3 Principles That Can Help Improve Your Customer Experience

3 Principles That Can Help Improve Your Customer Experience

In my experience, shifting your business to be more customer-focused is a tall order. Customers are demanding, and there isn’t one thing you can do that works for every client. Some will like it, and some will hate it. It is just the nature of people. However, the time and energy spent on developing a customer-focused system are all worth it when you get a message from a client who tells you they appreciate the effort made to create that experience for them. It is a rare moment but always worth it.

I want to share my (failed many times first) approach to creating a more customer-focused experience that we use in our business. This is not the answer, nor will it work for everyone, but we have found a good rhythm using these principles to improve our customer experience here at Smiledog.

Be Your Customer, Everywhere

Your business has more than one customer-focused experience, and you must constantly monitor them to ensure they reflect the experience you want to create. This is one thing I do regularly. All of these are customer experiences:

  • Ad experience 
  • Landing page experience
  • Website experience
  • Social media experience
  • Sales experience 
  • Onboarding experience
  • Customer support experience
  • Client issue experience
  • Cancellation experience

The list could honestly be 10 times that length, but you get the picture. What I am trying to highlight here is that each moment a customer has with your business is an experience, and you need to consistently make sure they reflect your brand’s identity.

I enjoy doing this mainly because it’s my chance to play with our business. It keeps me creative and stimulates my mind to improve. I have finally accepted that these experiences will never be perfect. I find joy in discovering the missing piece because that is the chance for innovation and to improve the experience for our customers. Take pride in where you are now and be diligent in making sure you are always looking to improve.

Don’t Change It All for One Client

This scenario may hit home for a lot of business owners. That difficult client who is always the first to let you know you’re doing everything wrong, they try to tell you how to serve them because they “know” better than you. Don’t worry—they don’t. 

The key to this is striking a balance between serving the client and your business. More often than not, these situations are more of a personality clash rather than a problem with how you’re delivering your service. 

In my experience:

  1. I let them unload and take the brunt of the issue head-on. It’s only personal if you choose it to be. It is you and your client working together vs the problem. Not you vs the client.
  2. I try to listen and look for the true problem. Get underneath the complaining and try to narrow down where the frustration is coming from.
  3. Get a solution that doesn’t compromise me or the business. If there is pain, people want it gone. The solution can certainly cater to that client but never upend your entire system to appease them. Confidently serve your clients, don’t be run by them.

The Customer Isn’t Always Right

I actually can’t stand it when people say the customer is always right. If the customer is always right, why did they come to you for help in the first place?

Most of the time, customers don’t know what they want and are looking to you for the answer. Solve their problem with ease, and you have a happy customer.

When is the customer right? 

When the promise you made is no longer being kept. If your service or product quality has declined and is negatively affecting the customer, you need to make sure you do everything you can to turn that interaction into a positive experience. 

When you make a mistake:

  1. Own it.
  2. Apologize.
  3. Find a fix. 

This goes back to being your customer. Creating a positive experience around a negative event is a crucial part of your company’s reputation. The effort to make that customer happy now is always worth it in the long run.

Wrapping Up

Your customer experience is unique to your business, and certain things will work better for you than others. Be your customer whenever you can, stay disciplined and confident, don’t change it all for one client, and remember that you are the expert and the customer isn’t actually always right. And if you need some help managing the day-to-day with those clients, we’d love to help! find out how we can right here: Smiledog.


Only 7.5% of the world’s 7.75 billion people have chosen the path of entrepreneurship. Be confident in the fact that you are a rare breed, and you know what you’re doing!

Warm Transfers: The Secret To A Great Customer Experience

Warm Transfers: The Secret To A Great Customer Experience

Customers believe that phone calls are the fastest and most effective way to resolve their issues. But picture this… 

You call a local healthcare practice expecting the assistant to swiftly resolve your issue. She’s pleasant and wants to find the best solution to your problem. So, she transfers you to someone who should be better able to help. The phone line connects, and the person on the other end is oblivious to your issue. 

These situations are likely to move your frustration level from 6 to 10 instantly. According to the Northridge Group, 60% of customers are asked to repeat information as they’re moved from one customer service rep to the next during a call. This leads to slower resolution and, ultimately, frustrated customers. 

