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Building More Efficient Management Systems

home care management systems

Home care agency owners and leaders are busy wearing many hats to keep their organization running effectively. However, who doesn’t love a few hacks that make your busy to-do list a bit shorter? When it comes to setting up effective and efficient management systems, we’ve got all the tips and tricks you need to make your life a little easier. Even better, when you set up better management systems, you can decrease the amount of time you spend on tedious tasks and use that time to creatively build your business.

Become an Excellent Delegator

Home care agency owners often fall into the trap of thinking no one in their agency can do a job as well as they can. This is especially true for owners who started up their business, and with good reason: they were the ones doing all the work! However, the foundation of an efficient management system is smart delegation.

Before you begin delegating tasks to other team members in your office or in the field, make a list of the tasks that take the most time away from your day. For example, you might love budgeting, but if you are spending 10 hours per week working on financial statements or reimbursement paperwork, it might be time to consider putting those tasks on someone else’s plate. Think about what you could accomplish in 10 more hours each week!

Then, make a list of your veteran employees and their specific talents. This can help you delegate tasks based on what the team member already excels at. For example, your office manager might be creative, which would make her an ideal match for taking on some graphic arts responsibilities. Have a caregiver who is social media savvy? They could be an excellent social media manager and even increase your online engagement.

Use Technology Wisely

If you aren’t already harnessing the power of technology, your management systems are not running as efficiently as they could. For example, a platform that provides your agency with HR and training resources could eliminate the need for you to develop comprehensive training plans for your staff each year. You can literally find a platform for almost anything in home care, including ones that make staffing easier.

Re-Evaluate Your Organizational Chart

One of the best parts of owning a home care agency is the flexibility you have to make the best decisions for your clients and staff. You might be able to better split responsibilities and increase retention by re-evaluating your current organizational chart. For example, if you have the same organizational chart as you did when your agency was just starting, it probably no longer suits your needs. Fortunately, you can adjust it to make your agency run more smoothly.

Can you add a few new departments or mid-management positions to take some of the strain off of your daily tasks? If so, do it! You can get input from leaders within your agency by starting a task force that includes representatives from across your organization. Encourage brainstorming and input as you develop a new organizational flow. Once you establish it, commit to trying it out for at least one year before evaluating how it went.

Automate Tasks When Possible

Finally, save yourself some time by finding ways to automate common tasks. For example, can your website be redesigned to include automatic pop-up chatboxes or online applications? Even better, can you use premium content to encourage browsers to grow your email base for targeted drip campaigns? The more you can set up ahead of time to automatically send your agency’s information to potential clients and caregivers, the better.

How could you improve on your current management systems throughout your agency? Download our Guide to Mastering Home Care Management or any of our other tools to get a headstart on actions that can work for you.

Article written by Haley Burress.

Hi, my name is Wendell Scott and I help Home Care Agencies who are experiencing high caregiver turnover rates, have trouble coordinating client care and feel frustrated with their team to easily increase efficiency and scale their Home Care business.

I’d like to share with you my free Caregiver Recruitment Engine framework. In it, are the tools to help you develop a system to easily attract & hire caregivers (aka a repeatable system for recruiting quality staff), so you can organize your process, reliably recruit staff and efficiently scale your home care team.

The end result: 

Hire caregivers.

Faster than ever. 

wendellscott

wendellscott

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