PRM7001D - Project Management Techniques: Heart Surgeon Case Study

This report, a case study based on the PRM7001D module, investigates how heart surgeons can enhance their skills by adopting project management principles. It begins with an introduction highlighting the increasing complexity of cardiac surgery and the need for improved management skills. The main body of the report explores the background of a training project, offering recommendations regarding key deliverables and constraints such as task, time, resource and change management. Stakeholder analysis is conducted to understand the needs of the surgical team, emphasizing the importance of vision, strategy, and measurement. The report also stresses the significance of effective communication, planning, and the ability to manage unforeseen events. The report concludes by examining the importance of project management skills for surgeons to ensure efficient operations, effective patient care, and overall success in the healthcare environment, highlighting its role in optimizing resource utilization and achieving organizational objectives. The report also includes a reflection on the learning of project management plan.

What a Heart Surgeon
Could Learn from a
Project Manager
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INTRODUCTION
In the business world, project management’s effectiveness can be discussed as excellent
and trustworthy time tracking tool (Åström, 2020). Thus, requirement of project management
plan is crucial as this trains the employees to complete their work on time. Henceforth, this can
be stated that the complexity of practices in cardiac surgery enhanced due to increased co-
morbidities of patients. Due to this, the achievement and maintenance of surgical excellence has
become quite challenging. Henceforth, there is needs to improve the quality and productivity in
health care with help of enhancement in their project management skill. This can be true to stated
that the surgeons among the globe are widely challenged with rapid evolution of the environment
in which they undertake practices in aspect of their profession.
The present report is based on topic as to “What a heart surgeon could learn from a
project manager. The main purpose behind this project to enhance management skills of Surgeon
so that nothing got missed.
Furthermore, study will cover the background of the training project and recommendation
in regards to constraints and deliverables. Thus, stakeholder analysis will be conducted to
understand project management principles. Therefore, evaluation will be undertake on
determining the significance to stakeholder analysis to accomplish project success. Additionally,
critical analysis will be conducted to that will focus on attributes as principles of project
management, planning, methodologies, building and leading, tools and techniques that can be
find useful to surgical teams. Lastly, reflection will be undertaken from the learning of project
management plan.
MAIN BODY
Question 1:
a. Background to the training project, scope and recommendation regards with key deliverables
and constants.
The present report is based on topic as to “What a heart surgeon could learn from a
project manager”. In this, Training and learning development project helps to address the
impeding enhanced need and demand for internal training. Therefore, the scope of project will
define the overview of project to carry out project management activities effectively. The
constant technical and medical advancement aids to healthcare industry into rapid and continual
changes (Mosleh, Pennycook and Rand, 2020). Training and development aids to improving the
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quality of work and quality of life. Therefore, this also aids to carry out positive results. This
also offers insights and plan of action on development and improvement within internal training.
In addition to this, training and development skills are designed to impart specific skills,
knowledge and abilities to employees. Thus, purpose of this report is analysing enhancement of
learning of heart surgeon by expanding his project management skills. Training and development
assist to optimizing the utilization of human resource that can aids to hospital management to
attend the organisational objectives (Stark, 2020). However, the outcomes of projects aids to
ensure that industry has ability to meet training needs. In addition to this, the effective project
management means to have the strong leadership qualities that aids to motivate team and also
assist to improve maximum performance to accomplish the goals. Therefore, health care system
must train their medical professionals with project management skill to carry out the activities
that can aids to create the optimal environment for the delivery of quality surgical care to the
patients. Training plays an important role for both surgeon and project manager. It can be said
that by getting an effective training, project manager completes their project in an efficient
manner. As like project manager, surgeon can also complete as well as make successful to their
activities related to their profession. One of the main aim of surgeon is to provide effective
healthcare services and improve health of patients. Rather, surgery there is several other factors
which can make them successful. All other things which are required include: ability to make
patients comfortable, interact with patients and empathy skills. All these abilities and skills can
be learned with an effective training. And as like project manager, a surgeon can also complete
their activities and project successful.
