Bridging the Gap Between Tribal Knowledge and Processes

Before COVID-19, the operating room at one regional hospital had an average of 13.7 years of experience among its nursing staff. Today, that average has dropped to just 1.5 years (Outpatient Surgery Magazine, Sept. 2024).

When seasoned professionals leave, it’s not just their years of experience that are lost—it’s the wealth of knowledge they’ve accumulated that keeps operations running smoothly and patients safe. Their absence can lead to delays, added stress on the team, and challenges that ripple across the entire organization.

Let's define it, shall we?

Tribal knowledge—the unwritten, practical know-how that staff gain over time—is critical for operating at a high level in clinical settings. From understanding the nuances of workflows to navigating informal communication pathways, this knowledge often ensures that things run smoothly and on time.

I think we’ve all heard it before somewhere...

“How did you do that?”

“Oh, I’ve been here forever… I just kind of know what to do.”

However, when the person with all of that 'knowledge' is no longer there or available, neither is the ability to ‘just know how to do it’.

The Limits of Relying on Tribal Knowledge

Although employee exits have recently decreased, labor shortages, burnout, and retirement continue to elevate hospital turnover rates. In 2023, the average staff turnover rate of hospitals in the U.S. stood at approximately 21% (Statista, 'Hospital Staff Turnover Rate,' June 2024).

Without experienced colleagues or repeatable processes to guide them, new staff face knowledge gaps that lead to mistakes, delays, and a heavier dependence on manual processes.

Take surgical case coordination involving vendors as an example:

• Without a clear process, a critical task like preparing and delivering loaner trays can easily go wrong.
• Overlooked steps and manual follow-ups can delay surgeries, disrupt workflows, and compromise patient outcomes.
• Loaner trays, which require careful coordination and preparation, are especially vulnerable to such oversights. The absence of structured processes worsens the issue, forcing teams to rely on ad-hoc solutions instead of following reliable methods.

With less experience available, clear, repeatable, and scalable processes are critical. A strong process ensures that:

• Tasks are performed consistently, no matter who is handling them. Key steps are followed, reducing the risk of errors.
• New employees can be trained more effectively, helping them adapt quickly and confidently.
• Processes also bridge the gaps left by departing staff, reducing the need for on-the-spot problem-solving and ensuring smoother operations.

Building Reliable and Repeatable Systems with Technology

To tackle these challenges, healthcare organizations must embrace advanced technology and automation to build dependable systems. Solutions like ReadySet Surgical enable:

• Enhanced Communication: Streamlined, automated updates replace manual efforts, ensuring teams stay aligned without the inefficiencies of traditional methods.
• Centralized Data Access: Digitized, easily accessible records eliminate reliance on informal knowledge-sharing, promoting transparency and efficiency.
• Consistent Operations: Standardized workflows embedded into technology foster reliability and quality, regardless of staff experience levels.

We know that reliance on tribal knowledge isn’t the case at every hospital—but that doesn’t mean it’s not a significant issue for many.

As the healthcare workforce continues to change, organizations must prioritize building processes that don’t depend solely on individual expertise. Hospitals can reduce the impact of staff turnover, improve efficiency, and provide better patient care by adopting modern tools and creating standardized workflows.

The loss of tribal knowledge presents a challenge—but also an opportunity. By replacing informal, inconsistent practices with structured, repeatable solutions, organizations can ensure that the insights of experienced staff is preserved, shared, and leveraged for the future.