In this article, we’re explaining how you can use warm transfers to help customers resolve their issues faster. But first, let’s look at the warm transfer definition. 

What is a Warm Transfer in Customer Service?

Photo by Mart Production

A warm transfer occurs when information is shared about a customer’s issue with each point of contact involved in the call. This provides a swift resolution to a customer’s issue since each point of contact shares details about the issue with the other. This means the customer won’t start a conversation from scratch each time. 

There should be a warm transfer system in place at your healthcare practice. Your virtual receptionist will use this system to:

  • Understand how to connect customers with the right person in your office
  • Clearly communicate issues to the next point of contact
  • Keep the customer calm so that tensions don’t rise

Cold Transfer VS. Warm Transfer: What’s the Difference?

In a cold transfer, the receiving point of contact isn’t provided with information about the customer’s issue. This new person has to hear the customers’ issues from beginning to end. Telephone answering services often use this approach.

But there are instances where cold transfers can be useful, including:

  • Answering a simple question that’s specific to a department. For instance, a customer may call and ask, “What’s the outstanding balance on my bill?” Your virtual receptionist may not have that information and would have to transfer the call to someone in your accounting/billing department.
  • Instances where a team member may be out of the office, and the call needs to be forwarded. 

4 Benefits of a Warm Transfer

Photo by Olha Ruskykh

The most obvious benefits of a warm transfer are reducing customer frustration and resolving issues faster. But warm transfers also provide other benefits, some of which we’ve described below.

  1. Customers get a positive impression of your brand

Any interaction with your customers shapes their opinion of your brand, so it’s crucial to make every interaction great. A study conducted by Khoros shows that “poor customer care experiences make customers feel disappointed, unhappy, and angry. Also, 65% of customers have switched to a different brand because of a poor experience.” 

It may seem simple, but a customer may view not having a warm transfer process as poor customer care, even if the issue is eventually resolved. Always strive to provide the best possible customer care.  

  1. Brand loyalty increases

Using warm transfers show that you value your customers’ time and that resolving their issue is of utmost importance to you, which helps to build brand loyalty. In fact, the same study by Khoros reveals that 83% of customers feel more loyal to brands that respond to and resolve their complaints. Kudos to you if you respond to and resolve those complaints as quickly as possible! Customers will feel less anxious and trust your healthcare practice more.

  1. Revenue is likely to increase 

Warm transfers can also help boost your brand’s revenue because customers who have better experiences are more likely to book again. According to a study conducted by Emplifi, “Consumers place high importance on previous good CX with the brand and speed of availability/delivery as their top two criteria when considering a new purchase.” Happy customers will keep business coming through your doors.

  1. It’s easier to screen calls 

Let’s say you’re not ready to speak with a customer yet about an issue. Maybe you’re preparing for a delicate procedure with another patient or just unavailable for whatever reason.  Warm transfers allow you to relay that information to your virtual receptionist so that a follow-up call can be scheduled for an appropriate time. Either that or you move mountains to take the call because of the time-sensitive nature of the issue.  

Wrapping Up

The customer experience your healthcare practice provides keeps your business alive. Rather than your staff dealing with frustrated customers, why not make the issue resolution process easier using warm transfers? Your customers will thank you for it.

Smiledog has a team of virtual receptionists who not only set virtual appointments but who also deal with customer issues in the best way possible. Find out what our virtual receptionist services can do for your healthcare practice. 

3 Simple Techniques That Foster a Great Connection With Your Customers Over The Phone

3 Simple Techniques That Foster a Great Connection With Your Customers Over The Phone

Creating a great connection with your customers over the phone involves a very nuanced skill set. It is about finding the right balance between being friendly, professional, and knowledgeable. This ensures the customer feels heard and confident that you’ll take care of them.

I want to share a quick story that happened to me this past week that highlights everything wrong with the customer service approach used over the phone today.

My fridge broke over the weekend, and it looked like I needed a technician to come and repair it. So, first things first, I whipped out my phone, did a quick Google search, found one of the higher-rated repair companies in my area, and gave them a call.

I knew something was off as soon as the phone was picked up. The advertisement I had seen and clicked on was for what seemed like a small local repair company. However, as soon as my call was answered, an agent in a loud call center picked up the line and began reciting, quite monotonously, what was clearly a preset worded script. The opening line was: “Hello, thank you for calling company XYZ. Can I please start with your postal/zip code?”

