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Reorganizing the College Library

Reorganizing the College Library

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Reorganizing the College Library

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  1. Reorganizingthe College Library Colby’s Foray into the Future Dr. Clem Guthro, Director of the Colby Libraries Maine Academic Libraries Day, June 14, 2013

  2. The Way We Were • An organizational model that evolved over time • Traditional organization • Public Services • Technical Services • Branch Libraries • People played multiple roles • Management Team (2 Assistant Directors and 2 branch librarians)

  3. Our Organization up to June 30, 2012

  4. Reasons for Change • Libraries had changed – we had not • Some elements of our work were being ignored or fell through the cracks • Staff were feeling “fractured” in their work assignments • Formal strategic planning process 2010-2011 • Some goals could not be accomplished • Promised to focus on people/staff organization

  5. The Change Process • Hired Maureen Sullivan- Organizational development consultant • Maureen helped us design a process • Reorg group chosen (3 librarians-3 support staff) • Toni Katz, Assistant Director for Technical Services • Suzi Cole, Science Librarian • Darylyne Provost, Reference and Instruction Librarian • Bob Heath – Reserves Coordinator • Maggie Libby – Visual Resources Curator • Eileen Richards – Circulation Supervisor

  6. Marching Orders • Focus on the new work of libraries • Focus on faculty and students as primary customers • Input from all staff • Input from faculty • Input from other libraries who were reorganizing • Rethink management of the branch libraries • Consider giving computer support back to IT • Three month time frame

  7. The Work • Reorg Group had many meetings- about 200 hundred hours over three months • Provided a variety of opportunities for staff input • Several check-ins with the Director for input • Several meetings with Maureen

  8. The New Model – January 2012 Graphic Representation New Work Groups Group A – Physical Presence Group B – Engagement Group C – Virtual Presence Group E – Processing Group E – Digital and Special Collections

  9. Presenting the New Model • Presented to the Director • Vetted with the VP of Academic Affairs • Vetted with Human Resources • Presented to all staff – December 2011 • Feedback – two weeks • Signoff – December 19, 2011

  10. Moving People • 26 people plus the Director • Everyone given three weeks to choose where they saw themselves in the model • Director provided an opportunity for people to change assignments • Seven people made major moves • Job descriptions need to be written for every job • Compensation needed to be addressed

  11. Walking to the Edge of the New • Group leaders were chosen by the Director • New groups met to define their work • Groups decided on official group names • Every job description was re-written • Struggle/conflict between existing and emerging • Soft rollout- June 1, 2012 • Official new model – July 1, 2012

  12. New Model Redux

  13. Leadership • New Leadership Team (6 Assistant Directors) • Choosing job titles • Weekly meetings with • Regular minutes that are shared with all staff • More strategic focus

  14. Year One • Everyone worked to find their role and voice • Two new staff were hired • Librarians on sabbatical • One librarian on sabbatical during planning process • One librarian on sabbatical during first 6months of the new organization • Everyone was in learning mode

  15. Challenges • Some tasks were lost in the reorg • Some roles were fuzzy/or conflicted • Some workloads were increased • We needed to let go of old habits/patterns • New people were hired. • External review - 6 months into the reorg • Construction of storage building and library renovation moved up by 2 years

  16. Lessons Learned • Get Human Resources involved early • Staff want more communication • Communication patterns need to change - be patient • A reorganization is a culture change • It takes at least a year to understand how things are supposed to work • Organizations need to grow/evolve

  17. Good Things • Transition from old to new went smoothly • People seemed to be open to the possibilities • Significant increase in outreach to faculty • Increase in interaction with students • Increase in digitization and Digital Commons • External review validated the reorganization

  18. Looking forward • Assessment of parts of the reorganization after end of first year • Re-examine the Strategic Plan for priorities • Staffing • Renovation will change the way we work • New partnerships with Writer’s Center, Academic ITS, and Center for Teaching and Learning in renovated library