Thus, the main aim of project manager is to carry out things that needs to inclusive of
planning, execution, managing people, resources and scope of this report. Henceforth, the main
aim of project management guidelines to assist to organise, plan and to have effective control
over projects (Peña and Muñoz, 2020). Therefore, surgeon must be expert in management skills
so that they can able to undertake their professional activities effectively. Henceforth,
inaccurately defined deliverable can be termed out as one of biggest risk components at the time
when its comes to project success or failure. Additionally, this can be stated that the project
deliverables are results of some of activity that needs to measurable and specific to accomplish
the final outcomes.
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Each hospital aims to offer the better care for patients in more effective and efficient way.
Therefore, number of healthcare project fails due to lack of planning and anticipation of
unforeseen events. If a Surgeon has great project management skill along with professional skill
then he can able to carry out the task in more proficient manner. In addition to this, project
manager is an individual that is responsible for leading project form its inception to execution.
Additionally, this can be stated that the planning can be defined as the key to healthcare industry
to function and methods to project management can provide the assistance to carry out things
effectively.
Henceforth, recommendation relates with key deliverables to Surgeon are outlined as-:
Task management- The task within the hospital are varied and limitless. As Neurosurgeon has
different task than the cardiologist. To manage the all activities can be quite challenging. With
the use of task management techniques can assist the hospital leaders to get ahead of chaotic
possibilities. Time and cost are the main constraints for the projects. Thus, duties of health care
providers are depending on one another (Kidd, 2020). Thus, they have to manage the whole
things in collaborative aspect. For example- before surgeon can operate the nurse must prep the
patients for procedure then anaesthesiologist takes steps as to administer the anaesthesia. These
dependencies must be identified in manner to accomplish procedure successfully and as planned.
It has been identified that team work is very significant within cardiac surgery. With the help of
team approach the whole activities relates with project management activities can be
accomplished accordingly.
Time management- Accurate time estimation can be defined as crucial for hospital to run
efficiently. Thus, so many individuals and activities the this is crucial to schedule each task as
accurately as possible in order to avoid the delays. Herein, time can be defined as one of three
project constraints and this also has direct on another two such as cost and scope (Chen,
Nakayama and Charoen, 2020). This is crucial to include buffer times. Within hospitals, in which
emergency patients come in regularly this is significant to leave buffer among task so that whole
schedule does not throw off in a situation when unforeseen events happens. Henceforth, the key
to good time management is not work more but to work more efficiently. With help of proper
planning and plotting, the organisation activities can be conducted effectively.
Resource management- It is defining as supplier a hospital needs to function more
appropriately. Therefore, resources hospital requirements are varied, ranging from medical tools,
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medicines etc. In addition to this, resource management can assist to investigate and allocate the
crucial resources. It can impact the many parts of the hospitals (Effective Leadership of Surgical
Teams, 2018). If the budget is limited then there is huge requirement to weigh out the relevance
of one resource over another.
Change management- In present era, health care industry is changing constantly and rapidly.
Therefore, the main task of hospital leader is to communicate the change so that team sees its
benefits and accepts it. In addition to this, the first step in managing change is to undertake steps
towards what kind of change needs to accomplish. Henceforth, the human aspect can be defined
as one of significant terms in change management as this best laid out plan and undertake the
changes smoothly.
Thus, it can be stated that the deliverables must be agreed upon and this also needs to be
approved by the all involved stakeholders. To carry out the working of hospital effectively, this
is crucial to deal with project constraints effectively and efficiently.
b Stakeholder analysis for understanding needs of surgical team from understanding project
management principles
Stakeholder analysis is a procedure of identification needs and behaviours of people
which are involved with a project in directly and in an indirect manner. It involves grouping all
people as per their participation, interest as well as influence in the project (Kent and Zunker,
2017). In the context of surgeon, it can be said that it is important to understand needs of surgical
staff from project management principles in order to make them able to accomplish goals and
satisfying needs of all members.
