Streamline Success: Set Up Processes for Assisted Living Investing
Oct 25, 2024
In the assisted living industry, the efficiency and clarity of your business operations are essential to your success. As a facility owner or operator, your time is one of your most important assets, and the best approach to maximize your time is to implement well-defined, repeatable processes. These processes serve as the foundation for your daily operations, ensuring that everything from resident care to administrative work is carried out consistently and successfully.
Taking the time to establish and implement these processes upfront not only results in a smoother workflow but also lays the groundwork for scalability and long-term success. With well-defined procedures, your assisted living facility can expand without sacrificing care quality or operational efficiency. Finally, taking a strategic approach to process management can help you construct a more resilient and healthy facility capable of fulfilling the changing requirements of your residents and employees.
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What Is a Business Process?
To improve the efficiency and effectiveness of your business operations, developing and implementing well-defined business processes is important. A business process is a set of interconnected processes to achieve certain goals. The fundamental purpose of adopting a business process is to establish a standardized framework that can be recorded and regularly followed by your organization.
For example, let us look at the process of hiring new employees for your assisted living facility. This complex method includes several essential steps, such as drafting a complete job description, assessing and shortlisting candidates, scheduling and conducting interviews, and issuing a job offer to the best candidate. You can improve and enhance your hiring methods by describing these key phases in an organized process. This, in turn, allows for a smooth acquisition and onboarding of excellent personnel, ultimately adding to the overall success of your assisted living facility.
The Hiring Process: An Example
Let’s dive deeper into the hiring process to illustrate how a well-defined process can benefit your assisted living facility. When you need to bring in new staff, such as caregivers, you’ll need to take several steps:
- Create a Job Posting: When posting a job posting, it is important to offer detailed information about the job. This comprises the job title, a detailed job description detailing responsibilities and objectives, the number of hours required, and the offered pay rate. Furthermore, including information about the firm and its culture can help attract individuals that share the organization's values.
- Review Applicants: It is essential to thoroughly analyze all applications as they come in. Look for qualifications, relevant experience, and skills that are compatible with the employment criteria. It is also vital to examine a candidate's enthusiasm and potential cultural fit inside the organization.
- Set-Up Interviews: When scheduling interviews with qualified candidates, communicate clearly about the timetable and constraints. Create a set of pertinent and informative questions about the candidate's qualifications, problem-solving skills, and behavioral tendencies.
- Conduct Interviews: During the interview, ask about the candidate's previous job experience, specific accomplishments, and attitude toward addressing difficult situations. Evaluate their communication style, problem-solving abilities, and possible fit with the team and organization as a whole.
- Make a Decision: Following the interviews, gather feedback from all interviewers, assess each candidate's strengths and limitations, and examine their overall fit with the organization. Based on this thorough examination, make an offer to the best candidate.
To manage this process more efficiently, try creating a spreadsheet or tracking system where you can record information about each applicant, rating their interviews, and follow their progress through the hiring process. This type of approach will help you stay organized and avoid missing any important steps.
Onboarding: A New Process
After you've successfully hired a new employee, you should have a well-defined onboarding process. This procedure usually includes orientation, training, and integrating the new employee into your team. Creating a comprehensive onboarding process guarantees that each new employee receives consistent training and assistance, which leads to higher retention rates and better job performance.
The Role of Policies and Procedures
Business processes in an assisted living facility include numerous policies and procedures that govern day-to-day operations. While some of the procedures are required by state or federal requirements, the facility can also create its own internal processes to improve efficiency and maintain high standards of care.
The protocol for hiring new staff is one example of an internal process that can be documented in the policies and procedures handbook. This guidebook is a valuable resource for staff workers, providing information on a variety of scenarios, such as onboarding new personnel, responding to crises, and addressing resident care concerns. With a complete handbook in place, the facility can ensure that its employees are prepared to handle a variety of circumstances successfully and consistently.
