A well-run daily huddle is a high-impact tool that helps improve communication, reduce stress, and keep the day running smoothly.

It’s brief (less than 10 minutes), focused, and gives the entire team a shared sense of teamwork and purpose.

If your practice is not already using huddles, here’s how to get started:

Who writes the huddle?

The dental assistant usually prepares the huddle in the afternoon, based on the following day’s schedule. Hygienists (who may not have an assistant) write their own huddles.

A full day’s schedule can usually be written on just one piece of blank paper.

What to include in the huddle: A framework for assistants

To keep the huddle relevant and useful, assistants should capture the following key details for each patient:

• Patient Name & Age – Quickly identify who we’re seeing.

• Relevant Medical History – Flag any key considerations (e.g. antibiotic cover) and confirm if they’re in place.

• “We Know You” Points – Personal notes or preferences that matter to the patient.

• What We Did Last Time – A quick recap of the previous visit.

• What’s Planned for Today – Outline today’s procedure and any special requirements – such as lab work or help from another assistant

• Time Check – Is the appointment length realistic?

• Future Appointments – Any upcoming visits already booked?

• Active Maintenance & Radiographs – Are recalls and imaging up to date?

   

Practitioners, therefore, need to keep an accurate patient record to support their assistants to complete a comprehensive huddle.

Who leads the huddle?

Typically, the assistant who prepared the huddle leads it—with support and input from the practitioner it’s written for.

What’s the role of the practitioner in the huddle?

Practitioners support the huddle by reviewing the schedule in advance, engaging in the discussion, and confirming key details.

Huddles set the tone for the day—uniting the team, flagging pressure points, and encouraging shared decision-making.

1. Pick a Time That Works

Usually just before the first patient arrives. Trial a few options to find what works—then stick with it.

2. Keep It Standing, Short, and Sharp

Not a meeting—just a reset. Highlight key patients, changes, equipment needs, or coverage issues.

3. Use a Simple Structure

• Look Back: Any incidents or wins from yesterday?

• Look Ahead: Who’s in? What are we doing? Any constraints?

• Finalise: Confirm roles and close out actions.

• Then get to work.

4. Lead by Example

Leadership presence sets the tone—for everyone.

5. Close the Loop

Follow up on what’s raised and report back. This builds trust and strengthens team culture.