8 steps to save time and grow your therapy business

Your most valuable commodity is time

It is sometimes hard to accept that we could have made better choices in our business earlier on, to save time in the long run – and because habitually, we each have our own ways of performing tasks which might actually slow us down if we don’t have the right tools to help us.

As a therapist, or wellness business owner, one of your most valuable commodities is time.

Day to day, you have clients to see & book in, are juggling emails constantly, and in the back of your mind, you know you need to free up some time to write a new blog post. Unless you stumble across Hermione’s Granger’s TimeTurner anytime soon, managing your schedule inefficiently is probably stressful.

But not to worry! We’ve compiled a list of quick wins that you can incorporate into your business to use your time more efficiently to structure your daily processes and manage your clients faster, so you can move forward and grow your business with confidence.

 

1. Simplify your schedule

Managing appointments can take up a big chunk of your day. Online scheduling tools like Calendly and Acuity Scheduling make it easy for your clients to book appointments directly from your website. This also helps you avoid double-booking and missed appointments, saving you time and hassle.

Tip: Set up automatic email reminders for appointments to reduce no-shows and keep clients informed.

 

2. Use Client Management Tools

Keeping track of client information manually can be a big drain on your time. Client management tools, such as Cliniko and SimplePractice, help you organise client records, session notes, and billing all in one place. This makes managing your business much easier and more efficient.

Tip: Choose software with features that include electronic health records, client portals, and billing management to handle all your needs.

 

3. Automate Your Admin Tasks

Administrative tasks like sending reminders and processing invoices can eat up a lot of your time. Automation tools, such as Mailchimp and HubSpot, help you set up automatic emails and workflows. This way, you can focus more on your clients and less on paperwork.

Tip: Use templates for common emails and documents to speed up communication and documentation.

 

4. Create and Use Templates

Creating templates can save you time by eliminating the need to consistently write up documents and reports from scratch. Develop templates for client intake forms, session notes, and reports. This will help you work more efficiently and maintain consistency in your communications.

Tip: Regularly review and update your templates to ensure they meet your current needs.

 

5. Outsource Services Which Other People Can Do For You

You are an expert in your field, and want to dedicate your time and energy into building the best business and services for your clients. That doesn’t mean you have to do everything yourself. Most likely, managing, updating and hosting your website and online presence can take up a lot of your time which could be redirected towards your core business instead.

Website hosting services like Design Wellness take the stress of managing a website away so you can spend more time growing your business.

Tip: Find out more about our affordable website plans. We design, manage and host your website – we handle everything.

 

6. Set Clear Boundaries

In the world of therapy and wellness, advising clients about setting personal boundaries is bread and butter stuff.

Make sure you set boundaries within your work-life balance too. Set specific working hours and stick to them. Be sure to communicate these boundaries to your clients and outline clear expectations so you don’t burn out.

Tip: Schedule regular breaks and days off to recharge and maintain your energy.

 

6. Use data to make better business decisions

Understanding how your practice is performing can help you make better decisions. Tools like Google Analytics can show you how many people visit your website and how they find you. This information helps you understand what’s working and what needs improvement.

Tip: If Google Analytics, or SEO (Search Engine Optimisation) sounds confusing, don’t worry! We can help you with setting up and making sense of your website’s data so you get the best results.

 

7. Ensure your website is easy to use

Your website is a key tool for managing your practice. Make sure it’s easy for clients to navigate and find the information they need. Features like online booking, FAQs, and clear contact details can make your website more effective and reduce the time you spend on client queries.

In the age of mobile phones and portable devices, having a website that functions well on mobile is crucial. If a mobile user visits your website and the site is hard to use, they will leave without a second thought. Make sure that your website is optimised for mobile as best as possible.

Tip: If you don’t think your site is easy to use, and is hard to update and manage, then we’re here to help. Find out more about our affordable website plans.

 

8. Make Sure To Regularly Review and Adjust Your Processes

Stepping back and reflecting on your day to day operations with a bit of hindsight can really make a difference.

To keep your business running smoothly, periodically review your processes and identify areas for improvement. Regular assessments can help you make necessary adjustments and stay efficient.

Tip: Seek feedback from clients and fellow colleagues to get insights into what might need changing. Sometimes a different perspective opens your eyes to new ways of thinking about your business.

 

Conclusion

Balancing the needs of your clients alongside managing your business doesn’t have to be overwhelming. By using tools to streamline scheduling, automate admin tasks, and manage client information efficiently, you can focus your efforts on continuing to provide excellent care to your clients. 

If you’re unsure about any aspect of managing your practice, especially when it comes to understanding data and managing your website, we’re here to help. Our goal is to support you every step of the way, ensuring you can focus on what you do best – caring for your clients.

Feel free to revisit these tips and adjust them as needed to fit your business. Remember, a well-managed, time-efficient business is key to your success and your client satisfaction.