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

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

3. 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

4. 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.

5. 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

6. 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

7. 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

8. 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

9. Change is Continuous

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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!

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

17. 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

18. 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

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

20. 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

21. 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

22. 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

23. 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

25. But most of all……………….

26. Remember

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