There is no better feeling than checking off your holiday to-do list early enough to enjoy the holiday season stress-free. This month’s EB Optical Checklist is designed to help you have a long list of appointments on the books, interpersonal relationships that land everyone on the nice list, and a physical space that creates a joyful shopping experience for your clients. 

Wishing you a happy and healthy holiday season and new year!

The #EBOpticalChecklist is breaking out of each issue with a monthly digital episode to our social channels. Join optical pro Sheena Taff as she applies these checklist items to real-world scenarios. Watch on EB’s Instagram (@eyecarebusinessmagazine) and TikTok (@eb_mag).

Development

Developing contingency plans for unforeseen situations will ensure that you and your team are not caught unprepared.  

>> Evaluate holiday hours. What’s best for your business? Speak to staff and determine if changing the hours will result in an increase in profits or if the payroll expense and effect on staff morale is too great a cost.

>> Ensure your optical is safely accessible regardless of the winter weather. Make a list of contacts, including the property manager and snow removal company, and clarify who is responsible for areas outside the practice.

>> Have an end-of-year temperature check with each team member to ensure interpersonal relationships aren’t going to cause any grinchy behavior.

Rewards and Recognition 

Show your team members and your vendor partners that you appreciate them. 

>> Plan your business holiday party. December is busy; a late November event can be a great way to kick off the season.

>> Have a mini awards ceremony and give everyone credit for a professional growth accomplishment or something outstanding they have done for the business in 2023.

>> Calculate staff year-end bonuses, profit sharing, or staff gifts. Money is usually most appreciated and anything above payroll is a great surprise.

>> Have a “12 Days of Christmas” sales contest. Set a goal for each day (most contact lens refills, coating upgrades, multiple pairs of frames from a particular collection, etc.) and reach out to reps for prizes. 

Connection

Not everyone thinks of their local optical shop as a place for holiday shopping. Finding creative ways to entice people to enter will keep everyone’s spirits high and end the year in the green.

>> Create a holiday window display to catch the attention of passersby. Get the team together to brainstorm ideas. Ask your favorite vendors to help with customized window clings or banners.

>> Review your sundry items and order in additional grab-and-go items such as ready readers, eyeglass storage boxes and cases, and eye cleansing and beauty products.

>> ’Tis the season of giving. Set up a collection box for toys, food for the local food bank, or coats for kids. Spread the word on your social media. This can lead to new patients while giving back to your community.

Relationship

It can cause friction with patients when you are unable to bill their insurance. Create a proactive plan to communicate your clinic’s willingness to accommodate the insurance you work with and capture coverage before it’s too late. 

>> Create a landing page on your website so patients can see the providers you work with and how to check coverage amounts. 

>> Have a training refresher on how to correctly bill insurance and address any shortfalls. Coverage amounts should be easily accessible for staff. 

>> Focus on recall lists for patient appointments and have staff call, text, or email to book up your end-of-year schedule.

>> Audit outstanding insurance claims and third-party and patient invoices. Call back, email, or text eyewear and contact lens pickups.