March 05, 2007

Main

Our Iceberg is Melting

Change is all around us:

• Virtually, with new technology and improvements that our users have come to expect
• Physically, the campus landscape is changing directly around us, and within the library building itself there are changes (walls of reference coming down, computer cluster moving to the first floor from the second, just to name a few)
• Organizationally, there are departments that are assessing workflows, processing, and the best ways to re-invent themselves in order to meet our users expectations

So I thought it would be appropriate for me to review a new book on the "eight-step process of successful change" entitled Our Iceberg is Melting. If you liked "March of the Penguins" and "Happy Feet" then this is the perfect book for you. It is the story of a colony of penguins who haven't changed for many, many generations. Then one day one of them learns that the iceberg they have lived on for hundreds of years "appears" to be melting, and worried about their future, he suggests to the head penguins that they need to move. The ensuing fable is a great way to get people thinking about change and one of the authors just happens to be John Kotter, author of the best-selling management book "Leading Change" (library copy HD 58.8 .K65 1996)

Here is the eight-step process -- the authors give it to you at the end of the book, just in case you want to "get right to the good stuff" but I highly recommend reading the book first.

The Eight-Step Process:
1.) Create a sense of urgency
2.) Pull together the guiding team
3.) Develop the change vision and strategy
4.) Communicate for understanding and buy in
5.) Empower others to act
6.) Produce short-term wins
7.) Don't let up
8.) Create a new culture

Here are some great sources (all accessed 3/5/07) on change management to get you started:

http://www.whomovedmycheese.com/
http://en.wikipedia.org/wiki/Change_management
http://home.att.net/~nickols/change.htm
http://www.fastcompany.com/online/30/toolbox5.html
http://www.strategy-business.com/media/file/resilience-04-15-04.pdf
http://www.bpubs.com/Management_Science/Change_Management/

Marcy Simons

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December 05, 2006

Main

INITIATIVE

You see the word on the performance evaluation, with a short description of the term, but what does it really mean? Bob Nelson wrote an entire book on this one word called "1,001 Ways to Show Initiative at Work". Why? Because it is one of the most effective ways to show you're engaged in the workplace, and ready for more challenges. Here are just a few thoughts from Nelson's book:

Defining initiative: Doing something above and beyond your job description; helping other people; taking risks; seeing an activity through to completion.

When thinking about initiative, keep these four (4) thought-provoking ideas in mind to help you reflect on:

1) Better ways to delight or dazzle internal and external customers
2) Better ways to simplify and improve work processes
3) Better ways to empower all employees
4) Better ways to share critical information with employees so they can feel a greater sense of organizational ownership

A by-product of showing initiative is innovation -- together these two values can help you come up with:

a) ways to improve products/services; b) finding new ways to do something; c) making a task easier or faster; d) saving money; e) enhancing our jobs; and f) increasing your promotability.

Need more ideas to help get you started? Ask yourself these questions:

1) Why was my job created?
2) How does my job relate to others in the organization? (Both library / ND)
3) What opportunities to contribute to the organization exist in my job?
4) How is my job linked to the organization's objectives?

Then, start thinking of "A Better Way":

• Imagine you were doing a task for the first time. Would you do it the way you are doing it now?
• If you had to, how could you do the task twice as fast?
• Do you really need to do the task? What would happen if you skipped it?
• What would be a completely different way of doing the task?
• Can someone else do the task more easily?
• Look for ways to make new ideas work -- not for reasons why they won't
• Make a list of the things you would change in the company, if you could, along with your reasons for changing them. Prioritize the list and plan to take the top items to the next step.
• Learn informal ways of getting things done in the organization.

Who knows -- maybe you will be the one to initiate "the next best thing."

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September 19, 2006

Main

Times they are a-changin'!

Everyone knows that change is inevitable, continuous, and difficult to manage. But have you stopped to actually think about how much has changed in the academic library environment?

The Association of College & Research Libraries has created a Toolkit called The Power of Personal Persuasion: Advancing the Academic Library Agenda from the Front Lines. One of the purposes of the toolkit is to highlight how things have changed not only for librarians, but in the 21st-century higher education environment for faculty and students as well so that we may continue to meet and exceed our user expectations. Below are some of the highlights for the 21st-Century Academic Library:

THEN
*Most services available only when “open�.
*Patrons spend moderate time with print materials and indexes. Some reading and note-taking and much copying.
*Changes in patron needs are assessed and occur at least annually.
*Library a quiet place with individual seating for study.


NOW
*Many services available 24/7
*Patrons spend expanded time on library hardware with little or no note-taking and massive printing or copying.
*Patron needs change and must be addressed continuously.
*Noise! Equipment! One-on-one teaching of hardware/software, vying for seating and finding seats without computers at them! Patrons trying to use print materials and computers and finding no room next to computers.

And, just a few of the ways things have changed for Librarians and Library Workers:

THEN
*Librarians provided reference services and may have specialty areas. *Professional development and learning has been sporadic, periodic, and often issue or product specific.
*Librarians and library staff are more reactive.

Now
*Librarians now must provide a variety of kinds of reference AND specialize AND have many general areas in a wide variety of forms and formats.
*Professional learning and development is now continuous, ongoing, and often more general.
*Librarians and library staff are – and must continue to be – proactive to showcase themselves and to identify and define competitors.


