How our EpIQ Genetics team embraced Improvement Huddles
Processes are rarely perfect. Now and then, we all notice areas for improvement at work. These often involve small changes that could have a significant impact, delivering better outcomes while saving time, effort and resources.
Improvement Huddles are designed to help achieve these aims, encouraging teams to raise any issues they face, talk through them together and find the right solution.
They are 10-minute meetings that take place while standing around the Huddle Board, a visual management system for tracking improvements. They were introduced by our Quality Improvement team at the start of 2018.
The EpIQ Genetics team has been huddling for two years. They are one of seven laboratory hubs across the country and are responsible for processing submissions for whole genome sequencing from the central and southern regions.
“We meet every week,” says Lorraine Hartles-Spencer, Principal Clinical Scientist. “ We alternate between Tuesdays and Thursdays to try to maximise the number of staff who are able to attend.
“We’ve had 51 completed tickets that have gone through the whole process. Some have been quick, because it was in our capacity to just do them and some have become much bigger projects.”
Supported by Admin Manager, Rachel Sutton, the team’s original huddle lead, Senior Administrator Leanne Insley and Senior Admin Assistant, Becky Darby, now take it in turns to lead. One of them will talk through the tickets, with the other noting down any actions or updates. “I thought it would be great to give it a go,” says Leanne. “It’s helped in other aspects of my role, like improving my confidence with speaking in groups. I’ve had a lot of practice and feel a lot more comfortable now.”
Initially, the whole team had to adapt to huddles – short and focused meetings that can also be fun. Huddling is now a valuable part of their weekly routine that contributes to a positive culture, one that’s encouraging and inclusive.
“Huddles are so nice and relaxed. Everyone can get fully involved. It’s great for people to offer up ideas in a safe space with no judgement, ” says Becky.
Once the huddle is finished, the lead who was responsible for scribing will produce a round-up that’s shared with the whole team via email, ensuring that everyone is aware of the current situation and next steps.
“We’re a really strong team,” says Lorraine. “ Improvement huddles have played a part in that by making everybody work together well, understand every part of the process and what each other does.”
In advance of the next huddle, Leanne or Becky review the Huddle Board so they know which tickets to prioritise and can make the most of the time available. This is one of many lessons that the EpIQ Genetics team members have learned and are keen to share.
When asked for her top tip, Lorraine highlights the value of maintaining consistency and momentum. “It’s important to make sure you have your huddle, even if you think there’s not much to discuss, because you can be surprised by what comes up when you start having a conversation.”