Episode : #1,166: Tackling Overhead? Look at These 3 Areas First

Podcast Description

Tiff and Dana address one of the most popular topics for Dental A-Team consultants: overhead! They talk about what it entails, where to start when looking to reduce it, critical questions to ask yourself about needs versus wants, and more.

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Transcript:

Tiff (00:00)

Hello, Dental A Team listeners. Thank you for being here with us today. Thank you for listening. We say this every time, but we love what we do and we love bringing you so much valuable information. And the fact that Kiera can do all the podcasts she does blows my mind. ⁓ but she is a busy bee over there, and the fact that we get to do these as well is just really, really fun for us. It allows all of the consultants here on our team to really feel like we’re giving back to you guys. So with that, I have Dana here with me today, and

Dana, gosh, we have been podcasting together for a really long time. I can’t even put a number to it. And I remember, I don’t know if you remember, but I remember I remember where I was sitting. I remember the thought process. And I remember it was me, you and Britt on a call on a Zoom link. And it was the first time marketing had said we want to do video with the podcast. And I was like, what? And video like was not, it was just like up and coming.

I didn’t understand it. It was on Instagram. I was watching I was like, why am I watching you talk? Like the a podcast is to listen. Why am I watching you talk? And now I mean it’s very normal and that’s how I watch them. And I feel like I feel like it was like YouTube came back around, you know. But anyways, I remember that day vividly. ⁓ I don’t remember what we were talking about, but I remember being like, I have to like do my hair. I’m gonna be seen.

DAT-Dana (01:23)

Yeah. Yeah. I know it was

funny because we always could see each other, right, in those early days, but it was just like we weren’t creating the video content for it. And I remember thinking exactly like who’s gonna want to watch

Tiff (01:33)

Yes.

DAT-Dana (01:35)

us who’s gonna want to watch us do this thing but then I see my kids literally like watching people play Minecraft and it’s like their favorite thing and I’m like wouldn’t it be more fun to actually go play? So I do feel like there is definitely this like niche of people like wanting to watch and like you know get a glimpse in of like the podcast world and just different worlds in general and so I agree with you. I remember the three of us just kind of being like who’s gonna want to watch us talk to each other but hey we’re so glad you’re here.

Tiff (01:37)

Yeah.

Yes.

It’s true.

Yeah.

DAT-Dana (02:05)

Yeah.

Tiff (02:06)

Yes, I agree. And the three fur podcasts are hard. So hard when there’s so many people virtually. And yeah, I r I remember the shock. I wish I could remember what the ⁓ podcast actually it was probably I bet you it was probably one that we did for Kiera. We probably it bosses day or something, yeah, ’cause if there are multiple of us. Anyways, that was that popped into my head this morning as I I always have to now have like prep for podcast time so I can like

DAT-Dana (02:12)

Yeah.

Like Boss’s Day or something like that. Yeah.

Tiff (02:35)

just tame my hair or get my ring light just right. And I’m like, gosh, I remember the days that we did not have to do this. And then we have c new to Dental A Team consultants come on and I’m like, we’re gonna podcast. And they’re like stressed and I’m like, I get it. I just I get it. I saw them go talk yourself in the mirror for a bit first. You’ll get used to it.

DAT-Dana (02:50)

Yeah. Yeah.

I know

I remember in the early days I would always have to reframe my podcast because I’d see podcasting on my schedule and I’m like, ⁓ like I gotta get on. So then I just started reframing it. It was like time with Tiff, time with Britt, time with Kiera. And it’s how I like kind of learn get over the like of the podcasting space. So I totally feel it when new consultants are like, I have my first podcast today.

Tiff (03:12)

I love that.

Yeah,

yeah, and they all come to you, right? ‘Cause I’ll all schedule it and then they’re like, Dana, what do I do? That’s so cute. Yeah. I love the reframe. That actually like goes I think hand in hand with what we’re talking about today. ⁓ but I think you can do that with anything and I have to remind myself, even like gosh, when I get up in the morning, I got up this morning and I went from for my walk and I was like, ⁓ this sucks and I was like, No, you get to be in the morning sun.

