#934: It’s Time to Reevaluate Your Handbook

Did team members in your practice have to have any hard conversations this year? Maybe about dress code or drug testing? Did that new PTO policy work? Were there uncomfortable topics with patients? Tiff and Dana give advice on how to go about updating your handbook as 2024 comes to an end, so you can be more ready than ever when 2025 begins.

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Transcript:

The Dental A Team (00:01.422)

Hello, Dental A Team listeners. We are so excited to be here with you today. I have Dana. You guys know I love podcasting with Dana. She's my girl. Dana, thank you so much for being here with me. know we have, it's Friday, and so we're super excited about that. We have fun things in our lives coming up and we have so many podcasts to get recorded today for all of these people and I'm so excited because it means I get extra time with you. Dana, how are you today?

Dana (00:27.746)

Doing good, doing good. I'm just as excited to be here. I love this time too.

The Dental A Team (00:32.202)

Awesome. Awesome. And we just sprung on you guys, only asked for your permission, but we sprung on you a little meetup for the consultants here in a few weeks. And I am so excited. You guys, you listeners, I know you guys know we are all kind of like super close by. Some of us are further away in other states, but we're a fully remote company. And so we don't get to see each other a lot. And so the culture that we're able to build with our company, in my opinion, is freaking incredible because we're rarely ever

together but we are going to do a consultant meetup in a couple of weeks and we do a Live To Give every single year where Dental A Team just kind of goes back to the the communities as best we can and we do angel tree shopping or one year we dropped off coats for

homeless shelters and women's shelters and kids shelters and all these different things. We just really love to give back and so we do a live to give shopping spree basically. So in a couple weeks Dana, I'm so excited. You're gonna be here. Kristy's gonna be here. Britt is here already, but I actually will see her. Kiera's flying in. It's gonna be such a huge event and I'm just so excited to get some time to crunch some things, figure some things out for the future for us.

and do the Live To Give and get some shopping done for some kiddos. anyways, how excited are you for it though? We sprung that on you like yesterday.

Dana (01:57.814)

You did. I'm truly so pumped. Anytime I can, and I say this from the bottom of my heart, get time with my consultant crew. It's some of my favorite time and they're some of my favorite people. So I would have moved heaven and earth to make that work.

The Dental A Team (02:14.302)

No, thank you. I agree. It's so much fun getting all of us together and

Just getting some fun out there and getting some brainstorming. I feel like we brainstorm the best when we're side by side and I'm excited for it. Well, on that note, it's kind of our end of year wrap up is what our meeting is about. Like what is next you're going to look like and part of those this is HR Britt is what I like to call her. in our company, she handles our HR pieces and part of what I want to talk to you guys about today is really the employee manual and towards the end of the year making sure that it's wrapped up and ready to

Dana (02:28.972)

Yeah.

The Dental A Team (02:50.132)

to go for next year. So Dana, you had some really great ideas, you always do, on updating the employee manual and where to go about those things. And one caveat I have, number one, I love talking about companies like CEDR.

They're fantastic. C-E-D-R, you guys. If you need an employee manual, if you don't know what needs to be in there, like we have options, we have ideas, we can definitely help you through with that. But CEDR does a really great job at pulling all of your state's laws, all of those little pieces that we don't necessarily always know you might not know. So I'll always say that. Reach out to CEDR if you use them or if you need one from scratch. Updates wise, same thing. Like what does CEDR have for your state? Right now towards the end of the

year, we pretty much know what the new laws are going to be coming into effect for the next year, this next year, I know what year you're listening to this in right now. But this next year is 2025. So most of those state laws have already been passed or any federal changes or laws to employee sanctions and different pieces have already been passed. So they're already there, you just got to find them. And you've got to make sure that they're all encompassing that you've grabbed all of them. So CEDR does that for you any employment lawyer,

Most of the lawyers you guys retain for most of your business pieces can usually snag that information for you too. So just double check. know, states like California and New York have really strict employee policies, so you just want to make sure you're always on part of there. So that's like the first layer of updates for me and the easiest space to really tackle and hit. But Dana, I loved your idea and really like looking back on the year to project for the future. Will you walk us through kind of

your thoughts on that and what you used to do when you were in practice.

Dana (04:37.142)

Yeah, sure. I think the end of the year is a great time to just kind of reevaluate. Did I have everything in my handbook or did situations come up throughout the year that man, I really wish I had had something in writing for that. So, you know, I had a couple instances and practices this year where like they had to like have some hard conversations around like drugs or dress code, right? And they didn't have those things defined or they didn't really know what to do because it's like, well, can I ask them to take a test? Can I ask them to wear something specific because I don't have it

in writing. So if you happen to have to have some of those hard conversations or make some uncomfortable decisions and you don't have it in writing, now is the great time as you are updating for laws or you're getting your handbook in place to begin with. Just considering throughout this year, was there anything? Did my PTO policy work? Did raises come up at times I wasn't expecting them? So maybe I put in my handbook like when I evaluate for raises or that raises are based on performance or that I follow a tier raise structure.

The Dental A Team (05:26.414)

I'm stop.

Dana (05:37.664)

you know, maybe we had some team members who they asked for some last-minute PTO, so like maybe we need to get in writing a little bit stronger of what the process is for getting it approved and what kind of notice they need to give. So just looking back through the year and did anything happen that man I wish I had had something in writing or this was uncomfortable because I didn't.

The Dental A Team (06:00.686)

think that's fantastic, I love that whole structure there. I love that you pointed out like drug policies, things like that. Those are things I think we forget to think about often times when we initially make it because...

I mean, we're all here with the mindset that people are naturally good human beings and that things are, which not to say that they're not naturally good human beings, but sometimes what we feel like is intuitive or known or like just natural thought process just isn't the case. And we find that in literally every aspect of life. So not forgetting that when it comes to the employee manual is true as well. And making sure I think Dana, as you're talking, I'm thinking like getting so granular with it that it can't be confused or misconstrued.

that it's insanely clear that from the smallest level possible and the biggest level possible, we can understand this entire makeup of whatever this rule or whatever you want to call it is.

It made me think too about smoking breaks and where are they allowed to indulge in a cigarette if that's something that you may have a team member on your team who does that or vapes or these are all the real things. These are all common factors of everyday life. Where are those things able to be handled, be done? I know for me, my practice I worked out for years, we had that it could not be on the premises at all because we didn't want patients walking into it.

advocate it for our patients for their health and their overall you know teeth so we had to make sure that they weren't walking into it and they weren't seeing any team members who may be on the team that did partake in those so it had to be off-site completely on their lunch breaks or what have you so I think though that's something that we tend to miss until like you said we get to the situation and we're like great awesome I actually don't have something for this so carry on and we'll fix this later maki