Partners Research Management Communications

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

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

3. 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

4. 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

5. Communications Assessment • 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

6. 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

7. Initial Accomplishments • Goal 1: Enhance existing tools • Resumed production of RM Newsletter • Added new elements to department’s weekly Internal News email • Conducted SWOT analysis of Partners Research Intranethttp://phsresearchintranet.partners.org/ • Launched Research Intranet revitalization project • Reviewed and updated forms • Conducted focus groups

8. Initial Accomplishments • Goal 2: Introduce additional tools • Created weekly “From the Office of the COO” email • 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 www.partners.org

9. 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 email/RM Newsletter • Initiated review of checklists/information on Research Intranet with subject experts

10. Initial Accomplishments • Goal 5: Increase opportunities for two-way communication • Created Research Feedback mailbox researchfeedback@partners.org • 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

11. 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 emails” • Begin outreach to McLean and Spaulding department employees

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

13. Questions/Comments Karen A. Mason Senior Communications Consultant Partners Research Management kmason3@partners.org 617-954-9824