[00:00:00] Libby: If you're looking to grow your business as a registered dietitian, you've come to the right place. If you're not sure what to do or what steps to take next so that you can create flexibility and freedom in your life, then you're going to learn a lot from tuning into our podcast here at Dietitian Boss.
[00:00:17] Libby: I'm Libby Rothschild, the founder of Dietitian Boss, a fellow [00:00:20] registered dietitian and business owner. And in our podcast, I share the highs and the lows, and I talk all about how to grow your business. Get it started. And I interview our clients to date. We've had over 200 interviews from clients who share their journey on our podcast dietitian boss.
[00:00:37] Libby: In today's episode, I'm talking all about setting [00:00:40] up your physical dietitian practice space. The reason this is important is because setting up your physical space represents your brand, can put you in a good mood and create consistency for your clients and prospects, as well as your peers.
[00:00:55] Libby: So there's a lot of importance in designing a well designed space. [00:01:00] So well designed physical office space can ensure your professionalism and create a comfortable environment for your clients. And it is essential for building trust and making great first impressions. And that consistency of your office can also make your clients feel calm when they come back time over time.
[00:01:16] Libby: So, and this is true whether you're virtual and you're going to be doing zoom [00:01:20] or some kind of video chat or physical office space. Now, of course, there's some variability if you're doing physical versus virtual, but I want you to keep in mind that we're talking about well designed spaces today.
[00:01:33] Libby: Comfortable seating is important and both for if you have physical space and you have to seat your guests or your [00:01:40] clients and for yourself. So you want to invest in ergonomic chairs and comfortable seating for you and your clients. You can also think about a walking pad for yourself. I have a walking pad that.
[00:01:49] Libby: I got on Amazon. That's basically like a treadmill, but it's designed to not go over. I think it's four miles per hour. So you can walk when you're talking. Now you might find that you don't like [00:02:00] to do that during sessions, but you do like to walk and talk during let's say admin time, or when you're working on other things in your business, but it's a great way for you to practice standing and fit in some extra steps in your day.
[00:02:11] Libby: I want you to think about professional decor as well as seating. Right. Whether you're thinking about a standing desk or ergonomic chairs, or a walking pad, [00:02:20] think about calming and professional decor that reflects your practices and values. So, if you have a brand palette, let's say you're going for a traditional color scheme, or maybe you're going for something bold, think about bringing in some of those colors into your decor . So that might mean that you are printing out something [00:02:40] like I've done that before. Print out slogans like show your face and then you can use your brand colors and you can frame that behind you. So when you hop on a zoom call or a video chat, someone can see that in the frame. So that's one example.
[00:02:52] Libby: Or maybe you don't want to custom print something, but you want to find something that represents a similar color. That's a little bit calming, [00:03:00] like it could be something floral and you want to print that for the background. A lot of different ideas that you can think about when it comes to art and decor and decor could also just be some plants and something calming that would help you make people feel like they are comfortable, right?
[00:03:17] Libby: And you want to think about your functional layout first [00:03:20] before you're thinking about the core. So arranging your layout to allow for easy movement and maintain client privacy as well, and that's true both for virtual and in person and you want to think about separate areas for consultations and administrative tasks to stay organized.
[00:03:35] Libby: So that might include that. You have special designated drawers or cabinets [00:03:40] or spaces. Where you can organize your thoughts, and that goes for how you're organizing your digital space. So your computer and files and your physical space that could have to do with where things go inside of your office. So I want you to start with thinking about your basic layout of where is your office or where you primarily conduct sessions and gradually add elements that can enhance the [00:04:00] comfort and professionalism of your work environment.
[00:04:03] Libby: So consider the needs of not just you, but you and your clients and then the workflow and you can build out the space with time and experience. For example, I've had a couple of different office spaces. My favorite one was where I had a big office with really great natural light and [00:04:20] it was at my last place and I had printed out slogans that, you know, we represent in the business here, show your face in my brand colors and our brand colors.
[00:04:28] Libby: And that was really, I really liked that because when our clients got on calls with me and when I did podcast recordings, people could see that. So that level of consistency was really memorable. So think about something like that. [00:04:40] Now you also want to create an effective virtual practice space. And so that means that you are going to have to think about What elements you need for professionalism online the same as you will in person.