You get to move your body before anybody else in the house is awake. Like I think that’s the part that’s the hardest is like everybody else gets to sleep, you know? But you that reframe is so powerful. And we can look at a schedule and think I I look at my schedule and I’m like, shoot. This is so busy. Or gosh, I’m I’m like

So long today, and I have to reframe it often and be like, gosh, no, actually I get to do something really cool. And I get to wake up and go for a walk and I get to do these things or I get to go to an office and I get to be boots on the ground with other people. So I love that you mentioned that reframe, Dana. That was really smart. So today’s reframe, which I love, I think this is one of the most popular conversations that we have. We get a couple of things here at Dental A Team. ⁓

We love everything that we get, but the most common, most popular things are systems, which we will help you with systems, I promise you. And there are thousands of podcasts I think that just Dana and I have done on systems and operations manual. So go look them up. We’re not doing that today. And the second, which I actually really have grown to truly love, ⁓ is overhead cost reduction and and overhead analysis. And so many practice owners and leaders come to us and they’re like, gosh.

what does overhead even mean? I know I had a conversation with a client last week that has been in the dental like consulting world for years and years and years. And w his question was what does that even what does it mean? Like overhead can mean so many different things to so many different people and so many different consulting companies. And for the sake of today’s conversation and the sake of forever with Dental A Team know that when we say overhead, we are talking about top of the line

Whatever I always say if someone were to purchase your practice, what are the expenses they’d be taking over? Anything outside of that, your pay, your taxes, your debt, your debt will follow you typically, right? You can lump it into the loan, ⁓ but it’s not overhead top of the line expense. So your debt, meaning your scanners, ⁓ your school debt, anything like that is outside of quote unquote overhead. So when we talk about overhead, it’s top of the line and that had to that that

explanation, I think it can just vary. It can vary depending on who you’re talking to. So today we wanted to reframe that, Dana Go. No, I love it.

DAT-Dana (06:08)

and I don’t want to interrupt you, but I think too just

just to be clear on overhead too, anything that you run through the business, right? Again, that’s not something absolutely with your CPA, you structure it how you want. But understand that that’s not an expense that somebody is going to take on when they take over the bracket.

Tiff (06:25)

Yes, I love that. Thank you. Good clarification. so with this kind of reframe, every everybody’s like reduce overhead, reduce overhead. And I totally agree. And a lot of a lot of companies, a lot of people, ⁓ a lot of strategists will come in and they’re like, okay, what can we cut? And we for sure, like, we’ll come in and look at what if there’s space to make cuts, but our biggest piece is always we’re not gonna spend a lot of time on it today because we’ve got a million other podcasts about it.

I think I just did one actually with Kristy not that long ago, but the first place we’re gonna look is your collections. A lot of people will say, I need to over I need to produce. And I love the statement, you can’t outproduce your problems. So if you’re producing, producing, producing, producing, but you’re still feeling like there’s an issue. And if you’re meeting the financial, like you’re meeting your goal, your production goal, but you’re still cash flow short, then there’s an issue in your collections. And so look at your collections and Dana.

I would love to hear quick snippet, what are the areas that you tackle when it comes to overhead and it comes to collections? And then I want to talk about the reframes and the other pieces.

DAT-Dana (07:33)

Yeah, so you’re exactly right. The first thing I’m gonna look at is the collections number. I’ll look at the total, like what is the total percentage and like what profit point do we need to get to when it comes to collections? And then the very next thing I’m gonna look at is your AR because honestly and truly I’ve been able to get practices out of cash flow crisis, out of really feeling that pinch simply by going after already produced

⁓ monies. And so I think that those are usually the things that I look at. Okay, what are we collecting? What does our profit point need to be for healthy AR?

Right. And and obviously we’re gonna talk about is that possible? How do we get your schedule to get you there? But then the very next thing I’m gonna look at is AR. Is there money that I can just quickly tackle that’s already been produced that’s gonna help the collections problem? So I’m looking at the total collections, collections percentage, and then what’s sitting in AR, because if I can tackle that and make a really quick difference, ⁓ sure, we can budget things, we can line item your PL, we can we can chop where we need to, but those things are often the fastest, easiest, quickest fixes.

and like you said, you like outproducing the problem. If I can fix AR and then we can create systems that it doesn’t happen again, oftentimes we don’t even have to really touch production, right? Because we’re already producing pretty well in a lot of these cases. So those are that’s kind of where I start.

