HQS 620 Grand Canyon University Topic 5 DQ 2:Identify workplace environmental factors and explain how they might adversely influence project communication

HQS 620 Topic 5 DQ 2 Grand Canyon University Identify three workplace environmental factors (i.e., organizational culture, staffing issues, regulatory requirements, etc.) and explain how they might adversely influence project communication

DQ: Identify three workplace environmental factors (i.e., organizational culture, staffing issues, regulatory requirements, etc.) and explain how they might adversely influence project communication

HQS-620: Project Management in Health Care Grand Canyon University

Course Description

This course examines the models and approaches of project management in health care settings. Learners demonstrate understanding of the project management process and its application to health care quality and safety initiatives. Learners gain skills to identify various stakeholders and roles, set goals and expectations, plan stakeholder engagement, and identify ways to mitigate obstacles in health care project management. Prerequisite: HQS-610.

There are several workplace environmental factors which can make or break the success of a project. Among them, Transparency and openness in communication, response to performance, and teamwork and support are the three factors which plays major role in project communication (Rajkumar, 2010).

Transparency and openness in communications indicate that employees have a say to the project and it is valued. This way, they feel that they really belong to the team and that their contributions will have an impact to the project thus, working becomes more significant for them (Rajkumar, 2010). This kind of discussion permitting people to share their views and thoughts on how to successfully execute the project will contribute greatly to achieving goals set. Response to performance is giving feedback regularly on how the member of the team performed. It involves giving positive feedback on what the member is doing great and what needs to be improved (Rajkumar, 2010). Feedbacks must be purposeful, and the delivery must be appropriately done as to motivate members to strive more for the better. Teamwork and support means focusing on the positive things of each member ang disregarding the negatives. Issues must be dealt with by the team themselves and must work together as a team supporting each other through constant communication. A team with high spirit can accomplish great things together and can still work good even when issues or problems are encountered along the way (Rajkumar, 2010).

Despite these factors positive impact on project communication, it can also have negative impact on it. Transparency and openness in communication may go beyond what’s necessary and may sometimes become too personal that may affect the team’s camaraderie. Members may have the tendency to be too open that others may take as rudeness or unnecessary. Response to performance may impact negatively when feedbacks become too opinionated that more emphasis on the negative aspect are given than the positive ones. Members may not strive more to improve as what is being seen more are negatives on them. Teamwork and support negatively affect project communication when no support and teamwork are practice in the team. This way, each one work on their own and do not care for the other members even though there are working for one project. Without teamwork and support, there may be areas in the project which may not be executed properly or not done accordingly, or on time as they are not working as a team, and no one is monitoring each other’s work and to help when warranted.

My own communication biases can negatively affect project communication if I will not learn to uncover or be aware of it. Because others may give negative assumptions on the way I communicate. The tone of my voice, body languages, facial expressions, and even posture can convey negative assumptions (Walker, 2020) to the one I am speaking with, thus, learning to be aware of my implicit biases, knowing it has consequences, and learning to replace bias responses with non-biased responses will be beneficial for me. These steps according to American Psychology (Walker, 2020) are ways how our brain can adapt to new perceptions on implicit biases thus, we can have a more inclusive communication style.

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Rajkumar, S. (2010). Art of communication in project management. Paper presented at PMI® Research Conference: Defining the Future of Project Management, Washington, DC. Newtown Square, PA: Project Management Institute.

Walker, M. How Implicit Bias Affects Your Skills. (2020, June 9). Articles. https://articles.tadnetwork.com/2020/06/09/how

When designing a quality or safety improvement project, the project manager and team must consider workplace environmental factors, such as poor compliance of current practice and protocols, distrust of administration, or unrealistic time constraints might have adverse effects on project communication and success. If staff already has poor compliance following current practice and protocols, introducing more changes and expectations for day to day tasks may not be translated well into practice despite communicative efforts to stress the importance of the new practice change. If the culture is operating a certain way, a new practice change will not automatically change that workflow compliance. Similarly if the staff does not feel valued or that their needs are being met, they are likely to distrust their direct managers and hospital administration. This unfortunate negative culture causes a breakdown in the staff’s willingness to listen to new practice and protocol changes and see the value in implementing them. Time is of the essence, as the saying goes, and when communicating and rolling out a project the timeline is very important to gain acceptance and understanding by the staff affected by the practice change. Additionally the project manager or spokesperson can adversely affect the communication of the project to team members and staff influenced by the project roll out. According to Messner (2021), as a professional communicator, the project manager or spokesperson should actively use language that includes people of all genders/sexual orientations, ages, races/ethnicities, socio-economic statuses, and disabilities in a way that makes no assumptions of the groups discussed.This allows the project manager or spokesperson’s to remain unbiased in order to effectively communicate the projects goals and achieve buy in by staff.

Identify workplace environmental factors and explain how they might adversely influence project communication

Refern

Messner, L. (2021, August 18). Why and How to Communicate with Bias-Free, Inclusive Language. Harris & Associates. https://www.weareharris.com/resources/blog/why-and-how-to-communicate-with-bias-free-inclusive-language

An organizations culture can have positive or negative influence on project communication. Butt & Savolainen (2016) discuss how a dysfunctional culture have internal competition, are resistant to change and innovation is not valued. In this type of culture team members do not work together and can result in breaks in communication causing delays or failures in the project.

Staffing issues can influence project communication. If a facility has staff that are not open or receptive to change, communication could not each all-expected recipients if leaders are not engage in the change process. Staff could be reluctant to change in that they have done things a specific way and do not see the need or benefit for change. This reluctance to the change could result in lack of communication on the project and result in delays are project failures.

of all stakeholders is important when implementing change projects. When regulatory partners are not involved, rules and regulations that could impact the project could delay the project or derail the project. Rajhans (2018) discuss the need for effective information exchange in that the project information gets to the information to stakeholders, project managers and core team to ensure that the work progresses consistently. When regulatory partners are not informed of project changes, they are not able to provide input until they are brought up to speed and this may result in project delays to ensure rules and regulations are not compromised.

In thinking about my own personal bias and how that may influence project communication, it could be over communication. Efforts to keep everyone informed of the project and changes, I could over communicate and provide information to some that may not be of any relevance. Rajhans (2018) discuss how information needs to be strategic and tactical in delivery of the needed information to the correct recipient. I would attempt to avoid this in the development of the communication plan of what stakeholders and participants need what information to ensure that the information is delivered to the intended recipient. This would assist me in not sending too much information to everyone.