Partners Research Management Communications McLean Research Administrators Group November 20, 2008

Agenda Communications Assessment Initial Communications Plan Initial Accomplishments Next Steps Outreach to McLean Questions/Comments

Communications Assessment Hired in March 2008 to enhance communication within Partners Research Management (RM) and between RM and the research community Given the size of that community, divided my assessment into four phases: RM employees and BWH and MGH department employees McLean and Spaulding department employees BWH and MGH PIs McLean and Spaulding PIs

Communications Assessment Launched a “meet and greet” tour during first six weeks to discuss communication Met with 10 department employees from BWH 9 department employees from MGH 13 RM and Partners Clinical Research Office (PCRO) employees

Several themes resulted from these meetings: Research Management is viewed as a “black hole” Communications are seen as reactive mandates Lack of reliable information and limited communication about RM roles/responsibilities Issue of relevant communication balanced between over- and under-communicating Limited opportunities for two-way communication Communications Assessment

Initial Communications Plan Developed initial communications plan, which was reviewed by RM leadership and the RAMP committee Goals of the communication plan are to: Enhance existing communication tools Introduce additional communication tools Improve awareness of processes/people Target messages to specific audiences Restore credibility of information Increase opportunities for two-way communication

Initial Accomplishments Goal 1: Enhance existing tools Resumed production of RM Newsletter Added new elements to department’s weekly Internal News Conducted SWOT analysis of Partners Research Intranet Launched Research Intranet revitalization project –Reviewed and updated forms –Conducted focus groups

Initial Accomplishments Goal 2: Introduce additional tools Created weekly “From the Office of the COO” Communications topics are discussed at the weekly RM Operations Meeting Goal 3: Improve awareness of processes/people Posted SOPs on Research Intranet Added names/pictures to Who’s Who listing Expanded contact lists; posted lists and RM organizational chart on Research Intranet Added select RM materials to Partners Internet

Initial Accomplishments Goal 4: Restore credibility of information Updated forms on Research Intranet Added footers with “updated/revised” date to forms and pages on the Research Intranet Announced updates in COO /RM Newsletter Initiated review of checklists/information on Research Intranet with subject experts

Initial Accomplishments Goal 5: Increase opportunities for two-way communication Created Research Feedback mailbox Attend BRISC/MGH RADG monthly meetings Leverage feedback from RM trainings Goal 6: Target messages to specific audiences Reviewed and consolidated distribution lists Coordinated COO message distribution through ECOR at MGH and BRI at BWH

Next Steps Off to a good start, but more to do: Move ahead with Intranet revitalization project Leverage department meetings Explore –Incorporating new media into communications mix –Establishing a Communications Advisory Committee –Creating weekly Department Administrator “alert s” Begin outreach to McLean and Spaulding department employees

Outreach to McLean  How would you characterize communication between Partners Research Management and the McLean research community?  What do you need from Research Management?

Questions/Comments Karen A. Mason Senior Communications Consultant Partners Research Management