Tiff (08:46)

Yeah.

Yeah, I love that. And it’s something that makes such a massive difference. Knowing one, knowing your numbers, knowing what your numbers mean. So knowing your overhead, knowing your outgoing expenses is massive. And then looking to see, okay, well, if these are my outgoing expenses, what do I need to collect in order to profit? Right. And then if we’re not collecting that, is it because production isn’t where it needs to be? So what’s our what’s our bare minimum?

And is collections meeting that or is production meeting that so that collections can meet our bare minimum. If production is or is way above and our collections is just tanked, like I saw somebody the other day that was like 83% collections. They’re like, we gotta produce more. And I Yeah, absolutely. If we want to maintain 83% collections and get your overhead in line, you for sure have to produce more. But also we can tackle your collections and get your collections up to that ninety-eight percent that it should be or above, and really not have to work

you harder as the provider work our numbers harder and get that collections up. It also kind of flows into Dana, I think the capacity that we just recorded a podcast. So probably the podcast ahead of this one I would assume is is about capacity. And I think that capacity conversation flows into this one really, really well. So all right, collections.

Go do it. We will harp on that for days, but go do it. If you need help with it, you’re not sure, you don’t know how to analyze it, you need help with your numbers, [email protected]. We are honestly and truly here to help you. We will provide you as much information as we possibly can to get you on the right track. Now, something else that we like to do within that, and we talked about this on capacity, we talked about analyzing ⁓ fee schedules, right? But then we also need to analyze expenses. So when we’re really looking at things and we’re saying, okay.

Great, this is my overhead. I like to think, okay, does it have to be my overhead though? So a lot of people will look at staff cost, the employee cost. I actually I look at it, I kind of glaze that, you guys. I don’t, I don’t like to touch the staff cost unless it absolutely is extraordinary and there’s maybe team members that are taking advantage or you’re feeling like there’s something culturally wrong in your practice, then I’m gonna say, okay, great.

Let’s really take a look at this and make sure that we’re being efficient with our time. We’re not in overtime. We’re not in those spaces. But I’m gonna kind of glaze at that unless there’s a red flag somewhere else. And then I’m gonna look at those other expenses as well. And something that I really love to do is to analyze what do we need versus what we have. It reminds me of when Brody was little, we’d go to the store and he’d be like, Mom, is this a want or a need? Is it on your list? Is you have are you getting it because you just want it and it sounds exciting?

Or do we actually need this? And Dana, I love the conversation that you have around. I’m gonna say like analyze your vendors, analyze your contracts with vendors, but I love the conversation around ⁓ the wants versus needs when it comes to scanners, when it comes to mills. And I love I I miss the conversation actually. I miss the conversation of negotiate with your labs. And I miss that conversation because

I think that the mill has become such a bandwagon thing. It’s been around for so long and it’s such a bandwagon thing that everybody’s that jumped into. But I love your your like evaluation of is it necessary? Is it actually going to save us the time and the money and get us the results that we want? And I would love, Dana, for you to talk through some of that and how you help your clients decide. Because I’m not against the mill, I’m not for it. I’m for it for the practices that it works.

And I’m for making sure that it’s going to work and it’s gonna do its due diligence. So what how is that conversation for you, Dana, when you talk to your practices about it

DAT-Dana (12:44)

Yes. I love this conversation too, too. I

think first and foremost, I always want to know when when somebody wants to purchase something big like that. So whether it’s a new scanner or whether it’s a mill, like why.

Why do we want to purchase it? Is it because we have a scanner that we constantly use and we’re constantly pulling and we never have it in the like appointment times that we need? So then we need to talk about adding another scanner. Is it that like we need another tool to show patients, but like could we just do IOPs a little bit more until we’ve got the budget set for the scanner? I’m not saying no to scanners. I’m not saying no to mills. I’m just saying, why do we want it? Is it the right time and is it going to do what you anticipate it’s going to do as far as your budget goes?

Because I think we can talk about scanners and what’s going to add so much more to my production. Okay, well, it is, but when are we going to use it? How often are we going to use it? Who’s going to use it? How are we mapping it out to make sure that it really is putting more production on your schedule and it really is reducing your lab fees? Right. Scanner is a great tool for negotiating with a lab, but are you going to do that? Are you going to do the negotiations? Are you going to send them enough work to make it worth having the scanner?

