Launching Your Therapy Practice: The ‘Learn or Hire’ Strategy for New Therapists

Launching a therapy practice after graduation can feel like standing at the edge of a cliff. You know you want to build something meaningful, but no one handed you a map. This post is here to give you one—specifically, a framework we call the “Learn or Hire” Exercise. It’s a game-changer for therapists who want to grow sustainably without burning out.

No matter if you’re a natural entrepreneur or an introvert stepping out of your comfort zone, understanding how to structure your practice—and what role you should play in it—is the key to moving forward with clarity and confidence. One tool that can help is the organisational chart, which shows the different roles and responsibilities within your practice. (See examples below.).

What Is an Org Chart?

An org chart—short for organisational chart—is a visual representation of the roles and responsibilities within a business or practice. It helps clarify who’s responsible for what, who reports to whom, and how different functions work together.

In therapy practices, org charts are especially helpful—even for solo practitioners—because they show you where your time is going, what’s missing, and what to prioritise as you grow. You might start off as the “CEO,” “therapist,” “admin assistant,” and “marketer” all in one—but with an org chart, you can start planning how and when to hand off those hats.

Whether you’re a team of one or five, an org chart turns your business from a vague idea into something real, visible, and scalable.

What Is the ‘Learn or Hire’ Exercise?

Inspired by our latest podcast episode on Marketing for Therapists, the Learn or Hire Exercise is a simple but powerful way to build your clinic’s structure—even if you’re just one person for now. You’ll map out the departments in a typical therapy practice, then go through each one asking:

• Do I want to learn this skill and take on these tasks?
• Or should I hire, delegate, or automate this role?

The beauty of this approach? You avoid the trap of doing everything yourself while building a long-term vision that’s aligned with your strengths.

Step 1: Define the Core Departments in a Therapy Practice

Even a solo practitioner is wearing multiple hats. Here are the foundational departments to consider:

1. Clinical – Providing therapy, ongoing education, client care.
2. Admin & Operations – Booking, files, onboarding, phone/email, paperwork.
3. Marketing & Branding – Website, social media, copywriting, SEO, newsletters.
4. Finance & Accounting – Invoicing, taxes, budget, payments.
5. Tech & Systems – Practice management tools, CRM, automation.
6. Leadership & Vision – Strategic planning, offers, pricing, values.

Step 2: Run the ‘Learn or Hire’ Audit

Create a simple table or document. For each department, write down:

• Tasks involved
• Whether you want to learn/do it yourself or hire someone

This process helps you stop guessing and start planning. Below are two fictional examples:

Example 1: Luna – A Solo Therapist Just Starting Out

About Luna: 29 years old, recently graduated from her counselling program, introverted but passionate about working with adults experiencing trauma. Wants to build a private practice that feels calm and intentional, not rushed or high-pressure.

Luna’s Learn or Hire Map:

Org Chart – Solo Setup (Luna):

Example 2: Michael & Marie – Co-Owners of a Growing 3-Therapist Clinic

About Michael & Mari: Two therapists who partnered to launch a small clinic focused on programs and services that support families. They’re booked out, hiring a 3rd associate, and want to expand sustainably. They need clarity on roles and smart delegation.

Michael & Mari’s Learn or Hire Map:

Org Chart – Small Clinic Setup (Michael & Mari):

Key Takeaways for New Therapists:

• Start small, but plan big. You don’t need a full team now, but you do need a framework.
• Be honest about your energy. Learn the parts that light you up—and outsource what drains you.
• Build a living org chart. Even if it’s just your name in 5 roles, it’ll evolve as you grow.
• Use tools strategically. Jane App, MailerLite, Canva, and Google Workspace can replace multiple roles early on.
• Invest in support before burnout. Hiring a VA, bookkeeper, or marketing partner for even 2–4 hours/month can free up your energy for clients.

Ready to Build Your Own Ecosystem?

At KIAI Agency, we help therapists and clinics grow with clarity, confidence, and care. From websites and SEO to full ecosystem builds—we meet you where you are and co-create the next version of your practice.

🗓️ Book a free consultation