Effective Project Management Tools for Your Healthcare Organization [ Project Charter Included ]

October 13, 2020

With spending more time at home and a much simpler life taking place over the past several months, all of those “we will get to that later” projects have finally gotten some attention. I am guessing that most people, like me, have realized that while this is great, things can get out of hand very quickly. There are times when it can feel very overwhelming. Keeping a detailed project plan has allowed me to handle and manage several projects at once.

As consultants, we are consistently asked by clients to find efficient and impactful ways to help them achieve their organizational goals.  Helping companies make a definite impact on their organization is both challenging and rewarding. However, just like with those home projects, the secret to success is in the planning.

The Magic Ingredient

Companies throughout the healthcare industry, whether they be small or large, are familiar with project charters and project plans. A project charter is the overall guide to the details of the project and the plan is the backbone of any undertaking. However, one of the things that we consistently see at client sites is that organizations are utilizing the same types of project plans that were popularized in the 90’s. We can generally find a spreadsheet or program list full of detailed tasks, sometimes GANTT charts, and if you are really fancy, percentages. And while these are necessary components, they do not go far enough to ensure that a specific project or groups of projects are fully realized, planned, and meaningful to the organization.

So, what tools take your traditional project and make them more effective for you and your company? We have found that the magic ingredient is a comprehensive Project Charter. John Lynch & Associates has spent months gathering research and data on projects of all shapes, sizes, and service lines. This research has helped in creating a comprehensive Project Charter that helps our organization succeed in successfully completing your projects on time and within budgetary constraints. 

What Makes the Comprehensive Project Charter Different?

The traditional project plan, that most organizations utilize, does a fine job of listing the who, what, and where of a particular project. It aids in tracking and managing tasks, budget, milestones, and deliverables. All of these are important factors to the success of any project. However, the John Lynch & Associates Comprehensive Project Charter goes beyond the traditional measures to include areas that:

•         Ensure alignment with organizational goals and values
•         Focus on Executive-level agreement and collaboration
•         Level-set benchmarks and key performance indicators (KPIs)
•         Proactively identify and manage risks
•         Evaluate communication strategies
•         Focus on evidenced-based Change Management strategies

The John Lynch & Associates Comprehensive Project Charter allows your project managers and teams to adequately prepare for every aspect of a transformative project. Giving your project leaders the tools and time that they need to proactively manage and mitigate any potential disruptions or roadblocks increases the chances of a successful and effective project.

However, the work doesn’t just stop at the planning. Truly great project charters also provide a roadmap for contextual communication strategies for every level of the healthcare organization. It is important for the project leaders and team to know when and how to effectively communicate with each level of the organization throughout the project lifecycle. This piece of the puzzle ensures that your team is well-equipped to provide clear and consistent messaging necessary to the success of your project. An added benefit is that it considerably reduces the amount of time and effort traditional project teams spend emailing back and forth seeking clarity on a particular component of a project.

The Goal of Effective Project Management Tools

The intended result of any proposed project is the successful completion of the activities outlined. Ideally, this successful completion will also fall within specified timeframes and budgetary constraints. Proper planning, clear and consistent communication, and risk mitigation will ensure that not only do you meet your goals, but also that the intended result is meaningful in a positive way to the staff affected by the project. Making sure your organization is equipped with all of the tools necessary to successfully complete projects will pay off in both the short and long-term. It will also ensure that any changes you make stick, reducing potential remediation activities or rollbacks.

Whether you are embarking on a large scale, multi-facility project or just getting those projects done around your home, having a comprehensive plan helps you to succeed. While John Lynch & Associates is not available for home remodel projects, we are available to help you with any of your healthcare projects.

Download a simplified version of our Project Charter Template  to see how the in-depth planning and mapping strategies can help your organization reach the next level.