Lack of real-time data led to uncoordinated workflows

Tampere University Hospital, Finland's second-largest healthcare facility with nearly 8,000 employees, faced challenges with task management and overview, just like many other hospitals. They particularly lacked visibility into where their 600 cleaning staff were located and what tasks they were currently performing.

The manual workflows resulted in inefficiencies across the hospital. Care staff sometimes spent valuable time searching for colleagues or making phone calls to request cleaning services. Cleaning staff experienced workdays with little logical connection between their assigned tasks: A task in one department would often be followed by a new task in a completely different part of the hospital, resulting in many unnecessary steps and wasted time.

Cleaning staff have their daily work schedule in their pocket

The new digital solution lets cleaning staff access a mobile application that guides them through their workday.

"It actually makes things easier because I always have our work schedule in my pocket," says Taina Metsola, domestic assistant at Tampere University Hospital. "From there, I can check what my tasks are. I can mark them as completed directly in the system. I can always see what needs to be done next."

Care staff also use the solution with great satisfaction. They can now send precise, digital task requests with clear prioritisation, which appear instantly on the cleaning staff's devices. This eliminates time-consuming phone calls and the need to locate staff physically.  

Staff at Tampere University Hospital have found significant advantages in the standardised approach to task management across all departments. As Sari Iltanen, Service and Development Coordinator explains "When each department operates in the same way, and the message comes through clearly and consistently, it's easier for cleaning staff to switch between departments,"

Effective task management with real-time overview

Implementing Columna Flow has improved operational efficiency at Tampere University Hospital by providing real-time insight into task status and resource needs.

Real-time data has enabled more efficient allocation of cleaning resources, ensuring that staff are deployed based on actual needs rather than averages.

"Columna Flow has improved the operational efficiency in hospital cleaning by allowing us to see everything in real time. We can now see where the workload is, so we can direct resources precisely to where they are needed," says Suvi Forss.

Empowered staff and streamlined workflows

The implementation of Columna Flow Task Management has been positively received by both care and cleaning staff at Tampere University Hospital.

"Right from the start, we have received a fair amount of positive feedback on the system. The nursing staff like it, and our cleaning staff have really embraced it as their own," says Suvi Forss.

The experiences have been so positive that nurse Tiina Syrén does not hesitate to recommend the solution: "I would warmly recommend this system to other hospitals."

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