Designing an Efficient General Practice Desk Space: Top Seven Tips for Productivity, Clarity and Purpose
“We must never become too busy to take time to sharpen the saw” - Dr Stephen R. Covey
The average full-time general practitioner spends six to seven hours per day at their desk but very few of us actually take the time to optimise our desk space. To survive the tide it is important to create the best possible environment to boost efficiency at work, comfort and workflow.
We’ve put together a few minor changes below that can significantly improve your productivity, reduce your stress levels and also improve patient satisfaction.
You can’t look through a window with closed blinds
From stock traders, to architects and digital content creators - many professionals have moved to larger screens.
Much of general practice involves multi-tasking between digital patient records, hospital letters, laboratory results, video consultation streams and online resources. Increasing screen real estate improves efficiency by saving a significant amount of time switching between multiple open windows and other simple tasks like copying and pasting.
By now, smaller monitors in general practice should really be something of the past. The jump to larger monitors in the general practice workplace is evidence-based and numerous studies (1,2) have shown increases in productivity. The ideal screen size for general practice should be a minimum of 28 inches (ideally around 32 inches) in order to have two or more windows comfortably open. Another option would be a dual-screen setup. A larger monitor will almost inevitably save time and help you stay happy, productive and stress-free.
With regards to ergonomics and monitor settings:
Ensure that the top line of your monitor screen is at eye level.
Your monitor should be placed so that you are not leaning forward and also not too close so that your eyes are working hard to focus.
Set the brightness and contrast at comfortable levels and consider using a glare filter to reduce eye strain. The font size of individual apps and/or the operating system itself should also be increased in most cases.
Try using the snap function in windows to assist in providing an easy way to arrange open windows
Consider purchasing a higher end monitor with flicker-free functions to prevent eye strain
2. Give your desk space a personality
“Carpe Diem” - That was the quote one of my former trainers placed above his door.
General practice offices are often well - clinical. Bland, boring and demotivating. I invite you all to add a splash of colour, a pleasant scent and one or two keepsakes to your desk space to improve the atmosphere for both yourself and your patients. By moving beyond rigid seriousness the whole consultation experience will feel so much more alive for both you and the patient. Studies have shown that patients treated in more attractive settings have increased patient satisfaction compared with those in older or more ‘typical’ settings. Better designed primary care rooms can facilitate improved doctor-patient communication and reduce anxiety with a GP (3).
Consider adding indoor plants (real or otherwise) as they have been shown to reduce fatigue during attention-demanding work and can increase your productivity by 15% according to a study conducted by Exeter University (4). Viewing nature and emotionally appropriate art can also improve patient outcomes (3, 5).
Some studies have shown that scents can elevate mood (for example pine), improve performance (citrus, cinnamon and jasmine), reduce fatigue (lavender), improve memory (rosemary) and even improve immune function (eucalyptus).
What about painting one wall a different shade to change the overall mood and feel of your clinic room? Consider discussing the colour choice at the next patient participation group!
3. Lighting, Sound and Temperature
Natural lighting from windows and skylights can aid concentration and provide a better atmosphere for doctor patient interactions. If you are not able to get enough natural light into your office then a desk lamp or lightbulb that simulate daylight are a worthwhile substitute investing in. Poor lighting in general practice rooms have been shown in one study to increase fatigue in primary care environments (3)
It’s vital that doctors’ offices are soundproofed as much as possible to reduce external noise interference and to minimise distractions as much as possible. Ensure that practice staff are aware to only interrupt you between patients (or ideally between clinics), The use of heavy doors, double glazed windows and sound-absorbing furniture (e.g. bookcases, rugs, curtains, etc) can really help block out external sound. When you are trying to concentrate during admin sessions then noise-cancelling headphones with some ambient noise of natural sounds can increase productivity.
4. Office Chair and Desk
Long stretches on an uncomfortable office chair will inevitably lead to back pain and posture-related problems. Ensure that you invest in an ergonomic chair which is easy to adjust - this will help you stay in general practice for the long run. Speak to your practice manager about purchasing some new desk chairs and if possible test them out in advance by using the chair in front of a desk and typing on a keyboard and using a mouse. Click here for some rankings of some of the best ergonomic chairs.
Ideally your desk should let you type and use your mouse with your elbows flexed at around 90 degrees (see photo) with your feet flat on the floor. Some modern desks are height-adjustable to allow you to switch between sitting and standing. This can help alleviate many of the issues with associated with a sedentary lifestyle. It’s worthwhile trying the standing mode at least for admin work for 10 minute bursts at a time.
5. Keyboard and Mouse
Often neglected items of general office furniture - but probably one of the most important in your clinic experience. In fact the only skin contact you have with your desk space is with your hands. Investing in an ergonomic keyboard can help prevent repetitive strain and also improve typing speeds. If you are a slow typer consider doing a free online typing course (this can count towards CPD points). Alternatively the use of speech recognition software such as Dragon Dictate has been shown to drastically improve consultation efficiency and perceived clinician satisfaction (6).
An ergonomic mouse (like the Logitech MX Master 3 - pictured) feel fantastic on the hand and many allow you to set shortcuts or gestures for common tasks.
Wrist support may be essential if your desk is not at the correct height and your wrist is bent at an awkward angle when using the mouse or typing.
6. Be super-organised so your clinics run smoothly
To allow for a professional and efficient consulting style ensure that your desk is tidy and free of extraneous items that could be distracting. The only clinical item to keep on your desk should be your blood pressure machine. It’s best to keep your clinical items on your person (e.g. stethoscope around your neck) and everything else in your drawer (pulse oximeter, tongue depressors, otoscope peripherals, urine dipsticks) or on the wall (otoscope and opthalmoscope). Ensure that these essential items are returned to their proper place after each consultation so that you are never panicked looking for equipment. If unfortunately you are in the position of hot-desking (which should generally be avoided) then ensure that you know where everything is prior to the start of your clinic. A dedicated staff member in each surgery should make sure that there are enough stocks available of consumables. A separate bin for any items that need shredding should be kept in your room.
Ensure to take regular short breaks - never run a 3 hour clinic without at least 1-2 scheduled five minute breaks. Consider applying a work shutdown ritual to ensure you arrive home stress-free and your next day starts on a pleasant note.
7. The need for speed
Many studies (3, 4) have shown that adopting faster broadband speeds generate significantly increased productivity for business firms - there is no reason why this can’t be applied to general practice. Upgrading both your broadband speed and computer hardware will result in measurable reductions to consultation times and administration. Faster computers and internet speeds ensure that your practice can keep up in the digital consulting era.
“It is one of the most beautiful observations of this life ... that no man can sincerely help another without helping himself”
Final Thoughts
The hectic pace of modern general practice requires an optimised desk space environment in order to maximise your overall productivity and ensure your wellbeing so that you can benefit your patients in the long run. Consider a look through the productivity section of your local bookstore and see what can be applied to primary care. If you have any other suggestions - share them on our Facebook page.