Why Processes Matter
Well-defined and established processes are essential for the smooth and efficient operation of your assisted living business. These processes must be followed for time management and provide a complete framework for onboarding and training new employees, ensuring consistency in daily operations, and ensuring that all areas of your facility run smoothly.
In the absence of established processes, you risk always having to recreate solutions for repeating problems, resulting in inefficiencies, errors, and possible degradation in the quality of care provided by your facility.
Final Thoughts
Establishing strong business processes in your assisted living facility is important for guaranteeing its long-term success. By devoting time and resources to building and improving these processes, you provide a solid basis for future growth, adaptability to changing needs, and increased operational efficiency. This will allow your facility to deliver high-quality care and services while still operating sustainably and profitably.
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Transcript
00:00:00
working with a consultant kind of forces you to start thinking outside of the box and start creating processes that are a little bit more repeatable so that you can further scale your business and be successful in today's video we're going to talk a little bit about why it's important for you to set up and implement good processes in your business hey everybody i'm brandon gustafson i own and operate two assisted living facilities and i created this channel to help people just like you learn the ins
00:00:26
and outs of investing in assisted living welcome to assisted living investing [Music] welcome back to the channel in our last video we talked about the process of hiring a consultant if you are looking to hire a consultant and kind of trying to figure out what that process is like go ahead and watch that video and let me know your feedback in today's video we're going to be getting into the importance of setting up processes for your small business so first off what is a business process
00:01:04
processes in business are things that kind of you put in place to help you be a little bit more effective and efficient with your time the idea behind building a business process is to spend some time up front designing the process you then outline that process and then you share it with people that will need to be aware of the process train them how to do the process and then let them actually do that process so just kind of an example of that process would be hiring people so an example of what a
00:01:37
process might be is going through the process of hiring a person so when you're looking to bring some one in you know some new staff in there are several steps that you need to kind of outline as you're going through this um you need to create a job posting where where that job is when they'll be working give a job description what the pay rate is going to look like once you have built in that um you know that job posting you're going to start getting applicants so you need to start
00:02:06
reviewing those applicants you need to set up interviews with those applicants and then you need to hold an interview in the interview process you're going to have that person's resume in front of you and you're going to ask them questions things like what is your work experience kind of elaborate on on what you've been doing um to this point in your career um how have you handled difficult situations that have arisen you know in assisted living we're dealing with people that uh you know
00:02:33
maybe somebody fell you're dealing with a family that's unhappy it could be any number of things ask them very broadly don't ask for specifics don't ask for specifics ask them just in general what is a difficult situation that you have encountered and how have you handled that situation tell me about a time when um is another good question so you know tell me about a time when um the residents didn't want to take their showers or tell me about a time when you encountered uh just a difficult situation that's a good
00:03:06
way to kind of frame up some of these conversations that you're having in an interview just tell me about a time when this happened kind of a thing after you've done that interview make sure you're kind of taking notes i've talked about this several times in previous videos take notes as you're going through the conversation and when you're done with the interview review those notes and compare it with the different applicants um and then you offer a job so a good i so i just kind
00:03:32
of outlined you i just kind of outlined for you the different things that you need to do as you are trying to hire a new employee i just gave you a really good kind of rundown these are the different things how do you kind of track that so the idea behind doing a process is you create a spreadsheet or something like that that has a tracking mechanism in it to say here's who came into who here's who applied here's who i really liked here's who i did a phone screen with this is my
00:03:58
rating on the phone screen this is what i brought in for a first interview this is my rating there in assisted living that's probably about all you need especially when you're looking at caregivers checking references doing the different background checks and things that you've got to do but build in a spreadsheet that just kind of has these different items in there so that you can then put it out there and i'll try to remember at some point in the future once i have this process in place but i'll link down
00:04:22
