In the fast-paced world of medical device development, time is a critical factor. Efficient collaboration between engineering and product teams is essential to bringing innovative solutions to market. Arcamed Engineering, a leader in its field, partnered with an OEM’s Engineering team to explore a new model of collaboration: the focused, 1-day onsite engineering development meeting. The results demonstrated a transformative approach to the traditional development processes, highlighting significant improvements in communication, efficiency, and partnership building.

The Challenge of Digital Disconnect

Traditional remote collaboration, while convenient, often introduces delays and confusion, particularly for complex, tactile products like surgical instruments and implant trays and caddies. A single design update could lead to a week of back-and-forth emails, CAD file reviews, and scheduled video calls. Critical context—such as surgical process order or subtle fit-and-function issues—could easily be lost in translation. This digital divide creates challenging bottlenecks that hinder progress and strain relationships.

The Solution: A Day of Focused, In-Person Collaboration

Arcamed’s solution was a targeted, in-person meeting. Instead of a series of fragmented digital interactions, all key decision-makers from both Arcamed and its OEM partner were brought together for a single day. This strategic gathering was designed to:

  • Accelerate Prototype Feedback: With physical prototypes, instruments, and implants in hand, teams could immediately test and provide feedback. A CAD file, once a static representation, came to life as engineers and product developers could physically touch, remove, and add instruments to the trays and caddies. This hands-on approach revealed previously hidden issues like loose or misaligned components.
  • Eliminate Miscommunication: The face-to-face setting provided an immediate and clear channel, cutting through the confusion of digital collaboration. A Senior Product Development Engineer at the OEM emphasized the format was a “huge success, giving us both insight into each other’s processes and allowing us to communicate what was truly important.” This clarity ensures both teams understand the core design rationale, testing processes, and specific preferences, all in the shortest amount of time.
  • Streamline Design Updates: The ability to make on-the-spot decisions and show design rationale and testing processes in person shaved approximately one week off the traditional collaboration timeline. This removed additional delays in the project timeline that are typically incurred due to design updates. Ashley Ray, Project Manager, emphasized the direct impact on the project schedule:

“As a project manager, one of the most significant benefits of our onsite meetings is the incredible time savings. Streamlining design updates in a single day, rather than over a week or more of back-and-forth communication, directly impacts project timelines. This allows our engineers to focus on what they do best: developing and refining the product, ultimately getting our clients to market faster.”

  • Strengthen Partnership: Beyond the technical benefits, the meeting fostered a deeper human connection. Taking technology out of the equation allowed individuals to “put a face with a name,” building a level of confidence and trust that is crucial for a long-lasting partnership. Justin Brown, Engineering Manager, highlighted the trust-building aspect:

“Our onsite meeting with the OEM’s Engineering team was a game-changer. Beyond the obvious benefits of reduced timelines and streamlined feedback, this meeting was instrumental in building a stronger partnership mentality. The ability to sit down together, with physical prototypes in hand, builds a level of trust and confidence that digital communication simply can’t replicate, ensuring we’re fully aligned and committed to delivering the best possible product.”

A Partner’s Endorsement

From the OEM’s perspective, the trial was a resounding success. A Product Development Engineer at the OEM stated that the meeting gave them “insight into each other’s processes and allow[ed] us to communicate what was truly important.” The ability to test-fit the implants into their caddies and show which openings needed updating with “practical physical rationale” was invaluable. The OEM’s team hopes to continue this format to “strengthen our partnership and get the best product in the quickest timeline.”

Key Outcomes

The 1-day onsite engineering meeting model offers a powerful framework for future collaborations. The approach delivered several key benefits:

  • Speed: Reduced design feedback cycles and streamlined decision-making.
  • Clarity: Eliminated miscommunication and allowed for hands-on, real-time testing.
  • Confidence: Built stronger partnerships and demonstrated the expertise of both Arcamed and the OEMs team.
  • Efficiency: Provided a comprehensive review of instruments, implants, trays, caddies, and processes in the shortest amount of time possible.

This collaborative model proved that when it comes to complex engineering challenges, proximity can be the most efficient tool for driving innovation and building lasting success.