That’s when I hung up.

That experience is the reason I am writing this today. You see, this company did everything right to make sure I called them — high rankings on Google and lots of great online reviews. Then dropped the ball as soon as they picked up the phone.

So, what I want to share with you today are 3 techniques anyone or business can use to improve their customers’ experience over the phone.

1. Smile First

For me, this is an absolute must for every type of call in my life. Personal or professional. I smile before I pick up or start dialing the phone.

This tiny little action sets the entire tone of the call before it even starts. You see, when introducing yourself, your smile can literally be heard in the tone of your voice, which instantly creates trust and a welcoming feeling for whoever is on the other end.

I know it sounds a little cheesy, but this has really made an impact on the 5000+ sales calls I have made over the years. Smiling constantly helps you foster stronger relationships and creates a gravity-like effect that people are drawn to. It is the reason why our name is Smiledog. Everything quite literally starts with a smile! For us, it is the most important aspect of our company culture, and it’s ingrained into our DNA. It’s also our first and most important core value and sets the tone for our entire team. We honestly believe that you can hear a smile through the phone, and it’s why everyone goes through our culture training before ever jumping onto a live call.

A company’s phone experience is crucial to its success, and when it comes to the one I recently had, it was so obvious the person answering wasn’t smiling. I could literally feel it through the phone by the tone of their voice, and a simple smile could have shifted the entire conversation from the start.

2. Help Second

Really, one of the main reasons for answering the phone is to help the customer. Before every call, you should be asking yourself: “What will help this customer the most?”

When thinking about the experience I just had with the repair company, the first thing they did was ask something from me. They wanted my postal code, a piece of personal information before they even knew what I was calling for. I am happy to give a company my information once I know they have the solution to my problem.

Luckily, you can avoid this kind of problem in your business. It is very easy to initiate every call with a help first approach. All you have to do is end your greeting with the simple question: How can I help you?

This invites your customer to explain what is going on and will give you all the information you need to properly handle the situation. What is crucial after asking the question is that you listen completely and do not cut them off. The customer needs to feel heard first before you solve their problem.

I will admit this is still a work in progress for me. I sometimes find myself interrupting the customer as I think I already have the solution to what they need, and I go right into explaining why we can help. This has and still does sometimes bite me in the butt.

You need to let the client explain what their problem is in full. Prematurely interrupting them and jumping in with a solution to a half-explained problem will ultimately lead you to not truly understanding the entirety of what they need.

So, by offering to help initially and listening completely, you always give yourself the chance to react appropriately to the real problem and give the client the best possible advice you can.

3. Follow up Third

The last tip I have for you today is something you should be doing post-call to solidify the experience your customer just had with you. There must be a prompt follow-up after the call. Whether it is having your receptionist send you the details as soon as they finish the call or you sending over some post-call information for the customer to review, make sure you prep an email/text and have it sent out within 15 minutes of the call.

I know this isn’t feasible 100% of the time but do it as often as you can. My personal goal is to do this 95% of the time. I will have a post-call email sent out with the details we discussed and my contact information so they can reach me for anything else.

I know from personal experience that when I call a company to discuss services or book an appointment, there is a smaller chance of me continuing my search if the confirmation or info packet email is sent out quickly. The follow-up message solidifies that you care about them and value their time by wanting to make sure they promptly have all the information needed to be confident in your company. This is exactly why we recently published a quick “how-to” post on crafting an effective appointment confirmation message. So check it out right here if you have a minute!


Wrapping up


When looking at the 3 techniques for creating a better connection with your clients over the phone, they are pretty simple, right?!

I know from our 15 years of experience at Smiledog that it is usually the simple little things that tend to be the most effective when it comes to dealing with customers. That is why we always smile first, help second, and follow up third. It’s an easy formula that consistently ensures a friendly and professional experience for our clients.

If your business needs some help upping its game when it comes to the phone, we’d love to connect and see how we can help. Feel free to book a consult with us here, or check out more info here: Smiledog Virtual Reception

How To Cut Operational Costs For Your Small Business in 2022

How To Cut Operational Costs For Your Small Business in 2022

If there is one thing I have noticed trending amongst my customers right now, it would be; price sensitivity. 

