14 - Effective Strategies to Enhance Collaboration Among the Regulatory Analysts in a Remote Environment

Background:  The sudden shift to remote work greatly impacted the IRB offices, where regulatory analysts must find new ways to collaborate to ensure that research studies are reviewed effectively. Several strategies were explored and implemented at an IRB office to enhance collaboration among regulatory analysts in a remote environment.

Program

Description:  It is paramount to ensure effective collaboration among regulatory analysts to ensure consistent decision-making in conducting effective reviews. Initially, weekly meetings among the regulatory analysts doing similar work were started. Later, it was extended to all analysts. Goals for weekly meetings included celebrating wins, discussing special scenarios, team-building activities, and staying current on best practices. These discussions minimized inconsistencies in current workflows, identified gaps in current operations, and contributed to consistent practices. The strategies implemented through this project include but are not limited to establishing clear communication channels, defining roles and responsibilities, setting standard agendas, using collaboration tools (chat programs, group email addresses, etc.), establishing leadership office hours, fostering team spirit, encouraging feedback and open communication, and setting sustainable goals while measuring progress. When the IRB regulatory analysts received an award for collaboration at an internal award function with multiple other units, it solidified that these strategies were working.

Program

Assessment:  The sudden shift to remote work removed the previous in-person interactions between the analysts, which were helpful for impromptu discussions, problem-solving, and information sharing. The IRB office leadership recognized the gap and partnered with the regulatory analysts in exploring effective solutions.

After launching the weekly team meetings with specific agendas, periodic and anonymous feedback was obtained from regulatory analysts to continue to improve the implemented strategies. Team-building activities, like grounding exercises at the beginning, were well-received by the analysts to feel connected in a remote environment. Effective collaboration among analysts also allowed increased transparency in work assignments, staying up to date on best practices. cross-coverage for absences, fast-tracking time-sensitive reviews, and the opportunity to grow as a single cross-functional team. The benefits of collaboration among the analysts also positively impacted the working relationship with researchers and convened board members. There is no longer a logistic challenge to meet with researchers in person. Increased interactions between analysts and researchers are also beneficial for the research community.

Limitations: It is recognized that not everyone feels comfortable speaking at meetings. The agenda topics were designed to allow everyone to contribute to the discussions. Additional limitations included the varying work schedules of staff, which could make collaboration difficult when scheduling meetings or group activities. Technology constraints (lack of adequate technical support, connectivity, power loss, etc.) and Zoom fatigue were also recognized as a limitation.

Discussion:  Ensuring effective collaboration in a remote world is extremely crucial. The human connection plays a major role in accomplishing the set goals. Not only to improve the daily operations of the IRB office but also to improve the mental and emotional well-being of the staff. It is recognized that these efforts require resources, particularly technology support, which may not be available for smaller institutions. However, other institutions may find similar success in adopting regular meetings with specific agendas, focusing on best practices, and using collaboration tools. Any IRB office should ensure that multiple opportunities for collaboration exist.