[00:04:54] Libby: So that means quality equipment So for me, I like a webcam. I will be honest. I haven't always had it plugged [00:05:00] in so it depends on my couple computers So I was using a webcam on one computer and which was my desktop and then my laptop, I didn't have the webcam. you need to think about in terms of your equipment and workflow, maybe you just have one computer and you have a webcam on that one.
[00:05:14] Libby: So do you take it off because you bring your laptop around the house or does your laptop stay in one spot? Therefore your webcam can [00:05:20] stay there comfortably. So those are just things you want to think through in terms of how your equipment functions. Same thing with a microphone. My microphone is a little bit heavy.
[00:05:27] Libby: I might actually need to get a new one. So I don't. like to drag it around and I don't actually keep it right next to my desk right now. So I have to go into the room and just make an extra effort to bring it around when I do need [00:05:40] it. So I might consider a tip for myself would be to find some way to store it closer to my computer, my workspace, and then lighting, of course.
[00:05:47] Libby: So you might need some task lighting. You might need some overhead lighting, a different setup of lighting, and you might think about how are you lit in on the screen? Now, because you want to have the window either facing next to you [00:06:00] or in front of you for the best lighting, you do not want the window behind you and you can test this by going on video chat and seeing how you look and make sure that people can make out your face and see what you look like and you want people to have a clear visual of what you look like. Clear video and audio are essential. So that means you're testing your microphone. If you need to wear headset [00:06:20] or earbuds that can help make sure that your audio is good. And that your video is good in terms of the lighting and that you're comfortable because I would feel depressed having a window behind me or no window.
[00:06:30] Libby: That's kind of how I felt when I worked in my clinical job, there was no window in my office. So I always like to be around natural light. So, I mean, that's a rule, but think about what makes you [00:06:40] happy in terms of how much lighting you want. And if you don't happen to have a lot of natural lighting where you are, you can always add some task lamps to your setting.
[00:06:49] Libby: Okay. Think about a clean background. So choose a clean background that's distraction free if possible. Neutral is good, but you can always create a background on your [00:07:00] video chat. So it's blank and that way you can create the elements that you want. So it's just going to depend on how you feel and what background you have available to you with your setup.
[00:07:09] Libby: You do, of course, want to make sure your internet connection is reliable and fast. Test your equipment, and I would invest in a better internet connection if possible, so that you don't have any hiccups, or at least you can prevent them during your [00:07:20] session. You want to create a designated spot in your home for virtual sessions that's separate from other activities.
[00:07:27] Libby: Easier said than done, we'll get to that in a minute, but you are going to want to do your best to try to have a space that's dedicated. Now, making your desk ergonomic is important. So let's go through a little bit of what that means. I want you to think about comfort [00:07:40] and efficiency. So, ergonomics plays a huge role in creating a workspace that is supportive of your health and comfort and productivity.
[00:07:47] Libby: I know for me, if my computer isn't in the right angle, For my eye viewing, then I'm not happy, right? So I want to prevent having a headache, especially if I'm going to do long hours, which I try not to, [00:08:00] but it's still, whenever I'm doing a time block of activity at my computer, I want everything to be set up in a way that's comfortable.
[00:08:05] Libby: So I'm not slouching. My posture is good and I feel well. I don't leave my work block feeling super tired and exhausted yet. I feel energized, right? So that's why investing in a good chair or some, some kind of a standing desk can really help. So think about your desk [00:08:20] height. And your chair adjustment, so if you don't have a standing desk, you can still make your workspace ergonomics.
[00:08:26] Libby: You can adjust your chair and monitor so that your arms rested in 90 degree angle when you're typing and that your feet are flat on the floor and you can use a foot rest if necessary. So those elements. Even without a standing desk, try to avoid staying in [00:08:40] the same position for extended periods. That's why I use the Pomodoro technique, I time myself for 35 minutes. So I do a concentrated work block, take a five minute break. I do that for three times and then I take a 15 minute break. Now you can adjust what's called the Pomodoro blocks and you can create them 15 minutes. Or you can even do 45 minutes of concentrated work. But [00:09:00] the idea is that you're standing up, you're moving around because you can feel really lethargic if you're in the same spot.
