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

Slide 5

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

Slide 6

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

Slide 7

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

Slide 8

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

Slide 9

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

Slide 10

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

Slide 11

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)

Slide 12

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