Are you spending long hours every day working all the jobs in your business, even as the owner? Are you still doing tasks that you can outsource? Why should you outsource wherever possible?
In this podcast episode, Joe Sanok speaks with Matt Yahes about how he went from 14 hour days to 3 hours in 45 days.
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Meet Matt Yahes
Matthew has 20 years of experience in Business Strategy, Technology, and Entrepreneurship. After years on the traditional corporate path, in 2009 he was laid off which began his journey to start his first company at the age of 36. It’s been an amazing roller coaster ride ever since.
In This Podcast
- Mindsets that keep you stuck running in the wheel
- What can you outsource?
- Virtual assistants to consider when starting a group practice
Mindsets that keep you stuck running in the wheel
They think, and I thought, I was special. That I was the only person who could possibly do all these tasks [because] they’re so complex. I would hire someone to get it done as well and if it didn’t get done the way I did it, oh my goodness, the sky is gonna fall and the business is gonna fail. (Matt Yahes)
- “I like things done this way and I don’t think anyone else can do it like this”
For Matt, it was difficult to let go of the smaller aspects of the business such as overseeing operations such as the customer service team.
This feeling ties back in with the old entrepreneur mindset above that feels protective of every aspect of the business and is nervous to delegate anything out.
What can you outsource?
It’s my opinion [that] if your time is worth a $120 or $150 an hour, that if you can have someone do everything or do a lot of tasks for you for $17, $18, $19 an hour, you should do it because it frees you up to go make that $120. (Matt Yahes)
- You can get people that can run your entire business: interface with clients, handle your billing, do social media, post blogs for you, act as a buffer for you between clients so that you can focus on high-quality work and conversations.
Benefits of having a buffer:
- The service provided by counselors goes both ways: you have to work with them and they have to work with you. When that relationship is once sided, the counseling is less effective.
Having a buffer, a receptionist or assistant who handles potential clients and only sends you ones that they believe will work well with you saves you the time and energy you need to keep providing excellent service to the clients that you already see.
I don’t think people should see it as removing yourself from the business. Your job as a clinician is not to run the business, your job is to be a clinician. No one I know of in any sort of service-oriented business got into it to do billing or filter potential clients. That’s not why you got into it, you got into it to help people. (Matt Yahes)
Virtual assistants to consider when starting a group practice
- Hire the most experienced person first. This is someone who could be a business manager or a practice manager. This person will help coordinate clinicians, help run the business through the business which then frees up your time.
- Hire the next most experienced person who can handle the more everyday tasks and admin side.
How to create effective communication with your assistants:
- Have standup meetings: a daily meeting for 10 to 15 minutes to coordinate what is going on for the day.
- Have a task manager such as Trello: these are easy-to-use tools to organize and task manage and track the completion of certain tasks. This helps to make sure that everyone is on board with what needs to get done and what still needs to happen.
- Create standard operating procedures. This helps the person know what to do and helps them anticipate issues by teaching them the system.
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Meet Joe Sanok
Joe Sanok helps counselors to create thriving practices that are the envy of other counselors. He has helped counselors to grow their businesses by 50-500% and is proud of all the private practice owners that are growing their income, influence, and impact on the world. Click here to explore consulting with Joe.
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