As we kick off 2026, many of us are reflecting on what truly makes a veterinary practice hum: that tight-knit crew of 3–12 people who click together like a well-oiled machine. Complementary strengths, real accountability, and a shared mission turn chaos—triple-booked slots, surprise emergencies, complex cases like diabetic crises—into manageable flow. Everyone pulls their weight, finishes on time, and heads home fulfilled rather than fried.
Small teams naturally foster trust, quick communication, and flexibility. Morale stays strong because people feel seen and supported.
Then comes the disruption: a new hire who’s undertrained, mismatched, or just not clicking. Suddenly, questions multiply, errors creep in, workflows snag, and the emotional load shifts from positive to draining. The whole team feels heavier, energy dips, and even the high performers start to withdraw or resent the drag.
Dealing with underperformance is one of the hardest parts of leadership in veterinary medicine. But it’s also one of the most important—because protecting your core team’s well-being directly safeguards patient care and practice sustainability.
Here are seven battle-tested approaches to give someone every fair shot at succeeding… or to make the compassionate call to let them go when it’s clear the fit isn’t there.
- Prioritize Attitude in Hiring
Technical skills can be built; mindset is much harder to shift. Look for warmth, positivity, eagerness to learn, and a genuine “can-do” spirit during interviews. A person with the right energy often becomes a standout once guided properly—far easier than trying to instill enthusiasm where it’s missing. - Make Expectations Crystal Clear in Writing
Relying on “that’s how we do it” leads to inconsistency and frustration. Create straightforward written guides for core tasks—backed by quick demo videos if possible. Cover everything from handling techniques and imaging setups to client scripts and protocols. The golden rule: If it’s not documented, assumptions will fill the gap, and confusion follows. - Start Training Away from the Action
Don’t toss a beginner straight into the fray. Set aside an initial 2–4 week “learning zone” phase—off the main floor, in a quiet spot—where they review materials, watch examples, and practice safely. This shields your smooth-running team from beginner hiccups while building the new person’s confidence without real-time pressure. - Provide Hands-On Guidance Early
After basics are covered, pair them with a seasoned mentor for close supervision. Think of it as temporary intensive coaching: observe, correct in the moment, and gradually step back as competence grows. This ensures skills solidify correctly before full independence. - Celebrate Wins Openly, Address Issues Quietly
People crave recognition—lack of it is a top reason folks leave. Make appreciation routine: shout-outs in team meetings, quick thank-yous, or small gestures for standout efforts. For feedback on mistakes, keep it one-on-one: review what happened factually, point to the relevant guide as the standard, and focus on growth. Kind but direct keeps defensiveness low and learning high. - Realign Roles to Match Natural Strengths
Not everyone thrives in every spot. A detail-oriented introvert might excel in lab work but struggle with front-desk energy, while an outgoing personality could shine with clients but clash in quieter back areas. Watch closely in the first month or two—if it feels forced, consider shifting them to a better-suited role. The right placement often unlocks hidden potential and boosts satisfaction for everyone. - Decide with Clarity After Focused Effort
By the 30-day mark of solid, intentional onboarding (following the steps above), you should have a clear read on ethics, reliability, adaptability, and willingness to improve. Dragging doubts to 90 days wastes energy and risks team morale. You’ve done your part: thorough training and fair support. If persistent issues remain—despite that—it’s usually a fundamental mismatch. Part ways respectfully to preserve the harmony your core team has earned.
Following this path creates a culture of opportunity: new people get real tools to succeed, strugglers receive clear direction, and your small-team magic stays intact. Train intentionally, observe honestly, and lead decisively—your practice (and your people) will thrive.
Quick Action Steps to Start Strong in 2026
- Refine hiring: Add questions/scenarios that spotlight positive attitude and enthusiasm for your next recruit.
- Strengthen documentation: Pick 5–10 high-impact procedures to write up (with visuals) over the next couple of months—focus on frequent pain points.
- Create a dedicated learning spot: Designate a calm area for initial training away from daily chaos.
- Name mentors: Assign reliable seniors to guide new hires closely during integration.
- Build recognition habits: Kick off regular public praise in huddles and private coaching tied to specific standards.
- Schedule early check-ins: Plan 30- and 60-day reviews to assess fit, performance, and potential role tweaks.
- Commit to timely decisions: After 30 days of real effort, choose: full steam ahead or prepare to transition out thoughtfully.
If team dynamics and operational stress are weighing on you, and you’re ready for meaningful change in your practice, let’s talk. Schedule a free 45-minute Discovery Consultation to explore your next steps.
Practice Potential Analysis – Schedule Here
How are you handling team fit and morale as we start the year? Share your experiences in the comments—I’m always learning from what works (and what doesn’t) in real practices. Here’s to a stronger, smoother 2026!
