Low-Stress Solutions for High-Stress Problems

If you’re a practice manager feeling overextended, under-resourced, and just plain tired — you’re not alone.

You’re navigating team burnout, schedules that never seem to lighten up, and cranky clients. And amidst all of it, you’re trying to hold your team together so they can practice good medicine. We see it every day, and we know the pressure is real.

That’s why we recently partnered with veterinary business consultant Debbie Boone, CVPM, to host a practical, honest, no-fluff webinar: Low-Stress Solutions for High-Stress Problems.

It was an hour packed with ideas that actually work in today’s clinics. Not someday. Not in a perfect world. But now, in your world — chaotic schedule and all.

We know not everyone could make it live — and there was so much practical, actionable insight packed into that hour, we didn’t want anyone to miss out. Whether you joined us or not, this recap is your chance to catch the biggest takeaways and start bringing more calm to the chaos.

Here’s a quick look at the 9 problems we tackled and the solutions we offered.

9 Common Clinic Challenges & Low-Stress Solutions

1. Team Underutilization: Leverage each team member at the top of their skill set.
2. Burned-Out Doctors & Short Staffing: Use credentialed relief vets.
3. Communication Breakdowns: Improve cross-team communication with consistent routines and apps that make it easy.
4. Problem Dumping Culture: Coach your team to bring solutions, not just problems.
5. Low Morale or Stagnation: Build coaching moments into your leadership style.
6. Tension & Misunderstandings: Lead with curiosity before making assumptions.
7. Reactive Emotions: Develop emotional control under pressure.
8. Misaligned Culture: Define and live your core values.
9. Team Frustration: Remember, people are the root of both stress and solutions.

Problem #1: Team members aren’t working to the top of their skill set | Solution: Leverage your team fully

When every team member, from CSRs to assistants to techs, works at the top of their skill set, the whole hospital wins.

We emphasized the need to provide more training and learning opportunities for staff — not just delegate tasks, but build skill and confidence across roles. Too often, we limit team members by assuming they can only do what they’ve always done. But when people learn new skills and are empowered to grow, they find more meaning in their work.

This approach not only boosts efficiency but also creates a more fulfilling workplace. And when each team member is activated, it frees up doctors and managers to focus on high-value work instead of constantly triaging tasks.

“Leveraging appropriately gives people greater job satisfaction and is the most effective way to run your practice.” — Debbie Boone

Problem #2: Overworked teams and no breathing room | Solution: Proactively and strategically use relief vets

One of the simplest ways to reduce stress is also one of the most overlooked: build a reliable staffing cushion.

Overworked teams can’t take vacations. They’re short on bandwidth, short on patience, and eventually — short on people. So when you’re consistently short-handed, the emotional climate shifts from collaboration to frustration. And that erodes culture fast and ultimately leads to burnout

By incorporating the right relief veterinarians into your staffing model, you give your team room to breathe and reset, without missing a beat operationally.

When you ask the right questions before hiring, you’ll find relief vets who actually enhance your culture and drive business outcomes.

1. Beyond an active license, what reassurance can you give me that the vet has been properly vetted?
2. Does someone actively ensure the vet is developing their clinical skills?​​
3. Who oversees their medical performance, so my team doesn’t have to worry about that?
4. Do you have proof of their skills such as references or ratings from other clinics?
5. What kind of production can I expect from the relief vet?

This isn’t just about covering a shift. It’s about making sure the vet walking in is the right fit for your team, your clients, and your standards. Adding a relief doctor to your schedule should NOT be added work for you. Good relief doctors should relieve you, so you can focus on your other priorities.

We encourage clinics to think beyond “last-minute coverage” and start building business-building relief strategies into your plans. That includes:

• Doctor onboarding support and mentorship
• Maternity leave coverage
• Revenue growth via expanded hours or new service lines (like surgery or dentistry)
• Strategic support during periods of turnover or burnout
• Seasonal fluctuations or planned PTO

Relief shouldn’t be reactive. Leverage it as a proactive tool for growth, retention, and sanity.

Problem #3: Communication silos | Solution: Build intentional cross-team communication routines

In high-stress environments, our instinct is to rush — faster appointments, shorter handoffs, fewer team touchpoints. But that just creates confusion, errors, and resentment.

Instead, create rhythm and routine through intentional cross-team communication. It’s not just about talking more, it’s about communicating better.

That includes:

• Leveraging tools like Slack and Teams: This will help you consistently share information with team members, even if they work different schedules and in different roles.
• Daily huddles: Hold a quick 5 to 10-minute group huddle first thing in the morning. Include the medical team and CSRs and encourage information sharing about patients coming in that day and what to expect and plan for.
• Documenting and sharing clinic protocols: Make sure they are accessible to everyone. Put them in writing, don’t just mention them in passing.
• Relief doctor handoffs: Set these vets up for success. Include key info, like software tips or quirky team preferences.

When everyone knows what’s expected, people can spend less time guessing and more time doing what they do best.

Problem #4: Team members bring problems but not solutions | Solution: Shift from fixing to coaching

We all want team members who are proactive, but we rarely tell them how. Instead of solving every issue yourself, invite your team into the solution. Ask: “What have you tried? What do you recommend?”

When leaders shift from being fixers to coaches, they empower their teams to think critically and own the outcome.