[00:09:05] Libby: That's why also using a walking pad at your desk, if you have a standing desk can be really nice as well. You can also elevate your monitor using a stand or books or a riser to ensure that the top of your screen is at eye level or at least a little bit below eye level, and that prevents [00:09:20] neck strain and that's so important for your posture. I noticed if I don't do that, I just don't have the same experience in my computer. Oh, if you're looking for another way to stay active while working, I definitely suggest a walking pad. Again, these are compact treadmills that can fit under the regular height of your desk and allow you to walk at a slow pace while completing tasks like reading or [00:09:40] taking calls or doing some marketing work, reviewing.
[00:09:43] Libby: anything with billing or admin. So you can alternate between sitting and walking throughout the day and that'll help improve circulation and kind of keep you from feeling too lethargic, right? That can reduce stiffness and then make the walking pad is a great option, right? If you can't stand all day long.
[00:09:58] Libby: Now, in terms of screen [00:10:00] placement, no matter whether you're sitting or using a walking pad, the top of your monitor really should be at or slightly below your eye level. So, you want to keep your screen about 20 to 30 inches away from your eyes, roughly at arm's length to prevent eye strain. And especially if you're using your computer a lot, which I know most of us are.
[00:10:18] Libby: So if you're using a laptop, [00:10:20] invest in an external keyboard and a mouse so you can maintain a comfortable posture. In terms of the window placement, I want you to position your desk perpendicular to a window to take advantage of natural light without creating a glare on your screen and so that when you're doing video, you look as best as possible.
[00:10:36] Libby: So you want to find the light as best as you can. I also [00:10:40] recommend that for selfies. So you want to avoid sitting directly in front or behind a window because that's going to reduce eye strain from the harsh lighting. Now, if the window is behind you, consider using a sheer curtain or a blind, which can diffuse the light during video calls, and that can prevent the harsh backlighting as well.
[00:10:56] Libby: So, making small adjustments to your setup, maybe you choose 1 or 2 of the options I've [00:11:00] listed above, or you're already doing everything, and maybe just talking about it's got me thinking about a few adjustments in itself that can help you improve your ergonomics, especially raising your monitor or adding a phone, So consider adding a walking pad to stay active and remember to take frequent breaks, right?
[00:11:16] Libby: That Pomodoro method is really fantastic. A couple more tips here to [00:11:20] wrap up today's episode. I want you to think about how to make small spaces work in a hybrid office setup. So you might, for whatever reason, have changed your locations and you need to think about making things work in a smaller environment.
[00:11:33] Libby: So let's talk for a minute about optimizing your workspace because that's key so you can stay professional. So tips for a [00:11:40] small space would be multifunctional furniture. So that might mean furniture that serves multiple purposes, for example, a desk that doubles into storage or install a wall mounted foldable desk when the space is tight.
[00:11:52] Libby: And if you can, and compact storage solutions like rolling carts or under desk organizers can also help keep your workspace tidy. Even [00:12:00] if you're not in a small space, I love keeping things as tidy as and compact as possible. I don't like having a lot of clutter around. So any kind of way I can consolidate things and figure out how to keep them tidy makes me happy in my office space.
[00:12:13] Libby: Think about dividing the room visually as well. So you can use dividers, bookshelves, or even curtains to separate your workspace from the rest of the room. [00:12:20] And that's going to create a mental separation between work and personal time. Even if you're using the same space. For both, right? Let's say you don't have your own dedicated office, so you're using your room.
[00:12:29] Libby: There can be some ways to separate yourself from this room so that you don't feel like you're in the same room, right? So that's where a curtain or a divider can really help flexible lighting and [00:12:40] lighting solutions can be really helpful. So task lighting. Can help you focus on your workspace without overpowering the room so desk lamps can be helpful and you can adjust the brightness and make the area functional for work.
[00:12:51] Libby: We'll keep in the room versatile. Remember that you're going to be working a different time to the day. And so the room's not always going to be lit in the same. Way that it was at [00:13:00] 9 a m, or if you know, you're different times of the year and the sun comes down different times of the year, or if you have a gloomy day, you're going to need to adjust your lighting.
