Top 5 Team Communication Tools to Improve Veterinary Workflow

Veterinary team members need to communicate efficiently to keep a fast-paced practice running smoothly. However, communication becomes difficult when team members are spread out across a large hospital, move between departments, or work from different locations. Communication tools allow teams to collaborate and work in sync regardless of their physical proximity, enhancing veterinary workflow efficiency and improving patient outcomes. We share five top tools to consider that will facilitate seamless information sharing and team synergy in your veterinary practice.

1. Upgraded veterinary software

Comprehensive practice management software can centralize and streamline communication in several important ways to improve veterinary workflows:

• Cloud access — Cloud-based veterinary software platforms offer team members access to vital patient information and records from any location. This central accessibility eliminates extra steps when discussing and collaborating on cases with team members in other buildings or working off-site.
• Automated documentation — Software with integrated email or messaging tools can document communications, including reminders, questions, and general discussions between the client and the care team. Team members then have a complete picture of a case to streamline collaboration.
• Messaging — Some software platforms have instant messaging tools that keep a running thread of group discussions. Team members in different hospital areas can quickly message another department or broadcast the information to the hospital without picking up the phone or leaving their current task.  

2. Mobile applications

Mobile apps designed for veterinary practices or general workplaces can streamline and centralize internal communications if your current practice management software lacks the necessary tools. Slack is one example of a general-purpose application that allows for multiple channels and discussions in real-time, including threads for non-work-related topics. Such applications can provide a dedicated space for all team matters and keep everyone in the know.

3. Shared documents

Shared and editable documents allow team members at various hospital workstations to access and amend lists, client requests, and notes, so everyone can see the day’s progress. Google Docs or Sheets can serve as a central to-do list with designated areas that indicate who works on each task and when they are complete. Real-time editing and updating encourage teamwork and prevent confusion, and everyone can work collaboratively toward a common goal—defeating the day’s list—while boosting veterinary workflow efficiency.

4. Training and resources

Training and professional development for all team members with a specified role help establish consistent care standards and protocols. Working with similar methods and toward a similar goal can unite team members and facilitate collaboration, thus improving overall veterinary workflow efficiency. Various groups and organizations provide training modules or courses, many at little to no cost to the practice. For in-house training and protocol development, compile written or digital materials to onboard new hires. Create a standardized training program that is kept updated by asking team members to champion specific topics and present refreshers at meetings.

5. Facetime

Sometimes, the best communication tool is old-fashioned, face-to-face conversation. Regular meetings, complete with educational or interactive activities, help build a cohesive team. Avoid addressing only mistakes and problems at team meetings and use the time to help the team build rapport and create a sense of community. Try a team bonding activity, like offering an open “kudos” session where individuals can thank others or compliment their daily work. A team that respects one another can collaborate more effectively than a disjointed one.

Communication tools and platforms allow teams to bond, grow, and become well-oiled, collaborative machines. Full-featured and integrated practice management software, mobile apps and platforms, shared documents, and standardized training can help foster a more cohesive and productive team environment where veterinary workflow efficiency shines.