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Improved Communications

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  1. Improved Communications Working Group: Lura Joseph, William Maher, Scott Walter, and David Ward

  2. Communication between the EC and the faculty Have been improved communications, especially through use of the EC web site Vs. EC unresponsive and does not adequately consider both sides of issues Concerns: not sufficiently detailed, timely, or informative

  3. Communication between the EC and the faculty • Suggestions and Requests: • more direct communication from EC members • more opportunities to their opinions considered as part of EC discussions • more time to provide feedback • eliminate short deadlines that suggest that faculty input was perfunctory • acknowledge feedback when it has been received.

  4. Communication between administration & faculty • Anecdotal insights only. Ranging from satisfied to: one-sided & echo chamber • Satisified: LIBNEWS, State of Library, Faculty Meetings • Need to generate more debate at faculty meetings • Administrative Council structure not always most efficient way of communicating to units. • Divergence on whether should make EC more representative based on Divisions, but regardless, need for improving communications between EC and divisions

  5. Communication between administration & faculty (contd.) Sense that there is a timidity among faculty, or even self-censorship This concern came from untenured, senior faculty, and some with administrative responsibility Must work to set fears at rest perhaps through “point|counterpoint” presentations.

  6. Communication within the faculty E-mail, LIBNEWS-L, and LIBFAC-L useful for sharing, but not as discussion forums Some concern re “dysfunctional” communication, e.g., gossip More concern re general lack of real discussion of substantive issues in public forums, disagreements should be possible without concern for repercussions Variance among divisions in terms of extent of discussion and exchange

  7. Recommendations: Communication between EC & faculty Continue to improve by: Post EC agenda and documents on the website sooner; provide a mechanism for feedback (e.g. wiki, email, etc.) on agenda items prior to EC meetings; Email EC minutes to LIBFAC-L or announce posting of minutes via RSS feed Provide mechanism to suggest EC agenda items Post EC minutes sooner; provide more details

  8. Recommendations: Communication between EC & faculty (contd.) Anonymous feedback form on the EC website similar to the NSM website Set a deadline for all calls for feedback Acknowledge all feedback received from faculty (OTRS-like system?) Have one open EC meeting per semester* Schedule a timed discussion time for agenda topics before some EC meetings Have an EC member visit each division at least once a semester

  9. Recommendations: Communication between EC & faculty (contd.) Provide time at faculty meetings for a more robust discussion on EC’s topics Provide an opportunity for suggesting possible EC agenda items Discuss upcoming EC agenda items at faculty meetings

  10. Recommendations: communication between administration & faculty Achieve greater inclusiveness of faculty in determining strategic directions University Librarian should meet regularly with each Division Increase day-to-day, two-way communication between administration and faculty Associate Librarians should develop more regular communication practices

  11. Recommendations: communication between administration & faculty (contd.) The minutes and agenda of some of the key groups need to be distributed by e-mailing links, including for: Budget Group, Services Advisory Committee, Executive Committee, and Administrative Council Administration should issue more focused communications that clearly lay out what decisions have been made, why, and with what consultation

  12. Recommendations for improved communications within the faculty Clarify understanding of shared governance, its process, and extent Provide guidelines for faculty meeting procedure and etiquette to encourage participation Attempt to change the organizational culture to encourage debate, discussion, and participation Create one online, library-wide bulletin board which can be constantly updated by faculty

  13. Recommendations for improved communications within faculty (contd.) Create more opportunities for casual interactions. Provide more means of across-unit/across-division communication re whole Library Reduce the amount of unexplained acronyms in e-mails and documents. Provide training, perhaps by outside specialists, on effective communication Make more effective use of technology and build people skills