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Project, People, Stress Management Jacky Berry BMA Librarian 22 April 2010

Project, People, Stress Management Jacky Berry BMA Librarian 22 April 2010. Outline of session. Overview of BMA Library The Project brief Its about the people Role of the Project Manager Skills required Motivating staff Learning points Stress Any questions. BMA Library.

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Project, People, Stress Management Jacky Berry BMA Librarian 22 April 2010

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  1. Project, People, Stress Management Jacky Berry BMA Librarian 22 April 2010

  2. Outline of session • Overview of BMA Library • The Project brief • Its about the people • Role of the Project Manager • Skills required • Motivating staff • Learning points • Stress • Any questions

  3. BMA Library • An organised collection of information both hard copy and electronic that is managed and delivered by information specialists to both members and staff. • It supports their information needs in a timely and effective manner rather than diving into a random heap where they might happen to strike lucky.

  4. Services to members and staff Unique collection of videos, books and journals which supports: • The clinical practice, research and professional development of members and institutional members • The educational needs of student members • The research activities of all BMA departments including the Professional Division • The work of the BMJ and BMJ knowledge Through: • Expert enquiry service and helpdesk • Access to e-journals and e-books • Customised research • New modern Library with high speed internet access and Wi-Fi

  5. Staffing • 13 members of staff • 7 Librarians • 5 Library assistants • 1 administrator • Average 9 years medical library experience and 8 MA/MSc degrees and 2 MBAs

  6. The Project brief • Project commenced in March 2006 for 1 year • Really 11 months! • 3 years dabbling! • Do we need the service? Is it value for money? Is the Library future-proofed? What are the costs? Can we save money? • Analyse what was on offer and decide • Get rid of • Outsource • Outsource/keep some services • Keep as is

  7. The Project Brief • If to be kept • What would it look like? • What resources would be needed? • How many staff would be required? • Relocate the main Library and integrate the Staff Library • Relocate the archive store • Install a new Library management system • Restructure Library team

  8. Change is Continuous

  9. A lot of people!!!!!!!! • People v technical v processes • Project Manager • Stakeholders • Library team • Finance, IM&T, HR, Estates, Maintenance, Porters, Marketing, Security, Health & Safety, Events • Designers, Architects, Contractors, Electricians, Cablers, Removers etc

  10. Role of the Project Manager • Recognise the importance of the Project to the organisation • Identify the people involved – directly and indirectly • Build relationships • Understand the importance of people management • Gain commitment from the project team • Achieve performance against objectives • Manage stress and panic • Be an organiser

  11. Project manager - Skills required • Leadership, management skills • Empathy, emotional intelligence • Communication, Listen and Hear! • Understanding the needs of different stakeholders and cultures – manage conflict • Interpersonal skills • Enthusiasm • Belief and positive attitude for the change • Can do attitude, flexible, multi tasker • Influencing and negotiating, decision maker • Understanding and delivery to time frames • People stuff

  12. You also need to be………….(or understand the roles of) • Architect • Space planner • Health & Safety officer • IT expert, cabler, networker • Electrician, carpenter, plasterer, plumber, carpet layer etc • DDA expert • Removal guru, orange crate logistics • Mind reader • Negotiator • Peace keeper • Diplomat • Art critic • Party planner

  13. Motivating the staff • It’s the people that count • Communicate, communicate, communicate • Involvement in the project • Take ownership of tasks • Use their experience, technical skills • Regular meetings • Be open and honest about the change • Listen and make decisions when appropriate • Don’t run too quickly – always look back to see if everyone is with you

  14. Learning points • Plan, plan and plan some more. • Know your limitations. If you don’t know something ask somebody who does! cf Jack of all trades. • Aim to keep staff motivated by keeping them involved with the project at all stages. This will lead to ownership of the final outcome. • Keep asking dumb questions • Keep communicating • Keep smiling and have a positive outlook at all times • Believe in the team • Remain calm, never panic • Always double the amount of plug sockets you think you might need. A very practical tip!

  15. But most importantly……………. Have a contingency plan(s)!

  16. Pressure points for the Library team • Fear of change • Losing their jobs • Organisation/hierarchy not understanding their roles • Feeling loss of others • Lack of self esteem • More workload, responsibility • Fear of doing a bad job cf appraisals • Deliver against timescales

  17. Pressure points for Library team • Moving to open plan office • Being exposed • New ways of working • New technology • Working alongside a new management style • Out of control

  18. Dealing with change curve • Based on Sanders work with individuals suffering from bereavement (Dr Catherine M Sanders, 1990s)

  19. My stress issues • Emotional intelligence – understand your own stress points as well as others • Revert to type under pressure • Maintain a work life balance • People who change the goal posts • People who don’t move with you • Pride in getting the job done – can I do this!!!! • Being accepted by the Library team

  20. Stress strategy • Communicate, communicate, communicate • Build an open, honest culture/environment • Meetings where all were involved • Bug list • Motivate team by using their skills and experience • Raise the profile of the team and Library services • Work in small bite size chunks • Build respect/trust amongst team • Delegate

  21. Learning points • Don’t panic, keep calm • It is just a job • Things will look different tomorrow • Accept things you cannot change • Say “No” when appropriate • You can only do as much as you can do • Laugh loads

  22. Stress busting techniques • Take regular breaks at work – don’t skip lunch • Strengthen personal and work relationships • Don’t underestimate fresh air • Meeting up with friends • Leisure interests • Take exercise • Learn how to relax • Invest in your own emotional health • Eat well • Sleep well

  23. But most of all……………….

  24. Remember

  25. A project will fail………….. • If the resources are not carefully managed and that includes the people!

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