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The Delivering WOW Dental Podcast

This Podcast is for you, the Dentist, Entrepreneur, or Small Business Owner. Voted one of the "Top 25 Women in Dentistry" by Dental Products Report, Dr. Anissa Holmes has effectively mastered the skill of the use of Social Media, with a Facebook following of over 48,000 fans. Dr. Holmes has discovered that the most effective way to get massive results is to first have a vision and to focus on what matters most. Dr. Holmes teaches you actionable steps to develop your dental practice's culture, systems, and brand. Dr. Holmes is going to reveal what works in Social Media, how to build an amazing dental team, and well as strategies to increase your productivity and profitability. Dr. Holmes has figured out what works to create a dental practice full of "Raving Fans". Dr. Holmes interviews Dental Experts and Non-Dental Entrepreneurs such as Mike Michalowicz, John Lee Dumas and Dr. Mark Costes to bring you BIG, powerful strategies to help you scale up your business so that you can achieve more while working less.
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Feb 13, 2019

What's up guys? I hope that all is well. Welcome to another episode of our podcast. I actually wanted to jump on, I am right in the middle of organizing my Google Drive for a new product that we're going to be launching which is our Delivering WOW funnel program. We have had almost 1,000 people to go through our Facebook Bootcamp, and inside of the bootcamp we give a Facebook ad for every service. We give about 20 or 30 images, we also give a Done For You funnel and email copy for dental implants. But what's happened is that, a lot of our members are like, this is really, really good can you provide us more content? So we want to be able to get for example, images every single month for Invisalign as well as maybe, an article that we can share with our patients. As well as fresh Facebook ads, as well as fresh images, right?

And so what we've been working on for the last six months is actually, creating all of that content. So for actually 12 different dental services: implants, Invisalign, cosmetic dentistry, cavity risk assessments, pediatric dentistry, sleep apnea, braces, safe amalgam removal, Wisdom teeth, Six-Month smiles, teeth whitening, peri ... I mean, it's just a whole list. We've actually been working on this as a secret project, listening to our members, right? Now, I want to talk a little bit about what we're doing ... What I'm actually working on right now and how this applies inside of your dental practice. And this is a pretty big project that we're working on. Again, every single dental service that was spoken about we need to provide images for regular ads, images for funnel ads. As well as short copy ads and long copy ads and articles and like, its just a whole bunch of stuff. We want to make sure that we're over delivering.

But, the question is that, how do you keep things organized? And how do you ensure that you're not getting overwhelmed? Well, a lot of it comes to simple processes, right? And so, a lot of times you guys see me launching different things. So we have our Printables Program, which is so crazy because I actually thought up that idea probably about three or four weeks ago. It has not even been a whole month, and I came up with this idea and then what I did was I just kinda mapped out the process and I spent about a day mapping out the process of how it would work, where we would get the content for, for the articles, which is typically coming from our writer. And then passing that onto our graphic designer, and then passing that onto the person who uploads the printable, to an Amazon file that we can get a downloadable link. To now putting it inside of the emails that we sent out, right? So it's creating a process.

Now, because we took the time to create the process, what happens is that in about two weeks we actually were able to launch it, which is crazy because it's a pretty big project, there's a lot of moving parts. But, quite honestly, the reason why we're able to get that up and running, which has been crazy successful. So far we've had almost 1,000 people who have signed up for our weekly free Printables, which is great because we are now allowing people to learn more about Delivering WOW and how we can help them, our podcast, our free Facebook group, and all of our different programs. But the reason why we're getting ... Able to get it launched, which is why I'm talking about that today is that, I actually took the time to map out the entire process. And because of it we got it launched very quickly and the same thing with our funnel program that we're about to launch. Like, it's a lot of moving parts, we probably have about 20 people working on this project. We have three different writers, we have three different graphic designers. We have just a ton of people that are working behind the scenes.

The only way is that we're organized, right? And so inside our ... For example, our Google Drive, I took time to say, "What are all the services? What are all of the content that needs to be complete? Whose going to actually complete it, right?" And then sharing links of where everything can be saved. And I say that because even yesterday, I'm helping my sister ... She's a pre-K teacher and she's been working with

ipt by Rev.com

helping pre-K teachers with like, their curriculum and lesson plans and she's been doing a lot of Facebook Lives and really helping them. But now they've asked her for ... And she's been doing that just as a hobby. But they are now asking her for content. And they want to get access to, for example, monthly lesson plans. And so I said, "Okay, let me help you map out the course." And we did the exact same thing like, I spent about an hour just, organizing because she's like, "I'm overwhelmed I don't know where to start." I'm like, "Just take some time. And just write out like, what 12 things can you help people with?" Okay, so the first step is to create those videos. Now that you've created the videos, what's going to be the next step that you will want to create an additional resource that will help them so that they won't get stuck, right?

