(From left) Our SGH Audiologists, Elsy, Alan, Adam and Crystal

By embracing the 'Get Rid Of Silly Stuff' (GROSS) mindset, the SGH Audiology team eliminated unnecessary paperwork, saving time and trees while amplifying efficiency - and inspiring others to follow suit.

Ever heard of making work GROSS to make it better? At Singapore General Hospital (SGH), GROSS stands for 'Get Rid Of Silly Stuff' - a clever initiative to streamline workplace processes and challenge the status quo.

Hi! I'm Bernice, an intern at the Office of Well-Being, and I recently sat down with Adam and his audiology team – Elsy, Alan and Crystal - who shared a fascinating story of workplace transformation.

Imagine creating 2,000 forms every year and double checking them – when they are not even needed anymore!

This was the reality for SGH's Audiology Department until they decided to GROSS their workflow to request for hearing aids and accessories for their patients from approved suppliers.

The process involved multiple stakeholders - from the purchasing department ALPS and Finance to hearing aid vendors - and even impacted the porters who had to make weekly trips to deliver these indent forms.

This process predates 2012, when Adam first joined the department. "Back then, we actually had three copies of each form!" Adam recalls. "People were mainly just following what predecessors did over the years. We managed to reduce it to two copies somewhere along the way, but the fundamental question remained - why did we need these forms at all?" says Adam.

He works for the Audiology Unit under ENT Centre at SGH. It comprises 15 audiologists who assess, diagnose, and treat hearing and balance disorders. They play a crucial role in helping patients improve their quality of life through services like hearing tests, hearing implants and hearing aid fittings.

It took a chance conversation with another hospital department - who mentioned they didn't use indent forms at all - to spark real change.

Reduce

Through careful investigation, the team discovered something surprising: vendors actually follow order forms, not indent forms. And there is no need to enter and check the prices in the forms.  "The finance team doesn't require any indent forms since prices have been standardised, and vendors know exactly what to bill," audiologist Crystal explains.

Click here to watch their GROSS journey!

Rejoice

The results were impressive. Eliminating just one indent form led to 52 fewer mail trips by our porters annually, two reams of paper saved, and significantly happier audiologists who no longer needed to cross-check prices, items, and quantities against a hard copy. Doing it on an Excel spreadsheet automatically retrieves the details of each order and reduces the chance of errors.

Energized by this success, the team tackled another challenge: removing the need for patients to sign for collection of hearing aid devices and accessories. Despite initial concerns about accountability, they found that disputes occurred in less than 0.1% of cases. Clinical notes for each patient visit and invoices proved more than sufficient as records.

Repeat

"We need to think beyond and future-proof our processes," Adam reflects. "Before creating anything new, we should consider if it's really necessary." The team now approaches improvements with digitalisation in mind, favouring tools like FormSG over physical forms. "If you already have 5 steps in a process and you're thinking of adding one more," Adam advises, "stop and consider: do you really need that?"

What made their GROSS initiatives successful? The team shares three key tips:

1.      Know your processes inside out before making changes - understanding the purpose of every step helps identify what's truly necessary
2.      Plan carefully - even small changes can have ripple effects across departments
3.      Communicate openly with stakeholders and address concerns head-on - especially when challenging long-standing practices

Want to start your own GROSS journey? Join the GROSS community on Viva Engage to share ideas, ask questions, and learn from others' experiences.

From digital tools to workplace hacks, there's a wealth of knowledge waiting to be tapped.

The platform welcomes:

·       Questions about GROSS-ing frustrating problems
·       Cool tips and GROSS hacks
·       Success stories and insights
·       Shoutouts to GROSS champions in your team

Remember: To make a great workplace, you need to GROSS work processes!

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