Prices have gone up everywhere and small business owners have been impacted the most. Business owners have had to deal with the highest inflation rate of the past 3 decades as well as meet the increased wage demand. So, it is not surprising business owners are looking to find ways to streamline their operational costs wherever they can. 

To reduce costs and improve client satisfaction, we are focusing on the following three customer-facing solutions that any business owner can implement quickly. 

  1. Phone systems and why less is more.
  2. Appointments and why you need software to manage them. 
  3. Virtual staff and why specialized off-site team members are better than hiring in-house.

These 3 solutions are quick and effective ways to help small business owners cut some of their costs and create improved systems to help them grow in 2022.

Get Rid of Your Landline

Physical office phones are no longer sustainable. They are a much bigger crutch than you realize. Landline phones:

  • Cost more.
  • Are less reliable.
  • More difficult to use.
  • Create friction for clients.
  • Can hinder your company’s growth.

VoIP-based phone systems are a quick and easy way to manage one of your business’s most important communication tools: your phone number. They can cost as little as $20 to $30 per month and provide far superior coverage as long as you have good internet. Most VoIP-based phone systems can be accessed through your smartphone and your settings can be updated on the go. Companies like Ooma, RingCentral, and Grasshopper have options for companies of any size. 

A VoIP-based phone is a low-cost and effective way to have full control over your business’s phone system which is crucial for delivering great customer service. 

Set Up Online Booking

It is now more crucial than ever to be available for appointments as customers want a guaranteed time and date that’s convenient for them to discuss your services. An online booking option gives them the freedom to pick a convenient time all within your schedule. The great thing about online booking is that you set your hours making it a win-win. 

Online booking can have a huge impact on your revenue. In fact, service-based companies offering an option to book online can see a potential increase of 37% in revenue. It is an incredible option for small business owners dealing with the rising costs of inflation. 

There are so many scheduling systems available, that it can be difficult to choose the right one. So, we have made a top 3 list to help you narrow down your choices and make life a little easier!

  1. Jane

This system was designed from the ground up for healthcare professionals. It allows you to book, chart, schedule, invoice, process payments, and run your entire practice online. At Smiledog, we love Jane because:

  • It’s user-friendly.
  • It’s easy to view and mark off blocked time.
  • It has multiple schedules based on different locations.
  • The tagging feature allows you to link different appointments to different practitioners to ensure bookings are always done correctly.

  1. Calendly

This system is great for solopreneurs. It syncs two-way with Gmail, Outlook, and iMac making it easy to ensure your online schedule matches your calendar allowing clients to book when you’re available. Calendly is great because:

  • It takes 30 to 60 mins to set up.
  • It has all the right features without being overwhelming.
  • It’s free to start and upgraded plans are very cost-friendly.

  1. Acuity

Acuity is great because it integrates directly with Square for online payments and processing. Their system is easy to use because:

  • It is very cost-friendly.
  • It integrates with various other software.
  • Its search feature makes it easy to find available appointments.

Hire Virtual Staff

Now that you have full control over your phone system and schedule you’re ready to get help from a virtual assistant (VA) and/or receptionist (VR). What are VAs and VRs and why do you need them?

Virtual Assistants (VA)

VAs help you with your highly specialized needs and they will give you expertise in maintaining and developing workflows for complex tasks within your business. A VA can help you with:

  • Email Management.
  • Social Media Management.
  • Direct billing & Insurance claims.

Virtual Receptionists (VR) 

A VRs focus is on the front lines. They are your customer service team managing your daily call flow. Your VR will make sure you book appointments while you’re in appointments. Your VR will:

  • Answer your phones with a smile.
  • Manage and book your schedule. 
  • Help with customer service and FAQs.

For small business owners, hiring virtual team members can be more effective than hiring in-house staff. The average monthly costs are easily identifiable and the savings can be huge. The unseen added cost of in-house staff can hinder your business’s growth. 

For business owners, hiring and training is a huge time investment without the guarantee that a person will stay long-term. Reliability is also crucial when you’re trying to grow your business. Not showing up or calling in sick can wreak havoc on your day’s productivity.

