Impact of Team Relocation on Collaborative Communication
### Title: Impact of Relocating Teams on Communication and Workflow in Healthcare: A Case Study from Toronto
In a significant study, researchers Jillian Chown and Liu examined the effects of relocating teams within a healthcare setting, focusing on a cancer centre in Toronto, Canada. The study sheds light on the impact of such moves on face-to-face interactions, workflow dynamics, and overall patient outcomes.
#### Reduced Face-to-Face Interactions
The relocation of a portion of the radiation treatment team led to a decrease in face-to-face interactions among clinicians. This shift was particularly noticeable as the team moved to an adjacent building, with a 1 percent increase in email exchanges among clinicians who were now working in different buildings, and a 1.8 percent increase across all email pairs.
#### Workflow Implications
The relocation disrupted established workflows, as new team members may not have been familiar with the existing protocols and procedures. This led to inefficiencies, delays, and potentially compromised patient safety. Integrating new team members into workflows was complex, especially if they were not familiar with the organization's specific systems or protocols.
#### Long-Term Implications on Patient Outcomes
The transient nature of relocated teams can increase the risk of errors due to variations in clinical governance and inconsistencies in team integration. Ensuring that all staff members, including locum tenens clinicians, are adequately oriented and trained is critical to maintaining patient safety. Consistent training and education programs are essential to mitigate variability in the quality of care and ensure consistent high-quality care.
Despite these challenges, the hospital's surveys found that patient satisfaction did not decrease after the relocation. However, the study suggests that it will be important for the hospital to study how the change in treatment planning will affect long-term patient outcomes.
#### Mitigating Strategies
To address these challenges, the study suggests several strategies. Implementing automated clinical workflows can help streamline care coordination, reduce errors, and improve communication among team members. Providing comprehensive training and onboarding processes for relocated staff can help ensure their integration into the team and minimize disruptions in care. Establishing standardized communication protocols can facilitate better coordination and reduce the risk of miscommunication during team transitions.
The study found that clinicians, both those who moved and those who stayed, used the treatment-planning room less often after the relocation. Instead of planning treatments together in the room, the radiation teams increasingly turned to email communication. The radiation-treatment planning room, which housed specialized hardware and software, was distanced from the relocated team.
Leaders need to be aware of when it is most necessary for employees to collaborate in person. Anecdotally, clinicians continued to use the treatment-planning room for the most complicated cases. The study highlights that growing an organization can lead to fewer face-to-face interactions, underscoring the importance of being thoughtful about how organisations are grown and designed.
In the post-pandemic world, it is often left up to the workers themselves to figure out which work can be done remotely. This case study from Toronto serves as a reminder that while remote work can have its benefits, it is crucial to consider the potential impact on face-to-face interactions and workflow dynamics, particularly in sensitive and critical sectors like healthcare.
Science plays a crucial role in identifying the implications of relocating teams on workflow and overall patient outcomes in healthcare settings, as demonstrated by the study conducted by Jillian Chown and Liu. The study highlights the importance of fitness-and-exercise and mental-health in the workplace, as reduced face-to-face interactions and disrupted workflows can negatively affect the well-being of healthcare professionals, potentially leading to errors and compromised patient safety. Therefore, health-and-wellness programs that prioritize mental health, fitness, and effective communication could significantly improve workplace wellness.
