Introduction to Project Management Team Management and Communications Lecture c This material (Comp19_Unit8c) was developed by Johns Hopkins University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number IU24OC

Team Management and Communications Learning Objectives—Lecture c Identify and describe roles of members on a project team Develop the human resources plan Acquire, develop, manage, and lead the project team Identify project communication responsibilities Develop a communication plan 2 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Situational Leadership Four approaches Telling Selling Participating Delegating (Hersey P, Blanchard K. H. (1969)). 3 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Leadership Summary Challenge Process Create a Shared Vision Empower Others Model Encourage 4 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Project Communications Project Communications Management requires the following areas of knowledge: Meeting management skills, including agenda development and conflict resolutions, Communication skills, including an understanding of various audiences, approaches, and media, and how to apply each appropriately, Presentation strategies, including effective visual aids and other nonverbal communication skills, and Sensitivity to communication roadblocks. 5 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Planning for Project Communications Management During project planning the project team develops a communications management plan which contains a description of the identified project stakeholder information needs and defines approach for communicating during the project. Project Communications Planning Process: Plan Communications 6 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Communications Management Identify Project Stakeholders Determine Communication Needs Brainstorm How to Meet Each Need Implement Mandatory Communication Prioritize options Add Communication Activities to Schedule 7 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Communication Requirements Analysis During project planning the project team conducts a communication requirements analysis to: Determine the type and format of information needed to develop the communications management plan. Identify the stakeholder information needs. 8 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Stakeholder Registry 9 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Develop the Stakeholder Registry Develop a stakeholder registry for the CRMS scenario based on your analysis of the staffing needs. Include the expected project stakeholders. Based on the stakeholder analysis, develop a stakeholder registry grid for the CRMS scenario from slide Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Planning Effective Communication Considerations: Types of Communication Barriers and enhancers Lines of Communication Forms and Appropriateness Media and Distribution Methods International and Virtual Teams Effective Meeting Practices Frequency of Communication 11 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Communication Management Plan Describes the communication needs of the project stakeholders Describes how communication will be managed on the project, and the type and format in which the information will be communicated Describes when and how communications will be shared Identifies who is responsible for providing information Describes escalation processes 12 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Communication Methods Project information is shared with stakeholders by different methods: Interactive communication: meetings, phone calls, etc. Push communication: memos, reports, faxes, etc. Pull communication: intranet sites, knowledge repositories, etc. 13 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Communication Channels The number of communication channels is defined by the formula: n(n-1)/2 Where N is the number of people communicating. 14 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Manage Stakeholder Expectations Tools: Stakeholder Register Project Management Plan Communications Management Plan Issue Log Change Log Intangible Communication Tools: –Communication Methods –Interpersonal Skills –Management Skills 15 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Project Reporting Deliverables Progress Project Status or health Upcoming Activities Risks and Critical Issues Financial Status and Forecasts Action Plans or Next Steps 16 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Team Management and Communications Summary—Lecture c Project Human Resources: –Building a team –Managing a team –Power of protocols, standards, and expectations Project Communications –Essential for creating an effective team –Power of protocols, standards, and expectations Both tie back to the initial Project Charter 17 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Team Management and Communications References—Lecture c References Conflict Management Strategies and Styles Available from: Hersey P, Blanchard K. H. (1969). Management of Organizational Behavior – Utilizing Human Resources. New Jersey/Prentice Hall. Kerzner H. (2009) Project Management: a Systems Approach to Planning, Scheduling, and Controlling. 10 th ed. Hoboken, NJ.:Wiley. Project Management Institute, A Guide to the Project Management Body of Knowledge. 4 th ed (2008).Newtown Square, PA: PMI. PreparePM.com Tutorial. Project Communication Management. Available from: Project Management Knowledge: The Ultimate Resource for Project Management. ( ). Available from: Project Management Tutorial. People Management Tutorial and Tips.(2010). Available from: Scwalbe K. (2009) Information technology project management (with Microsoft Project 2007 CD-ROM). 6th ed.; Boston: Cenage Learning. Stackpole C.(2010) A User’s Manual to the PMBOK Guide. Wiley. Stackpole C. (2009). A Project Manager’s Book of Forms: A Companion to the PMBOK Guide. Hoboken, N.J.:Wiley; TAP University. Develop Human Resource Plan Process. (2009). Available from: Tutor Gig. Management Styles. (2008). Available from: Wysocki, RK. (2009) Effective project management: traditional, agile, extreme. 5th Edition. New York: Wiley; Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c

Team Management and Communications References—Lecture c Tables, Charts, and Figures Table 8.5. Stakeholder Registry. Courtesy of: Theron Feist. 19 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Team Management and Communications Lecture c