below a a spreadsheet for the process like a sample process for for this for going through and hiring somebody so you can use that as you're going through the process and trying to find new staff for your facility or for your small business as well once you have hired that person it's going to lead into a new process so you've got a process of onboarding a new employee and what we've kind of started doing and i my goal is actually to to build out a really good kit for you that you can purchase on
00:04:55
assistedlivinginvesting.net that's going to have this but we build out a mapping process so an example of the mapping here would be we need we've identified we need to to hire an individual so here's the pieces that we need to do to get that job um you know that job uh posting up we've hired somebody here's the new hire or here's the yeah the process of orientating a new employee uh this is the trainings that they need to do and now they are kind of a full-time employee so we're going to map this out
00:05:25
in a little system here and i'm hoping i can get something out for you um by the end of 2022 where you can go in and start kind of using this type of a kit and you'll be able to find that as a resource on assisted assistedlivinginvesting.net so make sure you keep an eye on the website there for for those types of resources but yeah once you have done that leads into this new process of onboarding a new employee you can kind of see from that example that i just laid out for you it's a very
00:05:52
repeatable process you're going through and doing kind of the exact same things when you hire somebody when you onboard them so it's just very simple to kind of go through that once you've outlined that process and you're able to refer to it you're able to then train other people on that process so if you're the owner operator of a facility or if you're the facility administrator creating some of these processes are really going to help you in in your job it makes it so you
00:06:17
don't have to think about you don't have to spend time like oh crap what did i do last time you have this process built it's in place you have a system and you're just going to kind of start using it it just helps you be a little more effective a little more efficient with your time and so spending the time up front to build this process is just going to help you out a lot in the long run so you do this by setting up different policies and procedures so you're going to have policies and procedures that the
00:06:40
state's going to require but you can set your own different standards and different policies and procedures and so this is what you would do um as you're doing this so what you do uh the documentation process that you're going through as you create these processes that is a policy and a procedure now in assisted living there are a lot of policies and procedures and you're building that out in your policies and procedures handbook you can kind of build your own items and kind of pick and choose what you want it to be
00:07:08
and kind of have your own handbook around hr or your own handbook around resident care or something like that it just kind of falls into one piece and just because the state requires it doesn't mean you can't add additional things so you just want to keep that in mind as you're building out your policies and procedures everything kind of falls into this one big grouping of policies and procedures but you can kind of build it out how you need to to make it so that you're more efficient with the work that you're
00:07:32
doing uh you can add processes you know like the one that i've outlined above onto your policies and procedures uh handbook um as just more of an internal policy and procedure on how you're going to hire somebody that's kind of how you would um that's how you could kind of refer to it rather than being a state or federal policies policy and procedure that you need to follow this is more of an internal thing that we do as we hire people and bring them into our family of assisted living facilities or in your
00:08:00
small business especially your facility administrator or if you are the facility administrator all staff should have access to these policies and procedures at the facility so they can refer to it when an issue comes up you know there's a fire somebody's smoking in a room i don't know what i'm supposed to do you go and grab your policies and procedure handbook whether it's a digital or a paper copy you pull out that that process you read it and say yep this is what i'm going to do this is how
00:08:26
i handle it this is a process that i go through to to make sure everything's good that's the importance of having these policies and procedures in place so that as you have staff turnover or different things like that you're able to handle it and be able to address needs as they arise so you just want to kind of be aware of that next time in our next video we're going to be getting into what are assisted living policies and procedures i've been talking about them i think from the
00:08:51
beginning of the channel but i want to give you a really solid overview of what they are so you know kind of what you're getting into because it is one of the most difficult parts of getting uh licensed as a facility so we'll get into that in our next video if you would like to learn more about investing in assisted living make sure you visit me on assistedlivinginvesting.net i've got free resources out there you can sign up for a newsletter and set up a call we can have a consulting
00:09:17
conversation and see if there's anything i can do to help you through your process and remember it doesn't take a lot just a little bit just keep making progress step by step by step if you keep doing it you're diligent and consistent i promise you that you will be successful thanks for watching and have a great day [Music] you
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