So that would be a checklist or a PDF, right? From there what is the next step? From there the next step is to say, "Okay. What are we going to create for them?" So if it's going to be lesson plans, if it's going to be an activity sheet. All of the things that you're going to deliver to them outside of say for example, the 12 learning topics that you want to give them as a bonus, right? And then she's like, "Alright I get it." So step one is, what are your 12 videos? Step two is going to be what's ... What additional resources? And then like, for the monthly deliverables again, the lesson plans. What are you giving? Again, how many lesson plans are you going to give? And then based on that, are you going to do a video with them? And again, it can get super overwhelming. But the way that we broke down the process is like, alright let's map out all of the steps. Now let's just focus on what you have to do for step one. Don't worry about all of the other steps, you've already written them down. Let's just focus on these 12.

So the first step is creating your first 12 topics. Once that's done, create the first 12 videos. Once that's done create the templates that go with them. Once that's done, then you move on and we created a really cool spreadsheet inside of Excel where she could actually just, map through seeing how the content is moving as well as like, having an Excel link to the folder where the content is and she was like, "Oh my gosh! This makes so much sense." Now, the reason why I'm talking about this again, on this podcast and relating it to dentistry, is that a lot of times we say that we want to launch a marketing campaign, or we say that this quarter we want to be able to create a process for our account receivables collections. Or we want to create a process for how we answer the telephone, or we want to create a process for how team members can request time off, right?

So there's a lot of things that we want to do. Unfortunately, a lot of times it's just talk and talk with good intention. But without an actual plan of how you're going to get there, it can be super overwhelming of how you're going to actually do all of these things. And so, one thing that we started to do within my practice as well as, with our inner circle practices. As well as now, within our Dental Profit Academy, is we're actually teaching the process of 90-day planning through using tools. So using a tool such as, Asana. And Asana is great for task management. And even within our Printables Program, even within our Delivering WOW funnels, it's the same thing. So we use Asana so we can see progress move and then the content is saved within like a tracker. And the content is saved also in folders in Google Drive. So the Asana is kinda like how we move things over. But, we do the same thing for our dental practices and so we say, "Okay, with the 90-day plan, what three things are going to work on this quarter? What are we going to work on for January, February and March inside of marketing?"

And then, just like ... Just mapping it out, right? And the same page in Asana ... Or you can do this if you're not using Asana, if you're writing it down. So just take this tip. If you're going to do marketing, what are three campaigns that you're going to do? So, you're going to a clothing drive, you're going to be doing a Valentine's promotion and a March Madness promotion. So you just dump it out, right? And then from there, okay what are we going to do in terms of training? What training does our team need? So they need training on case acceptance, need training on answering the phones. They need training on how to use a specific tool such as, Asana or Dental Intel or whatever it's going to be. So you just write those three things down and then from there you're like, "Okay well, what are we going to do in terms of processes? What processes do we need to build out?" Again, do we need to create an operations manual? Do we need to create a process again, of how we communicate with a patient when they have an overdue balance?

Like, a written documented process, not just something that's in someone's head, right? So again, all of that can be super overwhelming. But if you just jot it down, then take time after that ... And that can be super fast. Like that can be accomplished typically in like, 10 minutes. Then you can say, "Okay, now let's break this down further and let's just look at marketing. Who's going to own that on the team?" And so, you just talk to the marketing team and say, "Okay. What are we doing now, now that we're doing for ... Now that we know what we're doing for the first three months. What are we doing for the first month, right?" So the first month, we're going to work on a back-to-school ... Or we're going to work on a clothing drive, right? So, within that again, we're not worried about everything else so it makes it super easy and it's just the marketing team. Not the Doctor, not the office manager who is looking at overseeing everything. But just the person that does marketing.

For me, it's a lady who is also at the front desk. And then, the question for her is like, that's the only thing she has to work on. And so, what are you working on ... First you need to know like, who are you going to give the clothes too. And then, how many weeks are you going to collect clothes. And what it's going to be the process? Are you going to give a prize? Is it going to be like, anybody who donates gets an ability to win a $25.00 or $250.00 gift card to the practice. Like, what is that going to be? And then, from there the person would create a Facebook post to promote it on Facebook and Instagram, of how people would be entered to win and where they need to drop off the items, right?