As per the principles of project management, it is important for surgeon to fulfil all
principles in order to understand needs of surgical team such as:
Vision: To introduce vision of the company and surgery and all activities which surgical team
needs is a vital. It makes them aware that what they have to do and what they are being expected.
Standard of engagement: In this regard to, Surgeon needs to make stakeholders know that who
will become the part of the task and project and what will be their contribution. It allows all team
members to get prepared and perform activities.
Strategy: As per the principle of project management, a surgeon needs to use a gap analysis
process in order to identify the most suitable solution for resolving issues on which they are
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working on. It helps them out in selecting the best one and satisfying needs of stakeholders
(Ding, 2016).
Measurement: A visual project scorecard is an effective model and the best way by which a
surgeon can keep all members updated as well as engaged with the project. By rewarding that
top management will need to be rewarded and those who are not effective and need improvement
they should be given coaching.
There are some steps of an effective stakeholder analysis such as:
Identification of stakeholders
Defining and identification of stakeholders as per the task is one of the most important
step. This step allows a surgeon and a project manager identify all stakeholder which can
contribute in a task directly and indirectly. Some stakeholders of a surgical team include:
physician assistant, anaesthesiologist, surgical tech, a surgeon etc.
Stakeholder matrix: Creating as well as updating stakeholder matrix is other main
important step in which a project manager or a surgeon can identify interest of stakeholders as
well as their influencing power in a task. There are mainly two types of stakeholders such as
positive interest stakeholders and negative interest stakeholders. In positive interest of
stakeholders, it involves all those stakeholders who are project champion and have a high degree
of whether high degree of influence or have low influence but should be kept informed.
On the other hand, Negative interest stakeholders include all those stakeholders who
create barriers but have high power and bystanders. It may also involve those people who have
less power but should still be accounted for. These stakeholders' engagement matrix can help a
surgeon to the great extent in identifying where their stakeholders are and where a surgeon like
them to be.
Direct stakeholders: It includes all those people who are connected with project manager or
heart surgeon directly and wants them to improve their knowledge and accomplish goals. In the
context of heart surgeon, it can be said that patients are main and direct stakeholders.
Indirect stakeholders: It includes all those people who have some interest in business or want
project manager to grow.
Importance of stakeholder analysis
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Stakeholder analysis have several positive impacts on the performance of project
management and an organization. It makes a project manager and surgeon able to accomplish
goals and make themselves succeed. This analysis has several features such as:
 With the help of stakeholder analysis, a project manager or an organization can identify
what are their stakeholders as per their contribution and interest.
 It also helps them in engaging stakeholders which shape project in early stages. They can
also get support of stakeholders and make project successful (Paramitha, Manik and
Halog, 2019).
 Continuous communication also allow understanding what exactly is going on and how
stakeholders can support.
Henceforth, this can be stated that by help of Mendelow’s Matrix tool organisation can
able to consider the attitude of their stakeholders at the start of a project or when they are
setting out strategic objectives. However, the evaluation will be conducted with use of the
four phases such as-:
 High interest and high power.
 High interest and low power
 Low interest and high power
 Low interest and low power.
.
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c. Analysis of content of training proposed and its significance and applicability to surgery to
includes as-:
The healthcare industry can be benefited from utilising the project management to plan,
schedule and consciously anticipating the outcomes. Thus, Åström, (2020) stated that main
purpose of each healthcare providers are needs to offer better care to patients. In this way, project
management can assist to accomplish this and also enhance productivity with help of managing
the quality of care to patients. Therefore, this can be stated that many of healthcare project fails
due to lack of proper planning or anticipation of unforeseen event (Project Management In
Healthcare, 2018.). By an effective implementation of project management techniques can assist
to enhance success rate of projects by offering tools that required to anticipate and to mitigate the
risk associated to project. In addition to this, the overall content to training are outlined in
following context manner as-:
Principles of project management- The principles can be termed out as underlying
fundamental law or concept. In addition to this, Mosleh, Pennycook and Rand, (2020) stated that
principles of project management can be termed out as fundamental rule that must be followed
for the successful management of the projects. Therefore, principles of project management are
outlined as-:
 Formal structure- In order to carry out effective process, the surgeons need to frame out
the formal structure. In this, they must allocate the task as per the capabilities of an
individuals. There is needs to undertake the decision in relate with each activities and
designated project team. It aids to prioritised and managed successfully.
