Has your workflow hit a wall? Here’s how to move forward

During my 18 years as a critical care nurse, one truth remained constant: there’s always room to improve how we work. Whether at 2 a.m. during a code blue or while prepping for rounds, I saw how clinical workflows either empowered teams or created friction that slowed us down and added stress.

In my last post, I discussed how workarounds, those “this is how I do it” moments, are a signal that something in the system isn’t supporting clinical staff the way it should. This time, I want to go deeper and explore how to surface those gaps and act on them. Clinical workflow analysis isn’t just a box to check. Done right, it becomes a launching point for lasting improvement.

This isn’t about adopting a complex methodology or setting up months of meetings. Instead, think of it as a practical, flexible framework that is built on insights I’ve gathered both at the bedside and in my work as a product manager for clinical decision support technologies.

Know where you’re headed

No journey starts without a destination. Before launching into any workflow assessment, define what you’re trying to solve. Maybe your goal is to boost clinical efficiency, reduce documentation burdens, improve device data integration, or decrease medical errors and patient safety risks.

Clarifying your aim helps ensure the entire process stays focused, relevant, and tied to tangible improvements.

Visualize the flow: Mapping what’s really happening

One of the most revealing moments in workflow analysis comes when team members see how their part of the process connects to others. This big-picture view often sparks real “aha” moments.

Start by:

• Identifying key clinical processes (e.g., patient monitoring, medication delivery, handoffs)
• Engaging frontline clinicians to walk through their day-to-day steps
• Creating a visual process map, capturing decision points, data handoffs, and workarounds

Those workarounds? They’re signals. They show where the current process isn’t supporting your team’s needs.

Surface the friction points

Every workflow has its pain points. These can include redundant tasks, delays, duplicated documentation, or data that doesn’t flow between systems.

Ask:

• Where are we double-documenting?
• Are clinicians manually tracking data that should be automated?
• Do we see delays in data access (e.g., labs, imaging)?
• Are staff relying on memory or scribbled notes to track trends?

When these patterns emerge, you’re getting closer to the true source of inefficiency.

Let the data talk

Quantitative data backs up what your gut already suspects. Tools like time studies and incident reports can reveal where your team is losing time or encountering risk. Combine that with survey results and anecdotal feedback to round out the picture.

What you’re looking for is alignment: do the numbers support what your staff is saying? If so, you have a solid foundation for change.

Don’t reinvent the wheel

Benchmark your findings against industry best practices and standards from professional organizations. This ensures your redesign is grounded not only in frontline feedback, but also in proven strategies for patient care.

Take the leap: Redesign with purpose

Now comes the action. Use your insights to create an improvement plan that includes:

• Standardizing and streamlining workflows
• Leveraging tech that consolidates device data and delivers real-time insights
• Automating documentation where possible
• Providing staff training and support

It doesn’t have to be perfect. It just needs to be a step in the right direction.

Improvement is a living process

Don’t stop once changes are rolled out. Establish KPIs like time saved, reduction in errors, or staff satisfaction scores. Revisit these regularly and check in with staff to see what’s really working.

Remember: your technology and clinical needs will continue to evolve. Make workflow analysis a recurring habit, not a one-time event.

If your team is navigating fragmented workflows or overwhelmed by documentation demands, it may be time to consider informatics solutions designed specifically for acute care. Solutions that integrate device data, surface actionable insights and support clinical and operational decisions can help you better leverage the systems and expertise already in place.

My team at Philips is focused on creating solutions that bring together interoperability, surveillance and healthcare analytics to drive smarter care. Let’s share ideas, learn from each other’s experiences, and build more connected, efficient workflows together. What has your organization tried? What’s worked? I’d love to hear your story: wade.flood@philips.com.

About the author

Wade Flood is an RN and the Senior Product Manager of Capsule Surveillance at Philips.