Setting Expectations with Your Assisted Living Administrator: A Guide
Sep 30, 2024
As the successful owner and operator of two assisted facility facilities, I've realized the importance of setting clear expectations with your facility administrator. Establishing these expectations entails establishing work tasks and cultivating a collaborative and trustworthy environment. This blog will walk you through the critical processes of setting these expectations, resulting in a smooth and efficient operation.
Setting expectations requires more than just one discussion, from the first in-person meeting to regular and persistent communication. It's a continual process that helps you link your vision with the administrator's actions. By clearly outlining roles, duties, and performance criteria, you can foster an environment in which you and your administrator are on the same page, working toward the same objective of providing great care to your residents.
Let's look at the major tactics for developing a strong connection with your administrator. Whether through comprehensive job descriptions, scheduled check-ins, or open lines of communication, these procedures are critical for a successful assisted care facility. By devoting time and effort to this critical area of your business, you will be better able to lead your team and ensure the best levels of care for your residents.
Check out the video too:
The Power of In-Person Meetings
In-person meetings are extremely useful for establishing and maintaining expectations with your facility management. While virtual meetings are convenient, they cannot replace the effectiveness of in-person interactions. We attempt to visit each of our facilities two to four times each year for a retreat-style meeting that lasts around half a day. These meetings go beyond the typical agenda, providing for an in-depth look at the facility's daily operations.
During these sessions, we talk about individual staff members and residents, developing a stronger understanding and relationship. This approach not only fosters trust, but it also indicates our willingness to be actively involved. By discussing specific examples, such as "How is Johnny doing?"" or "What's up with Sally's family?"We establish a more personalized and engaging dialogue.
Consistent Communication: The Backbone of Effective Management
A well-run facility relies on consistent communication. We keep a regular schedule of virtual meetings, so our administrators know when to expect our calls. This eliminates any unexpected distractions and allows them to properly prepare for discussions. The themes discussed at these sessions are consistent, with an emphasis on residents, staff, and the physical facility. This consistency not only gives structure, but also communicates to the administrator that certain areas are important.
While we maintain a regular agenda, we are also adaptable enough to address pressing situations, such as facility-specific challenges or updates on existing initiatives. For example, if we're dealing with contract negotiations or COVID-related protocols, these issues take precedence and are thoroughly reviewed at each meeting until they're handled.
Setting Expectations for Responsiveness
Another crucial factor is to establish clear expectations for responding. In the fast-paced world of assisted living, prompt communication is critical. We develop criteria for how quickly administrators should respond to phone calls, text messages, and emails, particularly when critical situations emerge. For example, if we're renewing insurance and require certain information from the facility, we must have a speedy turnaround to avoid delays.
Administrators should also feel comfortable reaching out as needed. This mutual understanding allows both parties to address important concerns without the frustration of delayed communication. A simple acknowledgment, such as a brief text acknowledging a communication receipt, can help maintain an efficient workflow.
Overcommunication: A Key to Avoiding Misunderstandings
One of the most important pieces of advice I can give is over-communicating your needs. Don't just assume that your administrator understands what you want or need. Be clear about your expectations and the significance of particular issues. This clarity minimizes misunderstandings and keeps everyone on the same page. If something is critical to you as the owner, make it clear.
For example, if maintaining a specific occupancy level is critical, communicate it publicly. If a resident's situation requires regular updates, make sure that it's clearly stated. Transparency and open communication are critical for a smooth operation.
Final Thoughts
Setting expectations with your facility administrator is a continuous process. Regular in-person meetings, consistent virtual check-ins, defined responsiveness criteria, and a willingness to over-communicate can all help you develop a strong, effective team. This foundation is critical to the successful operation of an assisted living facility.
For more insights and resources on investing in assisted living, visit Assisted Living Investing. Whether you’re just starting out or looking to refine your operations, our resources, including a business plan checklist, can provide valuable guidance. If you need guidance on starting your assisted living busienss, consider applying to our Assisted Living Investing Mastermind program. This comprehensive 12-month program is designed to guide you step-by-step toward owning and operating your own assisted living facility.
Download Your FREE Calculator
Stay connected with news and updates!
Join our mailing list to receive the latest news and updates from our team.
Don't worry, your information will not be shared.
We hate SPAM. We will never sell your information, for any reason.
