Creating Systems for Your Practice with Brandy Mabra | GP 164

Creating Systems for Your Practice with Brandy Mabra | GP 164

How can you create systems with a CEO mindset? Are your systems streamlined within your private practice? What can you do to smooth out and transform chaos into cohesion for your team?

In this podcast episode, LaToya Smith speaks about how to create systems for your practice with Brandy Mabra.

Podcast Sponsor: Blueprint

A photo of the Blueprint podcast sponsor is captured. Blueprint sponsor the Practice of the Practice podcast.

Providing great therapy day after day can be challenging – even for the best of us!

At Blueprint, they believe that nothing should get in the way of you doing your best work, which is why they created a platform that provides therapists with an array of clinical tools – things like therapy worksheets, intervention ideas, and digital assessments – that are designed to help you and your clients can stay connected and confident throughout the care journey. Even better, Blueprint helps streamline your documentation so that you can spend less time on your notes and more time on the things that matter.

To learn more and request a free 30-day trial, visit

Meet Brandy Mabra

A photo of Brandy Mabra is captured. She is a CEO coach for private practice business owners and CEO of Savvy Clover Coaching & Consulting. Brandy is featured on Grow Group Practice, a therapist podcast.

Brandy Mabra is a CEO coach for private practice business owners and CEO of Savvy Clover Coaching & Consulting, with over 15 years of experience in the healthcare industry helping to build, manage and lead multi-million dollar group practices from the C-Suite. She helps her clients increase their profitability and time by teaching them to look at their businesses holistically using the 6 Pillars of Business Excellence™ and her 9-step signature method.

She is a 2021 & 2022 Forbes Coach Council and has been featured online in Forbes, Fast Company, Entrepreneur, Create & Cultivate and on select podcasts.

Visit Savvy Clover and connect on FacebookInstagram, and LinkedIn.

FREEBIE: Download Brandy’s Free Business Health Checklist to elevate yourself to CEO status.

In This Podcast

  • Create systems with a CEO mindset
  • Use structure in your systems
  • How to start setting your systems
  • Look at root causes
  • Face any chaos

Create systems with a CEO mindset

Look at your systems from a team perspective.

When you start your practice, you are the central focal point. All the systems are set up to accommodate you because you are the only one who is using them.

However, once you start thinking about expanding, hiring, and growing your practice, you need to level up your systems so that they can be easily understood and used by other people in your business.

Coincidentally, as more people can run the systems in your practice as a team, the easier it is for you to become the CEO.

As your practice gets bigger and you start to hire and your practice grows, you now have to take on that CEO mindset because [it’s] not just you anymore in the practice.

Brandy Mabra

Use structure in your systems

What is the ultimate point of this system?

What is this process designed to do, help, improve, streamline, or simplify? Is it part of marketing, admin, client conversion, or hiring?

If there’s anything that is lacking when it comes to structural [aspects] or any kind of chaos, or if there’s no clarity, then that’s where a lot of frustrations can definitely come into play, and that’s where chaos can happen, and that’s where overwhelm can happen, and that’s where folks [will] definitely lose money because the systems aren’t on point.

Brandy Mabra

How to start setting your systems

  • Find a document: whether it’s a sheet of paper or a Google Doc, start with anything to begin the process of documentation. However, if you do start with paper, make sure to digitize it to share it with your team!
  • Note your steps: take note of your process when you do things, from the smallest details to the bigger pieces. They are all important!
  • Identify and categorize: allocate different digital documents to each system and refine those steps in their processes.
  • The purpose: be sure to explain the purpose of this system. Why do you do it? Why have you done it this way?
  • Give access: make sure that these digital documents are in a place where they are accessible to your team.

In this way, members of your team can easily consult the document to answer their questions before they come to you, saving you the time and effort of having to answer the same question numerous times.

When you start to document, it needs to be in some type of electronic format … and then to add to that, you need to think about … creating some type of hub for where you can put these documents [and share them] so that you can make sure that your team has access.

Brandy Mabra

Look at root causes

If you ever notice that something is not working well in your business, from a system to a lightbulb that is out, check the deeper system network.

What needs to happen for this problem to not happen again? How can the system be refined, reworked, or redone in a way that things do not fall through the cracks, or if there could be a backup plan in case something does?

When you’re thinking about your operations [and] when you’re thinking about your team … about your clients and patients, you want to know what the root cause [is] of what’s happening operationally and [if] things are efficient, [if] they are connected, are they talking to each other?

Brandy Mabra

Face any chaos

If you are experiencing overwhelm, confusion, or chaos in your business, you need to address it, both as the CEO alone, and together with the team.

Be open and honest with your team and create a space of honesty as well as one that rewards proactivity when it comes to putting up a hand and asking for help, pointing out an issue, or asking for clarification.

Useful links mentioned in this episode:

Check out these additional resources:

Meet LaToya Smith

An image of LaToya Smith is captured. She is a consultant with Practice of the Practice and the owner of LCS Counseling. LaToya is featured on the Practice of the Practice, a therapist podcast.

LaToya is a consultant with Practice of the Practice and the owner of LCS Counseling and Consulting Agency in Fortworth Texas. She firmly believes that people don’t have to remain stuck in their pain or the place they became wounded. In addition to this, LaToya encourages her clients to be active in their treatment and work towards their desired outcomes.

She has also launched Strong Witness which is a platform designed to connect, transform, and heal communities through the power of storytelling.

Visit LaToya’s website. Connect with her on FacebookInstagramStrong Witness Instagram, and Twitter.

Apply to work with LaToya.

Email her at [email protected]

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