Highly specialized virtual staff can be a great option for small business owners who need some help. Find the area in your business that is causing you the most pain and have a virtual service solve that problem with less cost and time investment needed.

Wrapping up

Growing a business and ensuring its success can be one of the hardest things someone can do. On the other hand, when you finally get over that hump and see your company start to succeed, I promise you it is one of the most rewarding things in life. It creates humble confidence in yourself that you know you can take on anything. Hopefully, some of the advice we provided today like getting rid of your landline, setting up online bookings, and hiring a virtual service can help give you that little extra lift you need to improve your customer service and experience.

We at Smiledog specialize in virtual reception and appointment setting services. We want to help you ensure that your customers always feel welcomed and taken care of the first time. If that sounds like it may be of help to you and your business, we would love to chat more and see if we could be a fit for what you need. 

Schedule a free consultation with us now or find out more about our services here: 

Virtual Reception and Appointment Setting.

How To Craft An Effective Appointment Confirmation Message (+ Examples)

How To Craft An Effective Appointment Confirmation Message (+ Examples)

Have you ever ordered something online and worried when you didn’t receive a confirmation message? The payment went through but there was no message from the store confirming they received your purchase.

Thousands of questions began flooding your mind. Will you get the order? Will they charge your card twice because they haven’t seen your purchase? 

If these thoughts are running through your mind, imagine what your patients think when they don’t receive a confirmation message from you.

There’s a big difference between an appointment confirmation message and an appointment reminder. An appointment confirmation message is sent immediately after a patient schedules an appointment to ensure the details are correct and to provide any other relevant information. But appointment reminders are sent consistently until the date of the appointment so that patients are less likely to miss their appointments. 

So, what should you include in an appointment confirmation message? Before we answer this question, let’s look closely at the steps in the appointment confirmation process.

What is the Appointment Confirmation Process?

When you don’t have an appointment confirmation process, the chances of more patient no-shows at appointments increases. It’s been estimated that patient no-shows cost the healthcare industry $150 billion annually. Here’s a seven-step process that you can use so that your business doesn’t unnecessarily lose money.

  1. Ensure patient records are up-to-date. Patients could be missing confirmation messages because they’re being sent to the wrong places.
  1. Work with your team to ensure they understand the appointment setting process. The appointment confirmation message is sent at the end of the process but it won’t work well if your appointment setting process is flawed.
  1. Send both text and email confirmations. Using both forms of communication increases the chances of reaching your patient.
  1. Personalize the message. You can use a template but fill that template with information that’s unique to the patient.
  1. Educate patients about the value of the visit. You know this well as a healthcare practice owner — no-shows often need more expensive emergency care later on. The appointment confirmation message provides a great way to motivate your patients to be proactive.
  1. Send a follow-up message explaining next steps once the patient has confirmed. This would be a good time to tell patients to expect a series of appointment reminders. You would also use this follow-up message to explain your process and allow the patient to ask questions. Your aim is to ease the patient’s concerns so that the appointment flows smoothly.
  1. Send appointment reminder messages.
    • One message per week if the appointment is far in advance. 
    • One message at least five days before the appointment.
    • One message three days before the appointment.
    • A final message 24 hours before the appointment.

How to Create an Effective Email Appointment Confirmation Message

Emails tend to be the go-to mode of communication for healthcare practice owners who’re trying to reach out to patients. But there’s a right and a wrong way to send email confirmation messages. This section explains how you can create them the right way. But first, let’s dive into why an email appointment confirmation message is important.

Why is an Email Appointment Confirmation Message Important?

  • Your patients won’t feel anxious about not knowing whether their appointment was confirmed.
  • You can get patients into your email marketing funnel where you further nurture your relationship with them even after the appointment.
  • There’s more space in an email to share information and provide options to reschedule or cancel the appointment.
  • There are more opportunities for you to use your branding and create attractive content.

How Should an Email Appointment Confirmation Message be Structured?

An email appointment confirmation message has four parts.

The Sender’s Name

  • This is the first thing the patient will see.
  • You could use your business email address but that may be unfamiliar to the patient and result in the email being overlooked.
  • Say something like, “Dr. Han from The Mayo Clinic” instead.