Same thing with the mill. I’m always asking like why, right? And I know that kind of the mill is the hot spot or the mill is like the next big thing. And I think sometimes, you know, I hear a lot from doctors, well, it’s gonna buy me back a lot of time. Well, it’s only gonna buy you back time if you’re going to let your assistant, right, help design and do the actual milling. If you’re not gonna let that happen, then we’re actually using more of your time than and sometimes it’s not will you let them, it’s do you have the capacity within your assistant team right now to be able to allow them.

Tiff (14:07)

Yeah.

Mm-hmm.

DAT-Dana (14:21)

to do those things because maybe we’re short staffed in that area or maybe assistants are really hard to find. Well then maybe now’s not the time to bring on the mill because it’s actually going to use more of your time versus less of your time. And then you know all of these purchases typically come with either a large payout, right? Or a decent size loan that we’re paying every single month. And so I like to kind of reverse engineer with my practices so they know cold hard facts how many crowns they have to do every single month.

to make that loan payment worth it or make that payout out of their emergency fund or their growth fund or wherever they’re pulling that funds from. Hopefully not their emergency funds, but sometimes right, doctors get wild on us and it feels like an emergency to get that.

Mill. So knowing exactly how many crowns you have to do every single month. And then I’m saying, okay, let’s go back through the last year. Let’s see, did we even do as many? Because if we didn’t do as many, then now’s not the time. Let’s get to that many crowns every single month, then take a look at the mill. Because so often we think, hey, the mill is going to save me on lab fees, but you have to do so many of them for it to save you on lab fees. And again, I’m not pro mill. I’m not like I’m neutral when it comes to mill. I think it’s a great tool, but it’s not the best tool for every

Tiff (15:25)

Yeah.

Mm-hmm.

DAT-Dana (15:35)

practice at that exact time. I think you really have to look

At and crunch things when you decide to make those purchases and really look at it as is it truly going to give your time back? Is it truly going to give you your lab fees back? Is it truly going to up your patient experience or up your diagnosis or whatever it is? Because that is when it makes it worth it. So I just like to like have the conversation, review the numbers together, and kind of say, hey, like this is the reality of the purchase. I, you know, I am.

Totally understand the like purchase in the feels, right? I get that. I’ve done it. I’m human. I think we’ve all been like, but this is gonna feel so good when I have it. But I think look at the numbers and make sure because these things can really hit your these these debt services can really hit your profit points if it’s not set up correctly and you don’t know kind of the benchmarks you have to hit to make it help with profit versus hurt.

Tiff (16:11)

Yeah.

Yeah.

Absolutely. I think it’s so beautiful. And a follow-up to that too is if you already have the mill, you already have the scanner, you already made the purchase or the laser, Dana, as you were talking, I was like, the lasers, the lasers. There’s so many there’s just so many really cool tools that dentistry has that makes us feel like we’ve got to jump on it to be the most progressive, to be the most exciting, to stay up with the times, to to not fall behind. And really they’re just fun and exciting. It’s like

⁓ Canva and you know we only had Photoshop and then Canva came out and then we had, you know, all of these different opportunities. And it it can be easy to jump on board with them. So if we already have jumped on board, we didn’t have this conversation, or maybe we did, and then gosh, we’re just falling a little bit short. This is the overhead analysis as well. This all flows into that overhead analysis. So as you’re looking at your overhead and you see those

those loans under on you have your bottom you have your top line and you have a bottom line. And at your bottom line, when you see those other loans in there and you’re like, gosh, Def, Dana, I just I’m not using the scanner as much as I thought I did. I know both of us have I all of our consultants are really, really fantastic at having conversations like this that say, okay, great, why? Dana, you said something earlier, you said it asking more questions, right? Like I want to know, I want to know why you want it.

what it’s gonna do for your practice and then reverse engineer it. And we are really great at pulling out the why for anything. So if you’re not, if you bought it and you’re not using it, we’re gonna say, well, why aren’t we using it? Is it because it’s not the tool that we needed or we wanted and or we don’t have the patient base for it or is it because we’re not trained, we’re not holding accountabilities. And ultimately, if this thing isn’t working for your practice, it’s not doing what you wanted it to or gosh, you just hate it. You don’t like it. You don’t want to use it.

