Series 2: Project Management Understanding and Using 6 Basic Tools 9/2013 From the CIHS Video Series...
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- Slide 1
- Slide 2
- Series 2: Project Management Understanding and Using 6 Basic
Tools 9/2013 From the CIHS Video Series Ten Minutes at a Time
- Slide 3
- Module 4: The Project Communication Plan Overview Communication
Plan Benefits of formalizing Communication Processes Performing the
two critical functions for project communication Getting the right
data at the right time Disseminating the information to the right
people in a timely manner Building in feedback mechanisms
- Slide 4
- Communication Plan Purpose and Objectives Purpose Identifies
communication requirements based on role What information is
communicated? How is it communicated? When is it communicated? Who
transmits the information? Who receives it? Objectives Sets
expectations and facilitates change management Supports appropriate
involvement Identifies desired behaviors
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- Critical Function #1 Right data Progress what data demonstrates
it is happening? Budget how are you tracking costs? Complications
and setbacks how do you know they are happening and what are the
implications? (Risk Management Plan) Right people Lines of
authority and lines of responsibility Role of finance department
Role of project team members Appropriate stakeholders Identified
and incorporated in plan
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- Critical Function #2 Dissemination Email/social media/surface
mail/fax In-person, virtual meetings Conference calls/Webinars
Targeted to audience characteristics Appropriate time frames
Frequency Hard and soft schedules
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- Set-ups for Communication Failures Routine meeting Ad hoc email
or paper-based invitations, scheduled when problems are happening.
Reactive. Attendance ambiguous Staff who need to be engaged are
unaware of the meeting, not pulled into the communication loop.
Staff who dont need to be there are in attendance. Structure and
agenda Structure is defined by reaction to issues, agendas are not
available Expectations Individuals arrive late, leave early, check
emails, answer phones, talk to each other in subgroups. Facilitated
If there is a person in charge, they do not have the authority or
are uninterested in requiring compliance with ground rules, and may
even break the rules themselves Recorded Everyone takes their own
notes, reflect only what they believe they understood and is
important Action Steps for Follow Up: Forgotten, or just not taken
because other issues were given priority
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- Building the Communication Plan Communication Matrix Project
Roles (Module 1) Project Sponsor(s) Authorizes the project and
provides funding Steering Committee Authorizes changes in
organizational and technical infrastructure required to implement
project Program Manager Oversees multiple projects Project Manager
Overall responsibility for project execution Project Team All
persons having a role in performing the work of a project
Stakeholders Impacted by project, includes staff, patients, peer
support specialists Communications Directory/Groups Name, email,
phone #s including conference call #s and codes
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- Communication Formats, Inputs/Outputs Format and content are
matched to role Input and Output Integrated as Process Examples:
Webinar: Visual and Narrative, transcends time and geography;
supports stakeholder involvement Document template: Those
responsible for project progress, ensures reporting clarity,
relevance and comparability Slide deck: In-person presentation to a
group with Q & A; steering committee, board of directors,
conference Team Meeting: In person and task-oriented; facilitated,
with agenda and minutes
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- Communication Plan Matrix Comm Type ObjectiveMediumFrequency
(use dates) Audience (names and roles) OwnerDeliverable Team
meetings Review progress, generate next steps Face-to- face Twice
Weekly (Project team members) Project manager Agenda Minutes
Project status reports Report on progress, cost, issues
EmailMonthlySteering Committee Program Manager Populated Project
status template Project Compliance Reports Compliance with terms of
grant EmailQuarterly, Annual SAMHSA GPO Project Manager Populated
GPO report template
http://www.projectmanagementdocs.com/project-planning-
templates/communications-management-plan.html
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- Set ups for Communication Success Routine meeting On Outlook
calendars for Project Duration (Team Meetings are every Monday at
10:00 AM and every Thursday at 2:00). Attendance required Standing
invitation on calendar. Structure and agenda Monday AM confirms
activities for the week. Thursday PM used for follow up (Friday
used for corrective action). Expectations - Arrive on time and
prepared, 100% of attention on meeting (not emails or phones).
Facilitated Enforces ground rules. Runs the meeting from the
agenda, adhering to structure and time constraints. Recorded
Identified responsibility for meeting notes. Action Steps for
Follow Up: Informs the next meeting agenda. Everyone receives a
timely copy (same day)
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- Summary The tendency is to assume that good communication is
happening and the breakdowns in communication can be attributed to
almost anything except the lack of a communication plan The
Communication Plan must consider the two critical functions of all
communication efforts. The right data must get to the right people
at the right time and in the right format. A Communication Plan
Matrix is the vehicle for ensuring actions fulfill these functions
Communication Plan implementation requires continuous feedback the
mechanisms for this are built into the communication process
itself.
- Slide 13
- We Have Solutions for Integrating Primary and Behavioral
Healthcare Contact CIHS for all types of primary and behavioral
health care integration technical assistance and training needs
1701 K Street NW, Ste 400 Washington DC 20006 Web:
www.integration.samhsa.govwww.integration.samhsa.gov
Email:integration@thenationalcouncil.orgintegration@thenationalcouncil.org
Phone:202-684-7457 Prepared and presented by Colleen ODonnell, MSW,
PMP, CHTS-IM for the Center for Integrated Health Solutions