic analysis of your current practice. This step involves the completion of a twelve-page questionnaire along with providing copies of essential documents and information. We then will use this information to fully diagnose your practice from a variety of perspectives, including these six critical efficiency factors:

1. Management Efficiency

2. Technical Systems Efficiency

3. Operational and Procedural Efficiency

4. Employee  Resource Efficiency

5. Office Space Utilization Efficiency

6. Practice Recordkeeping Efficiency

1.) Management Efficiency

Management efficiency is when all operational aspects of your business that have been optimized for efficiency are recognized and fully utilized by those who manage your firm. If operational efficiency rules do not apply to those in charge, a breakdown in confidence and motivation can occur with employees of the firm. It is, therefore, extremely important to determine to what extent management techniques, systems and procedures coordinate with the operational issues that are studied in the next five factors.

2.) Technical Systems Efficiency

Technical Systems Efficiency is when all of your technical systems (i.e.. computers, software, printers, scanners, servers, website, email, phone system, messaging systems, point-of-sale systems and in-office communication systems are all working together, communicate with each other and share data seamlessly. What frequently happens in a firm is the purchase of software and equipment on an as-needed basis. Often this means a patchwork of unrelated equipment and software that do not communicate with each other effectively or at all. We analyze your technical systems to determine what the conditions are and to point out potential shortfalls or pluses. We also analyze these items in light of how you work and how your use of them impacts your style of business.

3.) Operational and Procedural Efficiency

Most practices begin as a one-person shop and expand from there. Thus, the need for operational standards or written procedures may not be recognized until the need becomes so great that drastic steps must be taken to fix problems as they arise. Developing or refining operational standards and written procedures  makes for a more efficient workplace. If an employer is out with an extended illness or leaves, another employee can easily step into the role vacated because these procedures are in place.  We analyze what procedures or manuals you already have in place and study your workflow processes to understand their strengths and weaknesses.

4.) Employee  Resource Efficiency

Detailed job descriptions for your employees allow you to clearly define what each employee is supposed to do. It sets the standard for expectations and allows the employer (you), to hold your employees responsible for their assigned job tasks.  It allows for cross-training opportunities and, contrary to some employees who might feel threatened by such items, it potentially makes that employee more valuable as they can handle more than their current position when called upon to do so. There is less "down-time" owing to  hiring and training a new employee as everything is laid out for that employee to refer to. Most experts agree that employers should hire people for the specific job, rather than hire someone who appears to be a good employee and then figure out how to fit that person into your business.

5.) Office Space Utilization Efficiency

Office space utilization is critical to efficient operations. Workflow operations progress much faster when office space is designed to accommodate a more efficient processing of paperwork, etc. Feng Shui is the ancient oriental art of arranging a space to invite a more positive flow of energy throughout that space (For additional information on Feng Shui, please click Feng Shui Tips). In an office environment, this may mean subtle changes in the office environment to make it a more pleasant, productive and harmonious place for clients and employees. Beyond harmony, there are also the considerations for utility and practicality. We analyze your space design and utilization to determine how efficiently you are using what you have from a variety of perspectives.

6.) Recordkeeping Efficiency

Recordkeeping and bookkeeping procedures are fundamental aspects of your business. They are often time-consuming and repetitive tasks that can be viewed as boring and thus ignored or pushed back in priority. Using more advanced systems and procedures can drastically cut the amount of time devoted to such tasks and greatly improve efficiency. We analyze your current recordkeeping and bookkeeping procedures to understand how they impact overall practice operations and efficiency.

These six critical factors of business efficiency form the basis of our evaluative process in Step One of our Three Step program for established businesses. To see an excerpt from one of our evaluations, please click here.

To learn more about this vital first step, please click Contact Us to allow us to contact you with additional information. To proceed to the next step, please click on Step Two.

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