So, that can technically be done by a marketing person in an afternoon. Just like, writing down like, who's going to do what? What's going to be done, what ... when? And then now they have their checklist. So they're checklist could be like, alright by tomorrow I'm going to find out who we're going to donate clothes too. You know what? We're going to do it for two weeks and then I'll go ahead and task myself out for Wednesday to go ahead and create a Facebook ad, you know, just the words and go ahead and kinda, map out what we're going to type up. Or if you're inside a Dental Profit Academy, we actually have campaigns that we've created for you. So, we've got campaigns for about 35 different campaigns and we just provide again, two or three examples every single month, so you can get in there and get that content. I actually, created that because my person ... My office was getting stuck. And I was like, "Would it help you if we just created a whole library of images and everything where you could just literally copy and paste it?" And she was like, "Yeah. That'd be really awesome."

But anyway, whether you're using our content or not, that's how you would breakdown for example, marketing. If you start looking at, okay well, processes, right? You can say, "This quarter we're going to work on these three processes." Well, who's going to own like, creating a documented process of what happens when a patient has an overdue balance? Who on the team is going to own that? And then you can be like, "Okay. That's going to the financial coordinator." And that might also be the office manager, or it might not be. But it's certainly not going to be the person who is necessarily doing the marketing, right? So that person can say, "Alright. I will go ahead and document a process of what needs to be done." Maybe they're doing a screen share using like, Screen Castify to do a video of their screen, of them recording what happens when ... Or maybe they're taking screenshots and actually just putting it in a typed document, right? So now again, if you have a new team member that joins the practice, it's already documented. You don't have to have any confusion, it's super clear.

So you're creating that documented process. And again, because they're only focusing on one documented process per month, right? It's not overwhelming. And because it's just one person, it's not overwhelming, right? They can certainly just focus on that one thing. So, I hope you guys are starting to see how you're able to get a whole lot of things done, just be being organized in the beginning. Like, that's the whole purpose of this particular episode to talk to you about putting in the time first and planning and mapping out what you're going to do. And then from there what you can do is say, "Okay. Who on the team can oversee that part of it?" And then from there, they have their roadmap. They know, for example, if you're the business own or you're the Doctor, if you want to create and map out what you want to have done. Or maybe your team can work with you and you do ... Which is what I recommend, a team meeting to decide what areas need to be worked on, right? And do your 90-day planning together.

But again, once you start breaking it down like that, it becomes super easy and super clear. And the team is like, "Yeah. I can take a whole month to just, write down what I do for this every single time." And what happens is that, before you know it you're like. "Oh my gosh! I've gotten so much done." And after a years' time now you're like, "Wow! I have 12 documented process and we've done 12 impactful campaigns in our community, which has brought awareness to our practice and allowed us to serve and give back." We have focused on having our team trained on again, case acceptance or having our team trained on how to use a specific tool or how to answer the telephone, right? And before you know it, at the end of the year, your team is like, rock stars because they've had all of this training.

Again, what's the important message of this particular episode? Is to just take time and to map out what needs to be done. And then before you know it, things are happening. They're happening very, very quickly. People are not overwhelmed and again, just going back to the example of me working with my sister yesterday, at first it seemed like super overwhelming for her to create a course for teachers with giving them free lesson plans every month. Free checklists of activities that they can do and materials. And when I broke it down and I was like, "What are ... If you're gonna do that, how many are you going to give?" And she's like, "Well I'll give two lesson plans." I'm like, "Okay. Then, what else are they going to get?" And she's like, "Well they'll get an activity sheet and a coloring sheet." And I'm like. "Alright great. So let's not think about that now. Let's think about the 12 extra little five minute videos. You can give them a tip about this and this and that and the other. And so, let's just focus on that first. Can you tell me the 12 you want to talk about?"

Like, she spat it out so fast. I'm like, "Alright, can you create a five minute video on each one of these?" She's like, "Yeah." She's like, "Well what about this?" No, let's just focus on this. She got that in her mind so she's like. "Alright, I can get that done by the end of this week." And I'm like, "Great. From there, those are done. Now you can go ahead and crate a resource that would attach with that. And then you're done. And then now you can focus on your ... The actual lesson plans. And then you can focus on the activity sheet and like, a coloring sheet. And then from there you can move it over onto a platform, you know, such as Quick Funnels to deliver it. And then you can focus on marketing the program."

So again, I hope that this was helpful for you. This is how my mind thinks with all of the different things that I do. Whether it's, how do we get more stuff done in our dental practice? How do we get more stuff done with Delivering WOW, when I'm also helping ... Which I find myself now, doing a lot of helping other people who are wanting to ... Want to launch courses and help people. A lot of them are coming to me now. This is the same process that I go through with them. So again, I hope this helps and I look forward to chatting with you guys really soon.

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