This is a conversation with the company that you can have. You can call the company and say, Hey, what can I do? How can I how can I get out of this? I’ve had ⁓ I’ve had doctors that have had this conversation with them and they do have like a smaller buyout, right? They’re like, Well, we’ll buy it back from you, but you’re gonna it’s kind of like taking a car in and you you’re you know, you’re under.

So you you owe a little bit more on your car and then you owe on the car that you’re buying. So it kind of sucks because you do have to pay that out, but could getting out of that contract early, sending the equipment back, save you in the long run because you haven’t paid that total balance. Or a lot of doctors will call and they’re like, yeah, absolutely. I have a doctor actually who’s looking for one that might buy it from you.

And so you can you can sell this equipment as well if it’s not working for you. So I don’t ever want doctors to really just feel so stuck in the decisions that either they’ve made or that they want to make and you have that kind of decision paralysis. So as we’re going through that looking at ⁓ cost control and overhead control.

Part of the conversation as well. So there’s the projecting side and really looking at do I do I need this? What can it do? And then there’s the evaluation side of is this working for me? And Dana, I think that same conversation when it comes to like marketing. Are is my marketing ROI coming in? Is it getting me what I what I thought it was going to? There’s magazines investments, there’s all of these like hottie-totty ⁓ marketing efforts that are coming around right now. They’re trying to like really reinvent a lot of wheels.

And projecting and seeing, does this fit my avatar? Is this gonna work? Gosh, your telephone company, I know our like cable and internet. We don’t even have cable, but it’s the same company, right? And I’m like, why are we paying for cable and internet? And it just jumped like $90. And I’m like, what the heck? It’s a call and a conversation with your vendors and looking at, okay, am I getting the most value for what I’m spending? And that I think Dana helps us to calm the storm.

Because what happens typically is we’re like, okay, I gotta produce more in order to afford my life. And it’s just like personal, right? I gotta work more in order to afford the lifestyle that I want. Well, maybe the lifestyle that you want can be had with less debt or less stuff, you know, and really evaluating your quote unquote lifestyle in the practice and out.

DAT-Dana (20:43)

Yeah, I agree with you because like dental offices, do we have to spend money? Do we have expenses? Yes, absolutely. Let’s make sure those expenses are doing what we need them to do and and we have an ROI on those expenses. And I do feel like just doctors highlighting like, don’t forget those bottom of the line things because oftentimes it’s like, hey, my payroll’s in line, my rent’s in line, my marketing is in line, everything’s in line, but I don’t have any profit at the end of the month. And I think don’t forget to take a look at oftentimes I think there’s an impression of doctors that like those below the

aligned things are like fixed expenses and oftentimes they are variable expenses that we can do something about it. We can make changes like you said, sell it or start using it, right? Or incorporating a way for it to help us produce or collect more. I think just don’t forget those bottom of the line things and don’t look at them as hey, those are fixed things, right? A lot of times those items aren’t. We can either move the needle as far as using them or move the needle as far as offloading them.

Tiff (21:15)

Uh-huh.

Yes.

DAT-Dana (21:42)

Right. I just had a conversation with the practice. Like, why do we have two scanners? Right. Like, why do we need them? Walk me through it. If if you can walk me through why and it makes sense, totally keep your scanners, utilize them, have it help you. Right. But if we don’t need them, then let’s not have that sit there every month and pull from that profit that you so desperately need.

Tiff (21:45)

Mm-hmm.

Yeah, I love that conversation and I think it’s something that’s a piece of value that the consulting team brings to our clients that I think is totally undervalued. I know I have clients that are like, Teff, I wanna buy this thing. And I’m like, Okay, cool. Like, tell me why. How are we gonna afford it? Great. I have a doctor that was like, I like this scanner better, but I bought this scanner before I knew that this scanner was better. And I was like, Awesome. Well it sounds you want that scanner. He’s like, Yeah, I’m gonna get it. And I said, Cool, what are you gonna do with that scanner that you don’t like?