The Subject Line

  • The email subject is directly underneath the patient’s name so it’s the second thing the patient will notice.
  • Get to the point by saying something like, “Confirming your appointment on [date and time]”.

The Preview Text

  • The preview text is the first two sentences that appear underneath the subject line. It’s often used as a way to further encourage the patient to open the email.
  • Most email marketing tools will allow you to write your own preview text, others just use the first two sentences within the body of the email.
  • Write something warm and inviting. The patient may already be nervous about the appointment so this is your opportunity to help ease those fears.
  • Example: “We’re looking forward to seeing you! Here’s what you can do to prepare.”

The Content

  • This is the meat of the matter. 
  • This is where you’ll provide details about the service the client paid for, the amount paid, and when and where the appointment will take place. If it’s a virtual appointment, provide the meeting link. 
  • Use the email to provide tips the patient can use to prepare for the appointment.
  • Include links to any documents or contracts the patient needs to sign.
  • Express that appointment reminders will be sent. You don’t have to say when, but make the patient aware that they’ll be sent.
  • Include a CTA to confirm the accuracy of the details, as well as the option to cancel or reschedule and relevant contact information for your healthcare practice.

Mistakes to Avoid When Creating and Sending Appointment Confirmation Emails

  • Asking for sensitive information. Patients should be discouraged from sharing sensitive information via email.
  • Sending emails to multiple recipients. You run the risk of patients seeing other patients’ email addresses. Also, you won’t be sending a personalized message.
  • Forgetting to double-check the recipient’s email address before sending. You don’t want to send the email to the wrong person!
  • Using complex medical terms. Craft the email in a way the patient will understand.
  • Offering medical advice without first seeing the patient. Sure, you may offer tips to help the patient prepare for the appointment based on the issues the patient has shared. But that doesn’t mean you should offer concrete medical advice. 

Appointment Confirmation Message Sample for Emails

Sender: Dr. X from [Name of Healthcare Practice]

Subject: Confirming your appointment on [Date and Time]

Preview Text: We’re looking forward to seeing you! Here’s what you can do to prepare.

Hi [First Name],

You recently scheduled an appointment for [Date and Time]. The appointment has been confirmed and will be held at [Location]. Please reply to this email if you’d like to cancel or reschedule the appointment.

We know that you’re experiencing discomfort and we want to help you through this difficult situation. You expressed that you’re struggling with [insert details of the condition here]. Dr. X is ready to provide the treatment you need. 

Some appointment reminders will be sent over the next few weeks via email and text. So, you can look out for those. In the meantime, here are some tips to help you prepare for the appointment:

[Insert relevant tips.]

[Include links to a secure HIPAA compliant portal where the patient can share and sign any related documents.]

See you soon,

The Team at [Name of Healthcare Practice]

How to Create an Effective Appointment Confirmation Text Message

Text messages are often more effective ways to communicate with patients than emails. A recent study shows that text messages receive a 90% engagement rate and help patients feel more connected to healthcare teams. Also, a study by Luma Health revealed that patients are more likely to respond to text messages with these messages having a 52% response rate when compared to 28% and 26% for email and phone reminders, respectively.

That’s why we’ve included text messages as part of this appointment confirmation message guide. You shouldn’t depend solely on email confirmation messages, especially if you want to keep your appointments filled and reduce the risk of no-shows.

So, let’s dive into how you can create an effective appointment confirmation text message. 

What Should an Appointment Confirmation Text Message Include?

  • Date, time, and location of the appointment
  • A CTA to confirm the accuracy of the details
  • The option to cancel or reschedule
  • Relevant contact information for your healthcare practice

Mistakes to Avoid When Sending Appointment Confirmation Text Messages

  • Not using the right SMS tool. There are a variety of tools available including Podium, Text Sanity, and OpenPhone.
  • Forgetting to include the customer’s name. Sure, you’re sending an automated text message but excluding the customer’s name will make it impersonal.

Appointment Confirmation Message Sample for Text Messages

Hi [First Name]. This is [Name of Healthcare Practice] confirming your appointment on [Date and Time] at [Location]. Please reply with a “yes” to confirm. Click here [include relevant link] to cancel or reschedule.

