Five tools for lab planning and problem-solving
Outreach
Planning and problem-solving tools can help achieve short- and long-term goals, implement and expand outreach programs, and optimize workflows for continuous improvement. A variety of tools are available, and understanding each tool’s primary purpose can help determine which one will work best for your needs.
Below is an overview of five commonly used tools to help you select the right tools for your needs.
Tool 1: Business plan
A business plan is a comprehensive document that describes a business’s vision and strategies to achieve the vision. These plans often include an operational readiness assessment, market analysis, SWOT (strengths, weaknesses, opportunities, threats) analysis, and financial analysis with current state, future growth, and expense projections.
Best for:
- Launching or expanding an outreach program.
- Defining multiyear goals and competitive strategies.
- Securing leadership support and resources.
Strengths:
- Provides a strategic view important for big picture communication of the vision and strategy and how they align with the organization’s mission.
- Identifies potential risks and rewards.
Limits:
- Takes time to create.
- Limits accounting for new or changing market factors that may have an impact.
Tool 2: Business case
The business case is a document that outlines whether the expected outcomes justify the required investment or operational change.
Best for:
- Purchasing new analyzers or equipment.
- Adding courier routes or staff.
- Implementing lab information system (LIS) interfaces or connectivity tools.
Strengths:
- Provides a clear cost-benefit analysis.
- Expedites informed decision-making.
Limits:
- Offers only a limited scope.
- Fails to diagnose operational issues.
Tool 3: Fishbone diagram
A visual root cause analysis tool for brainstorming potential causes of an issue or barrier you are experiencing. It also helps organize them into categories.
Best for:
- Investigating causes of specimen rejection spikes or missing specimens.
- Understanding turnaround time delays.
- Analyzing workflow or process failures.
Strengths:
- Serves as a collaborative and intuitive framework for problem –solving.
- Helps uncover hidden contributors and causes.
Limits:
- Lacks steps for prioritizing causes by severity or frequency.
- Requires additional follow-up analysis to identify the best solutions.
Tool 4: SBAR (Situation-Background-Assessment-Recommendation)
An SBAR is a structured communication method widely used in healthcare. These are typically brief documents that outline the current situation, the background on what led to the situation, an assessment of the problem caused by the situation, and finally a recommendation on actions or decisions needed to improve the situation.
Best for:
- Escalating operational issues.
- Presenting recommendations to leadership or clinicians.
- Communicating changes or concerns clearly.
Strengths:
- Communicates information to stakeholders quickly, concisely, and in a standardized way.
- Reduces miscommunication.
Limits:
- Lacks support of in-depth analysis.
- Does not solve issues.
Tool 5: A3 problem-solving
A3 problem-solving refers to the size of one 11x17-inch page, often used to document the problem-solving and improvement process. The content of the plan follows a Plan-Do-Check-Act (PDCA) cycle, in which you plan by defining the problem and your goals and do by implementing the solution on a small scale. After checking the results, you act to scale the improvement or adjust, and repeat the cycle.
Best for:
- Reducing redraws or errors.
- Improving courier or accessioning workflows.
- Standardizing processes.
Strengths:
- Integrates root cause analysis, countermeasures, and action planning.
- Drives team alignment and continuous improvement.
Limits:
- Requires familiarity with Lean principles.
- Takes practice to master.
Resources
Using multiple tools
In many cases, you will use multiple tools to support your journey. Below is an example of how you might use various tools to support continuous improvement.
- Fishbone to identify root causes.
- A3 to build a structured improvement plan to address the root causes.
- SBAR to communicate findings and recommendations to stakeholders.
- Business case to justify the needed resources or changes to implement your plan.
- Business plan to integrate improvements into a long-term strategy.
Using preferred templates
Once you select a tool, you should also determine if your organization has preferred versions of it. For example, many organizations have existing templates for SBARs and business plans. Using those preferred formats will increase your likelihood of endorsement and adoption. If your organization does not have existing templates, versions of these common tools are easily found online.
While no single tool is perfect, understanding the options available and how to use them effectively will help you choose the tools that best support your success.
