In veterinary practice, the heart of a great day isn’t just the cases we handle—it’s the people who make it all run smoothly. Most team members truly want to show up, contribute, and grow. When we give them clear expectations, progressive skill-building, fair feedback, and real appreciation, they rise to the occasion. It’s a simple exchange: we invest in their success with structure and support, and they deliver reliability and care in return.
A quick “great job” or public nod to their efforts can spark motivation that lasts. But sometimes, even with all that in place, performance keeps slipping—tasks left hanging, repeated errors despite coaching, or a pattern of unreliability. That’s the moment to shift from hoping for change to making a tough call that protects everyone else on the team.
Before Pointing Fingers, Check Your Own Hand
Frustration is human, but pause before blaming. There’s an old saying: when you point one finger at someone, three point back at you. So first, honestly assess your role:
- Are procedures clearly written and accessible, leaving no guesswork?
- Is training built step-by-step, allowing people to master basics before advancing?
- Do corrections focus on facts and growth, delivered with kindness instead of criticism?
If any of these foundations are shaky, the problem might be systemic more than personal. Fix those first—they’re your responsibility as leader.
Fuel the Fire Instead of Dousing It
When friction appears—slow workflows, mix-ups, or tension—resist venting to others. Ask yourself: How can I energize this person (and the team) to perform better? Revisit your written guides for clarity. Re-run key training segments, zeroing in on weak spots. Be thorough in verifying competence before signing off—rushing that step can undo progress for the whole practice. Invest time upfront to reignite capability and confidence.
Decide Early and Act Decisively
Onboarding is draining work. We all hope a struggling new hire will turn it around, especially in those first 90 days. Occasionally someone does click into gear at the last second. Far more often, though, early doubts linger. My experience over decades with countless practices: if you’ve truly delivered solid tools, step-by-step training, and consistent, compassionate coaching, ongoing issues usually signal a mismatch rather than fixable gaps. Don’t wait for a miracle. Consider a clear checkpoint around the 30-day mark. After giving your full effort, evaluate honestly: thumbs up (double down on support) or thumbs down (part ways respectfully). Legally you might have more time, but protecting team momentum matters more. Lingering problems rarely self-correct.
For any team member—new, veteran, or inherited—the same principle applies when “doubt” creeps in (that nagging sense something’s off). Use a simple, documented process:
- Note the issue factually (what, when, details).
- Discuss privately with a witness if needed, exploring root causes.
- Retrain specifically on the gap.
- If it repeats, document again and retrain.
- On the third clear instance, it’s time to offboard.
A single write-up is often an early warning—the person may already be struggling deeply. Documentation protects everyone and keeps things professional.
The Direct Conversation
Handle it privately and kindly: “Thank you for your efforts, but this isn’t the right fit. Today is your last day.” If toxicity is involved (broken trust, negativity spreading), be straightforward: “One of us needs to step away. As the owner, that’s not me—so today is your last day.”
Keep the Flame Alive Every Day
A cohesive, energized team is gold—guard it. Start with simple human connection: greet people warmly each morning, truly acknowledging their presence and worth. In Zulu culture, “Sawubona” means “I see you”—a profound recognition of someone’s full humanity (with the reply affirming “I am here”). Bring that spirit: eye contact, a genuine hello, and daily appreciation.
Celebrate wins openly. Small gestures compound—pizza after a hectic shift, smoothies on a tough afternoon, or shout-outs in huddles. What you notice and value grows. Make acknowledgment a habit for you, your managers, and even the next generation in your practice.
Final Thoughts
Build your practice on strong foundations: crystal-clear expectations, progressive hands-on training, fair coaching, and swift but fair decisions when needed. If you’ve held up your end and someone still doesn’t align, letting go isn’t failure—it’s leadership that safeguards the team’s harmony and the care you provide.
Great practices thrive on flow, not constant friction. Observe keenly, decide boldly, fuel your stars, and protect the magic.
Quick Action Steps for Your Practice This Month
- Audit your current guides, training approach, and feedback style—plug any holes right away.
- Refresh training with anyone showing gaps; verify real mastery before moving on.
- Set 30-day checkpoints for new hires (and flag any doubts with existing staff).
- Start a simple habit of noting issues factually to trigger retraining or next steps.
- Commit to warmer daily greetings and at least one weekly team appreciation moment.
- Plan one easy morale lift soon (treats, lunch, fun break) to reinforce positivity.
- Outline a calm, professional offboarding script—review basics with your advisor for smooth transitions.
Ready to reduce stress and unlock more potential in your practice? If you’re at that point where transformation feels right, schedule a free 45-minute discovery call to explore what’s next.
Practice Potential Analysis – Schedule Here
What team dynamics are you navigating right now? Share in the comments—let’s keep the conversation going.
