Deck the Halls, Not Your To-Do List: How to Prepare Your Private Practice for a Stress-Free Holiday Season
The holidays are here, and while it’s the season for joy, cheer, and Mariah Carey on repeat, it’s also the season for stress, overwhelm, and to-do lists that somehow keep growing (seriously, how?). If you’re a private practice owner, this time of year can feel like a marathon of increased client needs, holiday schedule juggling, and trying to sneak in your own personal festivities.
But before you hit the panic button, take a breath. With a little planning and some clever strategies, you can make the holidays a time to celebrate rather than a season of endless stress. Let’s dive into some actionable tips to help you prepare your private practice for a smooth and stress-free holiday season—because you deserve to enjoy it, too!
1. Plan Holiday Coverage Early
Imagine showing up to a holiday party and realizing you forgot the gift exchange was today. Now imagine that… but it’s your practice without a plan for holiday coverage. Yikes. Avoid last-minute chaos by ensuring your practice is ready for staff absences and holiday hours. A little planning now saves a lot of headaches later.
Action Steps:
Identify team availability early and create a clear holiday schedule.
Use a shared calendar or scheduling software to keep everyone on the same page. Bonus: It eliminates those "Wait, are we closed on New Year’s Eve?" questions.
Assign backup staff for critical roles or consider bringing in temporary support to cover gaps.
With your team aligned, you can confidently leave work knowing the office won’t crumble while you’re sipping eggnog.
2. Communicate Holiday Hours and Policies
You know what’s worse than someone showing up unannounced at your house during the holidays? A client trying to reach you during office closure because they didn’t get the memo about your holiday schedule. Okay, maybe the first one is actually worse. But neither is ideal.
Clear communication reduces confusion for clients and keeps your team on the same page.
Action Steps:
Send email reminders to clients about holiday closures or adjusted sessions well in advance.
Update your voicemail, email autoresponders, and website with holiday information. (Yes, your website, too. It’s time.)
Provide clients with a list of emergency resources if your practice will be closed. Think of it as your way of saying, “We care, even when we’re not here.”
3. Automate Repetitive Tasks
If Santa’s elves had to build every toy by hand, they’d never get a day off. The same goes for you. Automation is your holiday MVP. It saves time and ensures your practice keeps running smoothly when things get hectic.
Action Steps:
Set up automated reminders for appointments and billing. Your clients’ holiday brain will thank you. (So will yours.)
Use software to handle routine admin tasks like client intake or payment processing.
Schedule social media posts and email newsletters in advance so you’re not scrambling to stay visible while wrapping presents.
4. Delegate and Outsource
Fun fact: You don’t have to do it all. (I know, shocking.) Delegating frees you up for leadership tasks—or, you know, actual holiday fun.
Action Steps:
Delegate end-of-year reporting, billing, or filing to your administrative team.
Outsource tasks like cleaning, IT support, or marketing updates. Consider it a gift to yourself.
Empower your team to handle non-urgent issues without your constant involvement. (They’re capable. Trust me.)
5. Prioritize Self-Care for You and Your Team
If your holiday mantra is “Sleep is for January,” we need to talk… burnout isn’t festive. Taking care of yourself and your team ensures everyone can enjoy the season without running on fumes.
Action Steps:
Set clear boundaries around work hours for yourself and your staff. (No, answering emails at 11 PM doesn’t count as “helpful.”)
Offer flexible schedules or extra time off when possible.
Encourage self-care by sharing mental health tips, hosting a small holiday appreciation event, or sending a fun holiday treat to your team! We know you are the mental health experts and your team knows all the tips and tricks, but remember the saying “doctors make the worst patients”? Yeah…
6. Reflect and Reset for the New Year
The holidays are a great time for twinkling lights, heartfelt moments, and… year-end evaluations? The end of the year is the perfect time to reflect on wins, identify challenges, and set goals for the year ahead.
Action Steps:
Reflect on key wins and challenges from the past year. Celebrate the successes and learn from the hiccups.
Identify inefficiencies and create a plan to improve. This could mean updating SOPs, reviewing software, or conducting audits. (Hi, hello! We can help with that! 👋)
Use the quieter holiday period to prep for January’s fresh start—think goal mapping, refining processes, or even just tidying up your workspace.
With a little planning and some intentional action, the holidays can be a time of celebration, not chaos. By preparing your private practice for the season ahead, you’ll not only keep things running smoothly but also create space to actually enjoy the festivities.
So, deck the halls, light the candles, and definitely take a moment (or two) to relax. Because with the right systems in place, you can make this holiday season both productive and joyful!
From all of us at Boss Co, Happy Holidays!
And remember, if you need help streamlining your practice before the new year, we’re here to make your season a little brighter (and a lot less stressful).
If you’re ready to jump in with both feet and want to start scaling fast, we’ve got you.
Apply for PEAK, our 6-month intensive program designed for group practice owners who are ready to fully immerse themselves in their CEO seat so that they can create the practice and life they’ve been dreaming of.
