Operation Room Systems Design
Enhancing workflow and communication through human-centered design
UX Research
Design Strategy
Healthcare Innovation
PROJECT BREAKDOWN
Challenge
In collaboration with the University of Chicago’s Operative Performance Research Institute, we investigated the root causes of communication breakdowns and workflow inefficiencies in the operating room (OR).
Goal
Deliver actionable insights and conceptual solutions to enhance situational awareness, optimize workflows, and foster stronger team dynamics in high-stakes surgical environments.
Tools
Adobe Creative Suite
Roles
Research Planning, Observational Research, Interviewing, Data Analysis, Visual Communication, Concept Development
Details
Team: Beth, Courtney, Maithilee, Naumita, Paula, Roberto
Timeline: 22 weeks
Research
We conducted secondary research, expert interviews, and live observations of 15 surgeries. Using a systems lens, we analyzed activity flows, team interactions, spatial layout, and communication channels across roles.
Outcome
We designed a series of conceptual solutions that address both systemic and behavioral challenges in the OR. These proposals leverage systems thinking, spatial redesign, and team dynamics coaching to foster safer, more efficient surgical environments.
INSIGHTS AND SOLUTIONS
Insight A: Situational awareness breakdowns undermine performance
1. Masks, layout, and noise obstruct communication.
2. Overcrowding causes confusion.
3. Inconsistent communication causes inefficiency.
4. Circulating nurses are overloaded.
Solution A: Boost awareness and communication
1. Automate personnel tracking shows who’s in the room.
2. Adjustable lighting and standardized signals.
3. Push requests via wearable or mobile alerts.
4. Color-coded uniforms to identify roles.
5. Update PostOp staff in real time.
Insight B: Lack of feedback stalls improvement
1. Paper-based systems hinder updates.
2. Feedback is untimely or missing.
3. No feedback loop leads to outdated preference cards.
4. Missed debrief opportunities due to distractions.
5. Checklists overburden rather than support.
Solution B: Create structural feedback loops
1. Wristbands streamline patient verification.
2. Timeouts structure feedback moments.
3. Post-surgery reports prompt reflection and revision.
Insight C: Conflicting roles erode team cohesion
1. Staff prioritize individual tasks over team goals.
2. Social dynamics cause low morale and isolation.
3. Team behavior isn’t always patient-sensitive.
4. Collaboration happens in moments, but lacks consistency.
Solution C: Reinforce shared care culture
1. Patient-centered environment with calming displays and audio cues.
2. Team coaching during and after procedures.
3. Leadership development facilitated by coach.
Insight D: Physical layout blocks workflow
1. Inconsistent handling practices create safety risks.
2. Cables, stools, and clutter block movement.
3. Poor workstation placement limits nurse awareness.
Solution D: Redesign space for flow and safety
1. Ceiling-mounted equipment clears pathways.
2. Portable workstation improves visibility.
3. Integrated layouts reduce clutter and hazards.
BEHIND THE SCENES
Foundational Research
Literature reviews and stakeholder interviews surfaced issues in hierarchy, communication norms, and implicit team behavior, informing a role-based approach.
Field Tools and Observations
Custom observation templates helped us capture information flow, decision-making, and miscommunications during surgeries.
Data Capture and Analysis
Each researcher documented and coded observations. We synthesized data to map interactions, movement, and communication patterns.
Systems Mapping
We visualized workflow bottlenecks and information breakdowns across the OR, revealing where design could have the greatest impact.
Insights and Solutions
Our research uncovered gaps in communication, feedback, and spatial coordination. These insights directly informed the design solutions and future system concepts shared above.
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Lack of Situational Awareness → Clearer team communication and spatial organization.
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Lack of Feedback Mechanisms → Embedded reflection opportunities during and after procedures.
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Conflicting Role Demands → Facilitation through team coaching.
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Physical Space Barriers → Spatial redesign for safer, smoother operations.