Tips for managing a practice managers workload

The workload for all practice manager’s is challenging, Jen Gough, an experienced practice manager shares her top tips

Don’t be afraid to delegate

As you know a practice manager’s (PM) workload is varied, diverse and sometimes unmanageable. Sometimes we find it’s quicker to do things ourselves than train others, but this is a common mistake, and one I’ve repeatedly made. Time spent evaluating your staff and their strengths and weaknesses is worth it. Do they have any special interests? You may be surprised.  This may come out in appraisals or just by chatting to them. Giving others responsibility helps with staff retention, confidence and helps you too.

Don’t assume staff know what you mean

Be clear in your instructions and expectations, be prepared to spend some time training and give a time to report back to you with updates.

Don’t let emails bully you

The volume of e-mails a PM can be overwhelming at times, they are also a distraction and come with the expectation of instant answers. If you are lucky enough to have a trusted deputy or secretary, let them filter them before you receive them. If you don’t, only allow yourself a set amount of time to deal with e-mails, otherwise you’ll find yourself spending all day on them. 

Prioritise

Following on from the e-mail tip, if you have prioritised a task – do it first, then look at your e-mails. At least you’ll feel that you’ve achieved something.

Use your network

If you belong to a network, can any work be shared between the PMs? For instance in ours, one devised a patient questionnaire for all of us, one looks at different areas of the investment and impact fund.  If you’ve a primary care network (PCN) manager can you use them to do tasks on behalf of the PMs?

Use the support available

Practice management can feel isolating at times. Have you considered membership of the Institute of General Practice Managers? This provides a framework that recognises the profession, training, lots of hints and tips and support.  Are you on the General Practice Managers UK Facebook Group or the IIF WhatsApp Group? Social media isn’t for everyone but again these groups provide support exclusively for practice managers. You can ask questions you may think are silly, be re-assured if you are asking, others don’t know either. 

If all else fails

Take some time out. It is the sort of job that is never ending, always something to do and we can get so wrapped up that the job becomes all consuming, leaving no time for anything else.  Make time – it’s important, for your own well-being, don’t be that person who can only talk about work, or feels guilty for “wasting time” enjoying themselves, spending time with friends and family or – just doing nothing.  

Jen Gough is an experienced practice manager and PCC associate, providing support to practices to prepare for CQC inspections, supporting workforce planning and back-office workflow. Contact [email protected] for details.