 Goals and outcomes- The surgeries often gets failed due to lack of planning. Therefore,
the most common components behind failed project is lack of clear objectives.
Significance of agreeing project scope and responsibilities- To manage the operation and to
render best care to patients, surgeons must allocate the roles and responsibilities to each
individual as per their capabilities. It can aid to manage the things effectively. Each team
member needs to carry out the task as per the role for each task. With help of allocating task to
individuals effectively, the surgeons can accomplish their desired outcomes. As per the view of
Stark, (2020) stated that Project manager has the ability to listen, communicate and clearly
collaborate with various individuals and in this way surgeons also have same skills to carry out
the operations successfully.
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Planning- In a project environment, the all project management principles and techniques must
be deployed to accomplish the project goals and objectives. In order to undertake the activities
effectively, the surgeon must have the skill of project manager to plan out all things effectively.
It is responsibilities to each surgeon to plot out each steps of projects, to set out deadlines,
creates the budget and to assign the responsibilities. With help of review these details the project
team can able to improve project management process in future course of action. Thus, surgeon
needs to conduct the proper planning about the task that needs to be handled by him. Planning
plays crucial role to carry out the day to day task effectively. Training plays crucial role to
undertake each task in planned and organised manner.
Methodologies- Project management methodologies can be termed out as the crucial principles
that set the principles and processes for managing the project. In addition to this, Peña and
Muñoz, (2020) stated that methodology is defined as the model in which project manager’s
employs for the process as design, planning and accomplishing the project objectives to attend
the defined objectives. Thus, Surgeon must have this skill as this as to organize and making
standard to all the work techniques. It aids to concentrate on all different types of project
management projects in an equal manner and this also allows to repeat successful aspects and to
learn from mistakes. It can be defined as the continuous improvement process. This can be stated
that the healthcare industry faces the more regulation that any other industry. Thus, surgeon must
adopt the project management methodologies as this benefits the organisation in the following
ways as are-:
 To adapt external opportunities by accepting challenges as well as investing with the help
of best resources available in such a way which can help them in accomplishing their
goals?
 This will also support to build successful project management culture that enables
towards to have effective utilisation of project management methodologies.
 It aids to expand the skill project management skills of the surgeon and also provides the
holistic undertaking and solid foundation to manage the projects efficiently.
 This is process that assist to reduce the risk and enhance the chances of accomplishing
success.
 It is term that aids to enhance the motivation of project team and also increases the
productivity.
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 By preparing each activities effectively and with help of assigning the roles and
responsibilities to individuals as per set objectives aids to accomplish the desired results.
Healthcare industry must use standard techniques that have trust on itself that it can
conduct or develop project with discipline. By doing this and having confidence it can get
qualitative outputs with making itself cost effective.
Building and leading times- Surgical team within organisation as hospitals can be termed out as
team of some individuals who performs the surgery and related task. In addition to this, the roles
within the team is inclusive of surgeon, surgical technologist, nurse, surgical assistant and
anaesthesiologist. With the help of maintaining the effective team leadership aids to accomplish
the surgical excellence and this is widely accepted. Henceforth, this can be stated that the
effective teamwork can be termed out as essential to safe surgical care. By assigning the task to
each individual as per the capabilities, the working within the enterprise can be conducted
properly. In addition to this, the new members of the surgical profession are a more diverse
group with respect to gender, ethnicity, race and age. This also has huge affect on working of the
enterprise.
