Reflection assignment

Reflection on Leading Major Organizational Change in a Complex Healthcare Setting

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Reflection on an Experience with Major Organizational Change in a Complex Healthcare Setting

Healthcare organizations are dynamic systems that continually evolve in response to regulatory shifts, workforce demands, patient safety concerns, and technological advancements. During my time as a Charge Nurse at AdventHealth Waterman, I witnessed a significant organizational change that reshaped workflow, communication, and interprofessional collaboration on the medical-surgical unit. This reflection examines the nature of the change, the problem it sought to address, the implementation process, and recommendations for improving employee engagement and communication based on leadership principles and current evidence.

Description of the Change and Problem Addressed

The major organizational change involved the hospital-wide implementation of a new electronic health record (EHR) system. AdventHealth Waterman transitioned from an older, fragmented charting platform to a comprehensive EHR designed to optimize clinical documentation, reduce medication errors, and enhance interoperability between departments. Prior to the transition, nurses frequently encountered documentation redundancies, communication delays, and inconsistencies in physician orders due to system limitations. These inefficiencies contributed to workflow interruptions and decreased time at the bedside.

A particular concern prompting the change was medication error rates. The previous system lacked a robust bar-code medication administration (BCMA) verification process. Near-miss events were increasing, and internal audits revealed gaps in documentation accuracy. The new EHR promised integrated BCMA technology, decision-support alerts, streamlined handoff tools, and a real-time patient status dashboard. The goal was to improve patient safety, strengthen documentation accuracy, and align the hospital with emerging digital health standards.

Process of Implementing the Change

The EHR rollout followed a structured, multi-phase process, reflecting characteristics of Kotters eight-step model for organizational change. First, leadership created urgency by presenting data on medication errors and patient-safety risks during staff meetings. The need for improved documentation accuracy and regulatory compliance strengthened staff understanding of why the change was necessary.

Second, a multidisciplinary change leadership team was assembled, including nurse leaders, IT specialists, physicians, and super-users from each unit. As Charge Nurse, I served as one of the nursing representatives responsible for communicating updates and supporting troubleshooting during go-live.

The implementation process included several key components:

1. Staff Education and Training

Nurses completed mandatory training sessions consisting of online modules, hands-on simulations, and practice in the EHR training environment. These sessions were scheduled over several weeks; however, staffing shortages sometimes limited training availability, creating anxiety for staff who felt insufficiently prepared.

2. Pilot Testing

Before hospital-wide implementation, the EHR was piloted on one medical-surgical unit. Pilot outcomes revealed workflow delays due to unfamiliarity with navigation tools. Feedback from the pilot informed adjustments prior to full deployment.

3. Go-Live Support

During go-live week, super-users and IT staff provided 24/7 on-site support. As Charge Nurse, I helped assist staff with charting tasks, troubleshoot issues, communicate updates, and coordinate with leadership regarding emergent workflow concerns. Although the support was strong, the pace of implementation felt overwhelming, with nurses balancing patient care demands while learning a new system.

4. Evaluation and Adjustment

Post-implementation audits showed a temporary decline in documentation timeliness but a significant improvement in medication safety indicators. Leadership continued to gather feedback and provide refresher training, gradually stabilizing workflow processes.

Recommendations for Improving the Change Process

Reflection on this experience highlights several opportunities to strengthen the change process. Based on current evidence and leadership best practices, three primary recommendations include enhancing employee engagement, improving communication, and strengthening implementation planning.

1. Strengthening Employee Engagement

Employee engagement is a critical factor in successful organizational change. When staff perceive change as imposed rather than collaborative, resistance increases and implementation quality declines (Hawkins et al., 2023). During the EHR transition, nurses expressed frustration that key workflow concerns were not addressed until after go-live. Including frontline nurses earlier and more meaningfully could have strengthened ownership and reduced resistance.

Recommendations to improve engagement include:

• Integrate nurses into early decision-making. Frontline staff should help shape workflows, templates, and documentation tools before system development is finalized.
• Provide incentives for participation. Offering paid training, recognition, or professional development credits may encourage stronger involvement.
• Create continuous feedback loops. Regular listening sessions or surveys allow leadership to address concerns promptly and promote shared governance principles.

Evidence shows that participatory change models improve employee morale, reduce turnover, and enhance implementation success (Weberg et al., 2022).

2. Enhancing Communication Across the Organization

Effective communication is essential for mitigating uncertainty and fostering trust during major change. Although AdventHealth Waterman provided periodic updates, many nurses felt unaware of key decisions or timeline implications. Inconsistent communication increased anxiety and confusion during the transition.

Recommendations for improving communication include:

• Establish a centralized communication hub. A shared EHR transition webpage or bulletin board could house schedules, updates, and troubleshooting resources.
• Implement regular interdisciplinary briefings. Brief huddles involving nurses, physicians, and IT staff help clarify expectations and identify challenges in real time.
• Use structured communication tools. Standardized messages, visual guides, and competency checklists support clarity and consistency.

Research demonstrates that transparent communication reduces resistance to change and supports psychological safety among staff (Smiley et al., 2021).

3. Improving Implementation Planning and Support

Change in complex organizations requires comprehensive planning that accounts for human, technical, and workflow variables. Although the EHR transition followed standard processes, additional preparatory steps could have mitigated strain on nursing staff.

Recommendations include:

• Stagger the implementation timeline. A phased rollout allows units to adjust gradually rather than simultaneously facing system disruption.
• Increase staffing during go-live. Additional float staff or reduced patient assignments help nurses focus on learning without compromising patient care.
• Extend training time and simulations. Evidence shows that repeated practice improves confidence and reduces errors during EHR adoption (Al-Khathami & Al-Dughmish, 2021).

Supportive implementation strategies improve both efficiency and patient outcomes (Budreviciute et al., 2022).

Conclusion

The EHR implementation at AdventHealth Waterman represented a significant organizational change aimed at improving patient safety, documentation accuracy, and workflow efficiency. As Charge Nurse, I observed firsthand the challenges and opportunities inherent in adopting new technology within a complex healthcare system. While the change ultimately enhanced safety outcomes, the transition process revealed the need for stronger employee engagement, better communication, and more comprehensive planning. Nurse leaders play a critical role in shaping successful change by advocating for frontline staff, facilitating open communication, and promoting collaborative decision-making. By applying evidence-based leadership strategies, healthcare organizations can improve change outcomes, strengthen team cohesion, and enhance the quality of patient care.

References

(All references are within the last 5 years and formatted with 0.5 hanging indents.)

Al-Khathami, A., & Al-Dughmish, A. (2021). Impact of electronic health record training on nurses documentation quality and patient safety. Journal of Nursing Management, 29(4), 780788. https://doi.org/10.1111/jonm.13212

Budreviciute, A., Zubkiene, K., & Krisciunas, A. (2022). Implementing technological change in healthcare: Strategies for improving user readiness and workflow efficiency. BMC Health Services Research, 22(1), 1125. https://doi.org/10.1186/s12913-022-08569-y

Hawkins, S., Kieft, R., & Regan, S. (2023). Employee engagement during organizational change: A systematic review of strategies in healthcare. Journal of Healthcare Leadership, 15, 2334. https://doi.org/10.2147/JHL.S393310

Smiley, R. A., Lauer, P., & Bienemy, C. (2021). Communication and nurse engagement in organizational change. Nursing Management, 52(7), 3442. https://doi.org/10.1097/01.NUMA.0000754447.13889.0a

Weberg, D., Mangold, K., Porter-OGrady, T., & Malloch, K. (2022). Leadership in nursing practice: The intersection of innovation and leadership. Jones & Bartlett Learning.