In the journey of growing a business, especially in the assisted living sector, developing a strong management system is crucial. As a business owner, you might find yourself wearing many hats, often becoming one of the managers yourself. However, as your business expands, hiring an additional manager can help distribute the workload and enhance efficiency. In this blog, I’ll share insights on creating an effective management structure that has worked wonders for us at Platinum Resort, allowing us the freedom to focus on what truly matters in our lives.

The Importance of Training
When you hire a new manager, your primary role is to train them step by step, teaching them one task at a time. This gradual approach allows them to grasp the essentials of their role effectively. As they become comfortable with their initial responsibilities, you can gradually introduce new tasks each week, allowing them to grow into their position while you lighten your own load.

For my partner Laura and me, this training process has been pivotal. Our ability to work just two to four hours a week at Platinum Resort largely stems from having skilled managers who can handle day-to-day operations. This setup has enabled us to focus on spending quality time with our children and enjoying monthly vacations.

Understanding the Cost of Good Management
Before delving into hiring strategies, it’s essential to acknowledge that managers come at a cost. The more skilled and experienced they are, the higher the salary you can expect to pay. At Platinum Resort, we are fortunate to have two exceptional managers whom we compensate well. This investment is feasible because of our business model; we specialize in operating luxury memory care mansions that offer tailored care and amenities, allowing us to charge a premium compared to larger facilities.

However, it's crucial to recognize that if you're operating a smaller facility, like a six- or eight-bed home, your numbers might not support hiring a full-time manager. Therefore, focusing on the right business model from the outset can lead to the time and financial freedom that many entrepreneurs seek.

Hiring the Right Manager: Options to Consider
Hire Experienced Managers: When we first entered the assisted living space, we opted to hire someone with significant experience in the industry. This individual came from a corporate background, running a large facility. While this approach provided us with valuable expertise, it did have drawbacks. Often, the habits and practices from corporate settings don’t align well with smaller operations. As a result, we found ourselves constantly needing to challenge and clarify procedures that our manager insisted upon, ensuring they aligned with our specific operational needs.

Promote from Within: After transitioning away from our first manager, we decided to promote two caregivers into management roles. This method allowed us to create a two-manager system. The advantage here is that experience in a management role is less critical than qualities like heart, dependability, and strong character. The right caregivers can be trained to manage effectively with the right systems in place.

The One and a Half Manager System: As your business grows, consider implementing a transitional phase, what I call the "one and a half manager system." In this scenario, you might start as the primary manager while hiring a second manager who is still learning the ropes. This setup allows you to train them progressively while gradually taking tasks off your plate. The goal is to transition responsibilities to the new manager until they can handle day-to-day operations independently.

Key Responsibilities of a Manager
To establish a solid foundation for your management system, it’s essential to outline the core responsibilities of your managers. Their roles primarily revolve around two categories:

Resident Care: This includes overseeing the well-being of residents, handling medications, communicating with families, and creating and adjusting care plans as needed.

Staffing Operations: Managers are responsible for scheduling, hiring, training, and sometimes firing staff members. They should also oversee the kitchen staff, ensuring meal orders and preparations are handled smoothly.

As managers grow more competent, additional responsibilities can be layered on, such as sales, marketing, and community networking for referrals.

Conclusion
Creating a successful management system in your business is not just about hiring the right people; it’s about cultivating a strong culture of training and support. By understanding the importance of investing in your managers and recognizing the value of promoting from within, you can build a robust operation that allows you to step back and focus on the bigger picture—living the life you desire.

​As we continue to refine our systems, we remain dedicated to creating a nurturing environment for both our residents and our staff, ensuring that we can spend more time doing what truly matters.