Case Study: Project Management of a £120k NIHR-funded project for the University of Birmingham
Overview
In October 2023, The Remote Assistant was engaged as an external consultant by the University of Birmingham to deliver a rapid turnaround on a 10‑month project – the WHISPA workplace health and wellbeing project (whispas.co.uk). This ambitious initiative, funded by the National Institute for Health Research’s development award, aimed to advance workplace health and wellbeing through a multifaceted research project. The study brought together a dedicated team at the University of Birmingham, six university partners from across the UK, an international advisory board, and a team of public contributors working across multiple work packages. Tasked with coordinating this complex initiative, I worked closely with the Principal Investigator, Dr Laura Kudrna, to ensure the seamless management of the project’s day-to-day activities and the achievement of key milestones.
What is the WHISPAs Project?
The WHISPAs project is a £120,000 research project dedicated to promoting workplace health and wellbeing. WHISPAs provide information, advice, activities, and accreditation on various aspects of workplace health – from guidance on flexible working policies and caring responsibilities to mental health support and fitness classes. Funded by local government and voluntary or community organisations, these services are free at the point of use, ensuring that participating workplaces incur no cost. Notable examples include the Better Health at Work Award in the North East and Cumbria, Thrive at Work in the West Midlands, and Healthy Cornwall workplace health. The study also focuses on addressing health inequalities and fostering a strong national collaboration among providers, workplaces, researchers, and stakeholders.
Project Management Approach
To meet the demands of this fast-paced, multifaceted project, a comprehensive suite of project management services was deployed:
Administrative and Executive Support:
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Provided direct admin support to Dr Laura Kudrna, ensuring effective communication and project progression.
Digital and Communication Initiatives:
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Designed and developed the WHISPAs Study website (www.whispas.co.uk) as a central hub for information and engagement.
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Created and managed a monthly newsletter, quickly growing its reach to 400 recipients to bolster our network and opportunities.
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Managed a monthly webinar programme, coordinating logistics and speaker schedules.
Team Coordination and Financial Management:
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Oversaw the Research Assistant and suppliers, ensuring that all deliverables were met on time.
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Managed project budgets, expenditures, contracts, and financial arrangements in partnership with the university’s research support team.
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Monitored deadlines and key milestones to maintain the project’s momentum.
Stakeholder Engagement and Event Organisation:
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Managed 17 Patient and Public Involvement and Engagement (PPIE) members, organising meetings, travel, accommodation, events, and processing payments.
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Organised a team strategy day in London with university partners and advisory board members to align strategic objectives.
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Played a key role in establishing the advisory board and served as the secretariat for committee meetings.
Launch Event:
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Developed and executed a high-profile online launch event designed to generate excitement among universities and organisations interested in workplace health and wellbeing. The event successfully built a substantial email list (reaching hundreds) and attracted 150 online attendees, including senior academics and influential figures in the field.
Impact & Outcomes
The coordinated, multi-disciplinary approach adopted for the WHISPAs Study ensured that every element of the project was delivered on schedule and to the highest standard.
Highlights include:
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A fully operational, professionally designed website and active digital communications, including a rapidly growing newsletter.
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The successful orchestration of a launch event that generated significant interest and established a robust network of stakeholders.
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Effective management of a diverse team, ensuring that administrative, financial, and operational aspects were seamlessly integrated.
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Establishment of a national collaborative framework that lays the groundwork for future workplace health and wellbeing initiatives.
Dr Laura Kudrna summarised the success of the project:
"We extend our heartfelt gratitude to Tom for his exceptional work in managing several major projects at the University of Birmingham. Thanks to Tom's professional and proactive approach, everything — from our website to events, finance, and reporting — ran seamlessly and on schedule. His meticulous attention to detail and comprehensive planning were invaluable. Thank you, Tom, for anticipating our needs and ensuring the success of our projects."
– Dr Laura Kudrna, Centre for Urban Wellbeing Co‑Director & Assistant Professor, University of Birmingham
Conclusion
The WHISPAs Study stands as a testament to the power of agile and integrated project management. By bringing together various teams and stakeholders within a constrained timeframe, we have laid a robust foundation for impactful research into workplace health and wellbeing. I am delighted to continue supporting Dr Laura Kudrna and the University of Birmingham on future projects.