1007: How to Stop “Putting Out Fires” and Start Creating Systems - Christina Byrne

Running a dental practice can feel like an endless cycle of putting out fires, reacting to problems, and repeating the same frustrations day after day. In this episode, Kirk Behrendt sits down with Christina Burn, Director of Operations at ACT Dental, to explain why most of these daily issues stem from a lack of clear systems, not people. Together, they break down how systems create predictability, reduce stress, improve team accountability, and support long-term growth. You’ll learn where to start with systems, how to build them with your team, and how to keep them relevant as your practice evolves. To learn how to stop firefighting and start creating predictability, listen to Episode 1007 of The Best Practices Show!

Main Takeaways:

1. Most recurring daily problems in a dental practice are caused by missing or unclear systems rather than individual team performance.
2. Systems create predictability, which leads to less stress, better patient experiences, and more consistent outcomes for doctors and teams.
3. Practices should aim to be systems-driven instead of people-dependent to avoid burnout and constant staff additions.
4. Effective systems start with a clearly defined “why” that connects directly to patient experience and team success.
5. The best systems are created collaboratively during dedicated team meeting time, not by the doctor alone or outside of work hours.
6. Systems should be specific, step-by-step, and written clearly so anyone in the practice can follow them when needed.
7. Systems must be treated as living tools that are reviewed, updated, and improved as the practice grows and changes.

Snippets:

1. 00:00 Introduction and Welcome
2. 00:08 The Importance of Systems in Dentistry
3. 01:28 Meet Christina Burn: Director of Operations
4. 02:30 Common Issues in Dental Practices
5. 03:23 Creating Effective Systems
6. 05:52 The Why Behind Systems
7. 09:58 Implementing and Refining Systems
8. 13:22 The 80% Approach to System Development
9. 16:02 Specificity in Systems
10. 20:32 Living Systems: Continuous Improvement
11. 25:11 Conclusion and Final Thoughts

Guest Bio/Guest Resources:

Christina Byrne is the Director of Operations at ACT Dental, where she oversees coaching alignment, system development, and operational consistency across practices nationwide. She works closely with dental teams to help them build scalable systems that improve predictability, accountability, and long-term practice performance. In this episode, Christina references ACT Dental resources including the Analyzing Existing Systems document, the master systems checklist, and the systems and checklist support guide available through the Best Practices Association.

More Helpful Links for a Better Practice & a Better Life:

1. The Best Practices Show: https://www.actdental.com/podcast/
2. Best Practices Association: https://www.actdental.com/bpa
3. Upcoming Events & Workshops: https://www.actdental.com/events/
4. Smile Source: https://www.smilesource.com/
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