Because that one is still being paid on. It’s still in your office. And he’s like, okay. So it’s like we have this innate ability, right, to see things very, very cleanly. I had a conversation just last week with a client that was like, Tiff, what do I do? And it was like a personnel thing, right? I said, Listen, my job and the and the superpower that I have for you is to be very black and white in business. I’m not emotionally attached to what’s going on in the practice. I I love you, I love the practice, I love the team.

And I I have emotions towards you, but I’m able to separate it out and say, hey, do this, don’t do this, or these are the black and white opinions that I see. These are the pros and the cons that I can see. I’m not emotionally attached to one scanner is better than the other. I’m emotional, I’m not emotionally attached to the money that’s coming in or going out. I am neutral and I’m able to say it is or it isn’t. And so that value, that ROI is not always really easy to see.

in the numbers until you look backwards and say, gosh, actually I sold that scanner because of or I didn’t buy that and gosh, I’m so happy. Or I was able to invest in my team because I could see my shortcomings or my accountability faults or the accountability that Dana was able to give me so that I could give my team like those spaces are just so

valuable in this overhead analysis is huge. And I know you and I do it often. I know the rest of the consulting team does. Gosh, Kristy, Kiera likes to say she’s like a truffle hunting ⁓ little, you know, little piggy out there finding the dollars. And that’s how she does it as well. And Nikki and Pam and all of you know, Diana, every one of us are out there looking for those dollars from that black and white kind of business mindset because it’s easier for us as a pulled out

Peace, right? And Dana, I just think that is a space that doctors, I can’t imagine making those kinds of decisions by myself, right? Even just as simple as purchasing a mill. Like because it’s so it’s like walk walking into Louis Vuitton with a credit card with no limits and expecting me to not leave with a purse, right? Because in my head it’s paid for, it’s done, it’s it’s good.

But then on the flip side, I’ve got expenses and other things and they’ve always got just gotta have that person who can be that sound mind.

DAT-Dana (24:58)

Yeah. Yep. I agree with you.

Tiff (25:00)

All right, Dana, so overhead cost analysis. ⁓ I would say, and I think Dana, add anything you can think of. My pro thought process is figure out your bottom line first of all. Figure out what are your costs, your fixed costs that aren’t changing. If someone were to purchase your practice, then then look at what’s left over. How much debt do you have? what do you want to be making? Are you paying yourself and are you paying yourself what you want to be making?

And are you saving money? So what do those buckets look like? That to me is your is your bare minimum. You have your bare minimum of this is what it takes to keep my practice open and my employees paid. And then you have your bare minimum of this is what I want my practice to look like. So I like to add that fluff in there. I know Dana does as well. We have our bare minimum and then we have our bare minimum. And our our second bare minimum is the number that I work from ⁓ and tack on a little bit extra. So overhead analysis, look at what your numbers are, look at what your

DAT-Dana (25:46)

How many? Yeah.

Tiff (25:55)

Collecting, always look at collections and then look at what your debt looks like and look at what your spending is. Is there anywhere in there that can be negotiated? Is there anywhere in there that maybe we need to start using a tool a little bit more to get it paid, paying for itself? Just like you want your team to pay for themselves, you want your equipment to pay for themselves as well. Dana, is there anything you can think of that I missed that I didn’t add in there as an action item that they can scurry on home to do?

DAT-Dana (26:24)

No, I think I think that those are great tools for them to really be able to slice and dice and look at those pieces.

Tiff (26:31)

Awesome. All right, guys, go do the thing. Pull up your PLs, pull up month by month, pull up year to date, pull up last year’s, and look at what your expenses truly are. And when you get to the point that you want some third-party perspective, some eyes on it, if you’re a current client, you should be doing this with your consultant too. So do it. I want you to know how to do it and I want you to do it with your consultant as well. If you’re not yet a consultant, you’re ⁓ someone who is a listener and you want you’re not a consultant, you’re not a client.

You’re a listener and you want help with this, please reach out. [email protected] There’s also a link on our website, TheDentalATeam.com, that you can schedule a consult with us and they’ll help you run through a lot of that information as well. We are here to help. So let us know how we can best serve you and how we can help you in the short and the long run. [email protected]. All right, guys, and we will catch you next time. Thanks so much.