Working smarter not harder Part 1 – Client work
Working smarter not harder Part 1 – Client work
This is the first of a series of four short essays on working smarter, not harder.
When I first started out in practice I just had a few clients and I saw them all in person at my home office.
I used email and text message for communication, kept a paper diary, and of course all my notes were on paper too.
I had a good stock of remedies so I always prescribed on the spot, and explained verbally how to take them.
This seemed very normal as this was the way most homeopaths worked at the time, and I didn’t see the need to do anything different.
Over the years and with the rapid changes in technology, my practice evolved, and for the last few years I’ve worked 50/50 in-person/online.
Along the way, I found myself needing to review pretty much all my processes, one by one.
First I upgraded from a paper diary to Timely booking system.
I bought a separate phone for personal use and have a cheap Sim only contract with an old iPhone that I only use for Discovery Calls.
Gradually I reduced the remedies I keep in stock, and order more remedies from a pharmacy (lots of reasons).
Eventually I moved to digital note-making too. (Truly life-changing!)
A couple of years ago I read a book called Work Clean by Dan Charnas, where I learned about the practices of professional cooks and how they approach their work.
They plan out their time methodically and work on one thing at a time.
The daily plan for a cook is called Mise En Place, and is translated from the French, meaning ‘Putting in place’.
Here are some ways this book inspired me to be more organised, and work smarter, not harder with my client work.
- Take digital notes 📝
I use an iPad and pencil to hand-write all my notes, using a simple note making app. I don’t use this ipad for anything else. It is simply for client work. No more filing or storage for files. No more buying paper. - Use Timely for client records ⌨️
All new clients complete a consent form sent through Timely, my booking system. This includes their postal address. Because I send invoices through Timely as well, it is a complete record of all my transactions with each and every client. So useful. - Set up a schedule that works for me 📅
I see clients two days a week, including one evening until 8.30pm. I allow another day to finish all my prescriptions and one half day for writing blog posts or newsletters, email follow up etc. Two days is enough. Occasionally I do three. More than that and I find myself feeling drained, which doesn’t work for me or anyone else.
- Book a date for the follow up during the consultation 📆
Discussing the date for a follow up doesn’t take long and I like to get them booked in. If I run out of time at the end of the call, I send some date options with the prescription email and set a reminder on my email programme to if I don’t receive a reply after one week. If your email programme doesn’t offer this option, to one that does. - Posting bag preparation ✉️
Once I’ve finished all my client calls, I use Timely to access all the addresses I need to write onto posting bags. I write all the addresses in one go, so I have a pile of posting bags which also serves as a physical to-do list.
- Prescription notes 📧
I make a note of prescriptions in the notes app, write a simple version on a postcard to go in each parcel, and also send an email with more detailed prescription notes. For each email, I cut and paste from my previous prescription notes email to this client and update it as needed. I use subheadings and keep the instructions simple.
- Go to the post once a day 📮
I stop preparing parcels at 4pm and go to the post office with whatever is ready. The other parcels will be prepared and posted the next day.
How about you? Do you do any of these things already? Or do you have other systems that work for you?