Tools and techniques which surgical team find useful- Surgical instrument can be termed out
as the hand held tools and this used by clinicians to undertake better performance of surgical
task. In addition to this, it can be stated that surgical service providers play the effective role
within the heath-care system. Therefore, surgical service providers need to have the capabilities,
skill and interaction that highly impacts the outcome of patients. On the other hand, this can be
stated that the success of surgical team is highly dependents over the individuals of surgical
providers within the team.
d)
Work breakdown structure: A project management is consists of several processes and
functions which needs to be divided into subsections for managing them in an efficient manner.
Work breakdown structure in a project management refers as a hierarchical presentation of the
overall work which needs to be performed by project management team (Robinson, Ryan and
Abbasi, 2018). One of the main aim of dividing tasks into sections and subsections and allot
them to project team is to attain project objectives and creating required outcomes.
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In this work breakdown structure, a project and deliverables may be some objects,
activities and services as per the type of organization. This structure helps a project manager in
focusing on deliverables rather focusing on activities which allow them in eliminating
unnecessary tasks. It saves their time and improves performance. In addition, it can also be said
that it helps in scheduling, cost estimation as well as identifying risks.
Usage and purpose of WBS
A WBS in a project management is considered one of the main important tool which
allows project manager in completing their tasks or project in an efficient as well as in a timely
manner. Some benefits and reasons of using this structure include:
 It provides a visual representation of all tasks or divided parts of a project.
 It helps a project manager in defining measurable as well as specific outcomes.
 One of the main reason and usage of this tool is it breaks a specific work related to the
project into manageable chunks.
 It allows a project manager in identifying the best way to make a successful experiences
repeatable.
 This model has a feature of setting up a foundation by which project manager can
estimate costs and allocate all other resources.
 It reduces and decreases chances adding items outside the scope of work which makes a
project cost effective and successful.
Resource breakdown structure: It is an important model and structure of a project
management which divides and classified all resources of an organization which are required by
a project manager for accomplishing project's objectives. Some organizations Create a new
research breakdown structure for each of the project, whereas, some organizations prefer to
develop resource breakdown structure for large group of projects. It is also known as a catalog of
all resources which are available to a project. In addition, it can also be said that it is an effective
project management tool which divides all resources of an organization in an hierarchical
manner as per the projects. It may be either structured by resource category or by information
technology business functions (Ashtiani and et.al., 2017). Example of resource breakdown
structure is:
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Some examples of resource type which may vary and depends upon the type of project such as:
Customer support: It includes and help a project manager in identifying the type of customers
for their project as well as type of support which they need for competing customer support
project.
Equipments: In this type of project, a project manager needs to think about hardware which can
help them out in completing the project. It may be scanner, printer etc.
Facilities: It includes some types of facilities which can help a project manager in making their
project successful such as: data centre, conference rooms.
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Software tools: It includes all software requirements such as: visual paradigm. Selection of the
type of software tools depend upon the type of the project as well as main aim of completing the
project.
Reflection on learning from for future project manager
On the basis of above study in regard to project manager and an effective surgeon, as a
consultant I can say that there is requirement of having some skills for becoming an effective
project manager who can teach others that how to perform activities and make themselves
successful. I believe in this regard to that team working skill one of the main skill which plays an
important role. As per the Gibbs model, it can be understood in a better way that what skills are
required for becoming an effective project manager and helping in solving all challenges which
occur in their path.
Description
Team working: Team working is an ability of an individual of working in a group with
different types of people. One of the main aim of working in a team for surgeon as well as
project manager is to improve relationship, learn new ways of performing activities as well as
completing and making the project successful. Team working skill are considered one of the
main ability which allows a project manager and an individual to work well with others and
communicating with others effectively (Cornthwaite and Siassakos, 2016). Team working skill is
not limited to an ability of working in a group but it is also required to have an effective
communication skill, honesty, active listening, empathy and collaboration.
Critical thinking: It is one of the main skill which can make a project manager
successful in the future. I describe this skill as an ability to think a situation and ways of
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performing in both positive and negative manner. If a project manager have to complete a task,
and they have more than 2 ways to complete that. So, it is important for manager to have ability
to think critically and analyse if they select first option or (way) than how would the task will be
completed and if they choose other ways than how will it impacts on their performance.