Use Scheduling Software to Create the Best Appointment Confirmation Messages 

Whether you’re sending messages via email or phone, it can become quite tedious to keep tabs on these messages for each patient. Did the patient receive the message? Where is the patient’s response?  Things will start getting lost and confusing pretty quickly. 

Scheduling software makes it easier to automate the process. The Smiledog team helps healthcare practice owners using tools like Jane App for efficient patient communication, including sending appointment confirmation messages. All you have to do is upload the messages you want to use in the app and our team will ensure they’re sent to your patients at the right time. 

Appointment Confirmation Messages Should Be a Natural Part of Your Appointment Setting Process

Appointment no-shows impact your bottom line. They also create greater problems for their own long-term health and well-being. Making appointment confirmation messages a natural part of your appointment setting process can help you reduce the risk of no-shows and keep your patients happy.

Smiledog has a team of virtual receptionists who are experienced with appointment setting and ensure your messages are delivered exactly when needed and with an added human touch.   Grow your healthcare practice with our appointment setting service.

4 Things I Learned From Therapy That Can Help Shape Your Leadership Skills in Business and Life

4 Things I Learned From Therapy That Can Help Shape Your Leadership Skills in Business and Life

The choice to go to therapy was one of the hardest things I have ever done because it forced me to face the reality that I needed some help. Letting go of my ego and choosing to be vulnerable with someone I didn’t know ended up being the best decision of my life. 

You see, the thing about therapy is that by facing what’s happening internally, you’re indirectly affecting every relationship you have around you. Making the commitment to understand more about yourself and how you process your emotions will help you:

  1. Better articulate your thoughts and feelings.
  2. Better recognize emotional cues.
  3. Create a healthier inner monologue.
  4. Create room for all of your emotions.

Learning more about how to apply these things in my everyday life by looking at my deepest emotional triggers helped me realize that we are all actually looking for similar things:

  • Financial security and freedom.
  • Deeper connections with friends and partners.
  • More quality time with our families.
  • Ways to keep our creative sides alive.
  • Time to take care of our health.

Although we all crave similar things, what’s different for each of us is the path we take to get there. That’s what makes everyone’s story unique, and that, for me, might be one of the greatest lessons I’ve learned when it comes to leadership. 

Anyone who starts a business is taking on a leadership role, whether they know it or not. The long-term success of every business is determined by how well everyone is aligned with the company’s vision, and I believe going to therapy is one of the best things any business owner can do to ensure that vision’s success. Business is all about the successful organization of people, and you can’t lead others well until you’re happy with yourself. 

So today I wanted to share with you some of the most important things I have taken away from my therapy. Hopefully, they give you some insight into where you are struggling and inspire you to make the investment to talk to someone too.

Better Articulate Your Thoughts and Feelings

One of the most important skills a leader has is the ability to communicate. The work you do in therapy is directly related to this. It helps you understand how your emotions are attached to your thoughts and how you can best say what you want to convey.

For example, in my experience, I always used to react before I thought because I was letting emotion take the lead in how I was communicating. More often than not, that emotion was related to something personal that triggered me and I would take it out on the person in front of me. 

Through therapy, I have been able to face those deeper triggers and allow more room for the emotions attached to them. This has made a huge impact for me on how I communicate with everyone in my life. I can create a space to feel the emotion before I react, which gives me more time to think about how I can better respond or handle the situation.

This has done wonders for me in my ability to communicate with a lot of different people because I now have a safe space for my emotions that doesn’t get in the way of getting through the true problem with other people. 

I have by no means perfected this yet, but I am working on it every day and have learned to accept that it will always be a work in progress.

Better Recognize Emotional Cues

This is something I see so much more in others now because I learned how to see and feel my own emotional cues during my therapy. 

For example, anger tends to rise within the body. So if you are having a conversation with someone and see them taking a big, deep, and swift chest breath, that could be their body’s reaction to some anger they’re feeling. 

Sadness can show up in many different ways. You can see it in someone’s eyes if they’ve stopped looking at you as they begin to well up. The way someone holds their mouth; biting their lip to stop it from quivering; a shift in their breathing as if they can’t seem to get enough oxygen as they breathe. The tone of their voice could be shifting as they’re trying to hold the sadness in their throat so you can’t hear it.

Happiness is generally the easiest to spot as you can feel the warmth from someone’s smile or the roar of their genuine laughter.