“Allowing your team to be problem solvers aids in their growth and value as a staff member. It helps them enjoy their work and feel empowered. Workers who feel this way stay.” — Debbie Boone

Problem #5: Stagnant growth or disengaged staff | Solution: Coach in everyday moments

Coaching doesn’t require a formal program. It’s built in small moments: when a tech lights up during a task they love or hesitates to jump into something unfamiliar. Great managers notice those moments and use them to ask questions like, “Would you like more training in that area?” or “Want to show others how you do that so well?”

Quick, in-the-moment feedback can yield big results. Over time, those small check-ins create a culture of growth, support, and confidence.

Staff meetings, too, can become powerful coaching opportunities, when structured with intention. We shared a three-part format: resolve issues collaboratively, educate, and align on goals. Don’t just talk at your team, engage them. And don’t forget to welcome new faces with intention. A team that’s connected from day one is more likely to thrive.

Over time, those touchpoints shape a culture where people feel seen, appreciated, and motivated to improve. That’s how you create a growth-minded team that performs at a high level and sticks around.

Problem #6: Friction with clients or staff | Solution: Lead with curiosity

Being curious can transform how we lead and connect. Instead of reacting with accusations or assumptions, curiosity invites conversation—and that can make all the difference.

Debbie shared a story of a manager who saw an employee repeatedly arrive late and immediately jumped to disciplinary action. But what if, instead, that manager had asked, “What’s going on?” Maybe that team member is wrestling a toddler into daycare shoes each morning. By opening the door to understanding, you build connection, not fear.

Being curious also applies to client interactions. Active listening and thoughtful questions will always be more productive than trying to win an argument.

And don’t forget: your relief vets can be a valuable source of insight, too. They see many clinics and come with fresh ideas. Treat them like consultants — ask for their input on what’s working and what could be even better. You might be surprised by what they can offer.

Problem #7: Emotions are running the show | Solution: Develop emotional control

“Developing emotional intelligence and gaining emotional control is one of the greatest stress relievers any person can learn.” — Debbie Boone

Emotional intelligence is the ability to recognize and regulate your emotions and the emotions of others. As the book Crucial Conversations puts it, “Others don’t make you mad — you make you mad.”

We often misread emotional cues. Debbie shared how her team would alert her to an “angry” client, only for her to discover the person was actually frustrated or felt disrespected. Once you understand what someone is truly feeling, you’re better equipped to de-escalate the situation. But first, you must regulate your own reaction.

Help your team learn this, too. Encourage them to reflect on the stories they tell themselves in moments of conflict. Are they assuming the worst? Are they mentally preparing for battle before even entering the room? That kind of emotional narrative adds stress and drains your team.

Instead, approach difficult conversations with curiosity and a win-win mindset. When people are upset, let them vent. Nod. Affirm their perspective. Say things like, “I see how that would be frustrating,” or “Tell me more.” Once they’ve calmed down, ask if you can share your point of view. That pause can be everything.

Problem #8: Unclear or unaligned culture | Solution: Define and live your values

A practice must define, understand, and live its core values. Many practices have values, but they haven’t been formalized or communicated. That makes it hard to align teams or make consistent, values-based decisions. If your hospital hasn’t written down its core values yet, here’s a simple way to start:

• Google “core value words” and print a list.
• Share the list with practice owners and leaders.
• Ask them to circle the words that resonate with why they work in veterinary medicine and what they want the hospital to stand for.
• Look for overlap and common themes. Choose the words that resonate most deeply. Aim for 5–7 core values.

From there, bring the whole team into the conversation. Have a staff meeting focused on how you all live those values — like integrity, communication, or accessibility — in your daily actions.

These values can serve as a mirror for future decisions and can help shape hiring. Ask targeted questions in interviews to see if candidates’ personal values align with yours. A good match makes for a better work experience on both sides.

Problem #9: Team frustration | Solution: People are the problem but also the solution

Veterinary medicine is a people business. It’s people who carry the stress, and people who can relieve it. With the right team, the right training, and the right support, you can build a culture that works with the chaos, not against it.

Start by investing in the team you have. Build their skills. Acknowledge their effort. Create space for feedback. Lead with empathy. Empower with trust. That’s how you build a team that doesn’t just survive, they thrive.

This applies to relief vets, too. Relief doctors aren’t just extra hands — they’re whole people with emotional intelligence and communication skills that can influence your clinic for the better. A relief vet who’s kind, clear, and collaborative can help lower stress, create smoother days, and set a positive tone. But the opposite is also true: poor communication and negative energy can quickly derail a team.

That’s why it’s critical to invest in “power skills” like empathy, feedback, and teamwork. Whether someone’s on staff full-time or just for a day, their presence matters. Every person shapes your clinic’s environment.

Final Thought: There’s No One-Size-Fits-All Answer. But There Are Solutions That Work.

Reducing clinic stress isn’t about perfection. It’s about progress.

You don’t need to solve everything overnight. But when you commit to empowering your team, improving communication, and building support into your staffing model, the impact is real.

Because at the end of the day, less stress means better care. For your clients, your patients, and your people.

Watch the full webinar here, and explore Debbie’s book recommendations here. During the webinar, she referenced Crucial Conversations, Talking to Crazy, and The Cost of Bad Behavior.

Interested in learning more about how IndeVets’ credentialed relief vets can help transform your practice? Connect with us here.