Thinking both positive and negative sides of each factor and condition can make a project
manager successful.
Task management: Having an ability to manage task without committing mistakes and
in an efficient manner is other main skill required for project management. It includes several
functions like ways of creating, assigning and managing tasks which can improve productivity as
well as performance.
Feelings
In the context of skills which can make a project manager successful I believe that they
should have time management, team working, management and leadership styles. With the help
of experience, I can say that an effective time management can help a project manager in solving
problems which may occur in an organization and in the path of the success. There are several
problems which can occur and create problems include:
Conflicts: Due to ineffective communication and lack of active listening skills, it can
create miscommunication. Miscommunication does not only decrease quality of project, create
problems in a project but also become the reason of conflicts between project manager and
employees. So, I feel that with the help of an effective communication and using appropriate
tools, a project manager can solve this problem and accomplish pre-determined goals.
Delay in submission of project: One of the main aim of a project management and
factor which shows their potential is qualitative projects and their submission in a timely manner,
sometimes delay in submission of projects and poor quality of projects create several other
problems (Chiu and Lai, 2017). I also feel that this problem can affect image of potential of a
project manager so, it is important for them to have an effective time management skill. With the
help of time management skills and ability to make qualitative project, project manager can
improve their performance as well as solve these types of problems.
Evaluation
I evaluated skills and found out that I am good in some of these skills and also lack in
some skills which I need to improve. From the analysis and with the experience I can say that I
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am good in team working skills (Sainz, Ferrero and Ugidos, 2019). I found that I can work better
with a group of people and in a team. Team working not only helped me out in completing
project effectively but also helped me out in improving relationship with others, reducing errors
in projects and increasing knowledge and skills by sharing knowledge with each other.
On the other hand, I found that I am not good in time management skills. Very often I
missed the deadline of submitting project and it all happened only because of procrastination.
Lack of ability to make prioritizing list of tasks and completing them in a timely manner created
some problems in the path of success, So, I need to improve this skill.
I found or analysed that I am good in critical thinking. I think both sides of a factor and
situation which helps me out in taking better decision.
Analysis
Analysing all factors and skills which can help a project manager in their career is also
important, I analysed that all skills which discussed above can help a project manager in
becoming successful and accomplishing their goals.
Conclusion
On the basis of above discussion and feelings, it has been concluded that time
management, team working and ability to manage continuous quality are vital for successful
project management. All these skills makes a project manager able to accomplish their goals. It
is also important to evaluate both positive and negative sides and analyse own skills in order to
decrease problems.
Action plan
It is analysed from the above, that I need to improve time management skill. For
improving this skill, it is important to make an action plan which can help me out in developing
this skill by analysing all tools and resources by which, time management skills can be
improved.
Area need to
be improved
Tools and ways to improve Time frame
Time
management
Practising is one of the best way of improving time
management skill, Completing the same project over and
over again can improve time management skill of a project
manager. Making a time table and following that
It will take
around 25-30
days.
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appropriately can also help in removing procrastination and
completing important task in a timely manner.
CONCLUSION
From the above study, it has been summarized that an effective project management
played an important role as it helped others in making them aware about importance of skills
which a project manager posse. A project manager has all those skills which can help a surgeon
in completing their performance and tasks in an efficient manner. This study has shown or
discussed some common and important skills which a project manager has and which can help
surgeon and other people such as Team working, time management, communication and thinking
in a critic manner. All these skills not only help a project manager and a surgeon in completing
their projects effectively but also can help them out in solving problems which might occur.
Some problems have also been discussed in this study which often occur in the path of the
success of project management.
Some problems include: delay in project submission, conflicts between project manager
and employees and others. All these problems can be solved out with communication, time
management and decision-making skills. This study has shown importance of an effective
stakeholder analysis in making the project as well as project manager successful.
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