[00:13:08] Libby: So having a lamp to do that can really help. And then you want to think about the background I mentioned earlier about virtual sessions. So in a hybrid space or a virtual space, you can create a designated virtual meeting backdrop. [00:13:20] I'm not really a fan of the ones that like, look like you're in a fake room because they look overly perfect. I like you're in this beautiful room that looks super expensive, and it just doesn't quite look realistic, but I do think you can blur the background and find some backdrop. That's appropriate and on brand with you. You might need to practice a little bit. So think about what resonates with you.
[00:13:39] Libby: [00:13:40] But I will say, if you don't have that, Ability to have your space in the back look nice using a virtual backdrop is the best bet. And what I think is more important is that you're well lit. That is going to be more important than you having a background that looks good. So I would rather have you use a virtual backdrop, but be well lit than not be well lit [00:14:00] and use your actual backdrop, but it doesn't look good.
[00:14:02] Libby: Right? Let's say that you have some clunky things in the background. So, maximize your space by using furniture that offers flexibility. Think about storage units, and even a rolling desk, and you can create visual and functional boundaries to help switch between work and home finally, balancing physical and virtual needs.
[00:14:18] Libby: So you want to integrate both [00:14:20] spaces. So, if you're managing both a physical and a virtual office. Want you to ensure consistency in your branding and professionalism. So it's just going to have to think about how you can make the two work together. So consistency, so maintain a consistent look and feel between your physical and virtual spaces by using similar color schemes and branding elements to create a unified professional [00:14:40] image.
[00:14:40] Libby: And then when it comes to flexibility, be prepared to adapt your space based on client needs and preferences. Flexibility in your setup can enhance client satisfaction and accommodate different scenarios. So regularly review both spaces, virtual and in person, to ensure that you're meeting your professional standards and making adjustments as needed.
[00:14:58] Libby: Remember, you might have a physical space, [00:15:00] but maybe you don't see patients at your physical space. So you just think about your unique situation and how you can make some adjustments. Now, when it comes to common pitfalls and how to avoid them, avoid overcrowding your office. Overcrowded offices are going to create a lot of chaos, and they can even make you feel uncomfortable.
[00:15:19] Libby: So clutter [00:15:20] creates a lot of distractions, and that's not a good thing for you. Or if you have clients in the office, or even anybody seeing your space. Another issue that I see a lot is rejecting the importance of a well lit space, because poor lighting, And distracting backgrounds can really undermine [00:15:40] your professionalism.
[00:15:40] Libby: So that's why I mentioned earlier. It's more important that you're well lit than you have a beautiful background. And that's why positioning your desk adjacent to a window, but not having you behind a window is really important. So you either want to be perpendicular to a window, or you want to be facing window and if the window is too harsh, then you're going to have to figure out a curtain situation [00:16:00] to minimize some of that natural lighting. But that's definitely the most important outside of ergonomics, making sure that the distance between your laptop or your desktop is 90 degrees that Your eye level is looking at the middle of your desktop.
[00:16:12] Libby: So I want you to assess your physical and virtual spaces and identify areas for improvement and make adjustments as needed. So, [00:16:20] in conclusion, you want to create the right practice space, whether it's virtual or physical, and that's key to building a successful and professional dietitian business by focusing on comfort.
[00:16:30] Libby: Functionality and consistency. You can enhance your client interactions and overall practice experience, whether patients come to your office or not. So thank you for tuning in and [00:16:40] I look forward to you joining next week's episode. And remember that if you are interested in working with us, we are enrolling into our library, our monthly membership.
[00:16:48] Libby: Looking for support to grow your dietitian business or even get started, I invite you to join the library, our monthly affordable membership that shows you exactly what to do every step of the [00:17:00] way so that you can create the business of your dreams. Not sure if it's the right time, the membership gives you an option to.
[00:17:07] Libby: Go at your own pace. We have modules, a roadmap to show you exactly what to do and monthly live calls, as well as new content that we release every single month based on requests inside of the library. We have four [00:17:20] stages of business. So whether you come in getting started or you want to enter the membership and grow or scale your business, we have the appropriate resources for you.
[00:17:28] Libby: And our team, including myself available to answer your questions, head on over to dietitianboss.com and check out the library today. We'd love to see you there.