More often than not, though, when we start to feel those negative emotions, our anxiety creeps in. It’s as if a thick layer of fog has begun to set in, making it impossible to navigate and really feel what emotion is actually rising up for us. This can make it extremely difficult to communicate effectively with someone. 

By developing an understanding of your own emotional cues in therapy, you can create much more awareness and patience for the cues of other people. Sometimes having the ability to just sit with them is powerful enough to make an impact. Simply letting their emotions be present from that emotional cue you noticed can be the difference between making a real connection with that person or them disassociating more because you’re talking over what they’re feeling.

As a business owner, ensuring your team feels heard and listened to is crucial to creating trust. A team with an open dialogue that can have difficult conversations about the real issues is going to create a thriving work environment. I know only from my experience but having a tougher real conversation always feels better afterward than the ones where you skimmed the surface and neither of you said what was really going on. 

Create a Healthier Inner Monologue

The way I talked to myself before I started therapy was easily the most toxic thing I would do to myself on a regular basis. It destroyed how I viewed myself. I know so many friends and colleagues who have similar tendencies and they choose to just push through, which is okay, but burnout is inevitable with that route.

There is you and there is the version of you in your head. Sometimes they seem to always be at odds. But I started to notice that after a few months of therapy, I could see those “two people” less and less at odds.

I could feel the two versions of myself getting more in sync with each other and my confidence growing. The dread I was feeling about the future of our business seemed to go away. I was no longer always asking myself: 

“Do I really want to do this forever?” or “Is this actually what I love doing?”.

The idea of running this particular business was no longer the focus but rather what the outcome of running this business can do for me. For the lucky few business owners, they found a way to monetize their passion. But for a lot of us, we build them out of the need to support our families and create some financial stability with the hope that someday our business will give us the freedom to choose our family first.

My inner monologue no longer dictates the outcome of my day. It now serves as my guide, making sure I stay on the path of where I want to go.

For many business owners the internal battle is the toughest part. Winning against yourself is where real success can come from. Doing that is a lot easier said than done but one piece of advice I would give is to find other business owners in your local area. Whether it’s through networking or local events, you would be surprised how much entrepreneurship there is around you and how willing the community is to help each other. A little vulnerability among your peers can go a long way in helping you get outside of your own head and not feel so isolated.

Create Room for All Your Emotions

Another huge turning point for me during my therapy was realizing that everyone needs to create a space for each one of their unique emotions because you can’t have one without the other. What I mean by that is our happiness isn’t really a destination that you stay at forever. It is a number of different moments we experience throughout our lives and those moments pass. Once they are over, there will always be another emotion to take its place.

For me, realizing that I can’t have happiness without sadness or anger has actually made me a happier person overall. I can appreciate more moments in my life for what they are instead of for what I wish them to be.

As a business owner, there are an endless number of moments where our emotions can overwhelm us and it can feel like a deserted island with no help in sight. But therapy can help provide you with an internal skill set that will help you create space for everything you feel.

We are all happy, sad, angry, and fearful, all at the same time. Therapy can help give you a better regulator to know when you’re feeling what and why.

What does this ultimately mean for your business?

Simply put, all businesses are a collection of people working together toward a common goal. So business is really about becoming a master of communication. The thing is, you can’t become a master of communication for everyone else. You can only master it for yourself and form your own perspective. 

Becoming clearer with your thoughts and feelings, recognizing your own emotional cues, strengthening your inner monologue, and creating some space for everything you feel are all personal journeys. By doing the tough work with yourself, you will undoubtedly create an impact on every relationship in your life. 

If there is one thing you can take away from this, it is that you don’t need to separate your work and personal life. When you own a business you can’t separate it. The business is part of you and it affects every part of your life and that is okay. Just like with your emotions, you can’t have one without the other. So it’s about balance and creating a safe place for them everywhere in your life. 

Therapy will help teach how to balance everything within you, and once you can do this, everything around you will follow.

Thanks so much for reading. And if you’re looking for some additional info you can apply to your business today, check out this post we did highlighting our wins during the pandemic that allowed to us to keep growing: From One Business Owner to Another: How to Ensure Your Business Survives Any Curveball Thrown Its Way