The other purpose of the toolkit is to emphasize how everyone from administrators to the front line staff can play a part in advancing the academic library so that we continue to have a place in the future. If you want to take a look at the toolkit, there is a copy in 221 and a copy in the Reserve Book Room. ~Marcy Simons

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July 05, 2006

Main

May Institute 2006: Spring Forward

In his keynote address, Michael Stephens set the tone for our three-day institute, Springing Forward. His discussion was a perfect way to kick things off as we learned about not just the "how", but the necessity that lies behind the "why" we should be focusing on building our common body of knowledge and expanding our ability to meet changing user expectations.
Expanding on the idea of "user-centered planning", Michael showed us what some of the future technology could look like, and helped us to acknowledge some of the needs tomorrow's user will have. Things like blogging, wikis, RSS feeds for IPOD users, and "Library 2.0" were just a few of the new technologies generating buzz after the Institute.
Following the keynote address were three days of programming that offered all employees an opportunity to build knowledge and skills in a variety of areas including Library Mission, Team Building, Customer Service, Technology and Tools, and Organization & Management; there was something for everyone.

committee
Your comments on the evaluation forms were overwhelmingly positive, offering useful insight into ideas and shared goals for next year's planning team (don't hesitate to respond when the call goes out for volunteers!).
All of the program handouts, several power point presentations, and photos can be found on the institute webpage.
The survey results again showed an overwhelmingly positive response to the Institute, and offered great suggestions for future Institutes. Some of the comments we saw were:


• "The committee did an excellent job in presenting a well-rounded forum to become a better employee, and more importantly, offer unhappy people to reflect why they still choose to work here."


• "I think the fact that staff were encouraged to attend was good for morale and informative. I was energized and ready to go back to work after the three days.


• "Consider hosting the Institute in another location on campus. It 'forces' library people to make the physical/mental commitment to be involved in the processes of the Institute. It was a great opportunity to meet new staff and to have conversations with people who have been here as long as I have been."
Thank you for your participation and support, and remember that it takes "you" to help make us great.


This year's May Institute Planning Team Members were:
• Joanne Bessler, jbessler@nd.edu
• Anastasia Guimaraes, aguimara@nd.edu
• Mandy Havert, mhavert@nd.edu
• Meleah Ladd, mladd@nd.edu
• Pat Loghry, ploghry@nd.edu
• Marcy Simons, msimons@nd.edu
• David Williams, dwillia6@nd.edu
• Lou Wetherbee, lvw99@swbell.net
The institute web site is located at:
https://libstaff.library.nd.edu:990/lib_only/lipt/index.shtml

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April 03, 2006

Main

National Library Worker's Week

Welcome to National Library Worker's Week, and even more importantly for all of us today, National Library Worker's Day! This is a good time to reflect on the work that each one of us does for the University Libraries on a daily basis. Whether you work in public services, technical services, building maintenance, administration, or behind-the-scenes completely working with technology -- it takes all of us working together to accomplish our goals and our mission. Never forget that every single one of us is an integral part of the organization! Thank you for all you do -- enjoy the celebration today in the staff lounge from 1:30-3:30.

National Library Week 2006
Proclamation

This document is also available in Spanish on The Campaign for America’s Libraries Website at www.ala.org/@yourlibrary. Click on NLW 06 icon.

WHEREAS, libraries are part of the American Dream – places for opportunity, education, self-help and lifelong learning;
WHEREAS, our nation's public, academic, school and specialized libraries help people change the world;
WHEREAS, libraries play a vital role in providing millions of people with the resources they need to live, learn and work in the 21st century;
WHEREAS, libraries are changing and dynamic places and librarians are the ultimate search engine, helping people of all ages find the information they need in print and online;
WHEREAS, libraries bring you a world of knowledge both in person and online, as well as personal service and assistance in finding what you need, when you need it;
WHEREAS, libraries are a key player in the national discourse on intellectual freedom, equity of access, and narrowing the “digital divide;�
WHEREAS, more individuals must be recruited to the profession of librarianship and to work in libraries to maintain their vitality in today’s changing workplace;
WHEREAS, awareness and support must be increased for libraries, librarians and library workers by raising their visibility in a positive context and by communicating clearly and strongly why libraries are both unique and valuable;
WHEREAS, libraries, librarians, library workers and supporters across America are celebrating National Library Week with The Campaign for America’s Libraries.
NOW, THEREFORE, be it resolved that we proclaim National Library Week, April 2-8, 2006. I encourage all residents to take advantage of all their library has to offer and come discover all the ways you can change your world @ your library.

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February 13, 2006

Main

New Year Brings New Opportunities

First I have to say thank you to the entire newsletter editorial group and welcome to Elaine Savely who is joining the group. In my absence they put together an awesome winter issue and I am so grateful for the expertise and willingness to serve that this group has, so thank you to:

Diane Kennedy
Susanna King
Laurie McGowan
and Jo Bessler, LEC liasion

I also wanted to let you know about something exciting, innovative, and creative that is happening within Access Services. You may have already heard that Clara Taylor, Reserve Book Room supervisor and myself are switching positions this spring. Training started in January and will continue throughout the next month or so when we will then officially make the switch. Clara and I are both looking forward to the new and different challenges this opportunity presents and have to thank Sue Dietl, Access Services department head and Nigel Butterwick, User Services Associate Director for the proposal and their encouragement. Fresh eyes bring new ideas and we are confident that this will be a win-win situation for the University Libraries. We ask for your help and support through the transition period as we continue the learning process.

Marcy Simons

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December 07, 2005

Main

Winter Holiday Issue

The Staff of the ND Library Newsletter would like to thank all for their patience. We have been working hard to get the newsletter out during the absence of our "editor-in-chief", Marcy Simons. As many in the Library know already, Marcy has been out due to a medical leave. Happily, she is doing well and was even able to join the fun at the Library Christmas Luncheon. Due to scheduling difficulties and time commitments, the ND Newsletter is being posted as a Winter Holiday issue.

Jo Bessler
Diane Kennedy
Susanna King
Laurie McGowan

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September 26, 2005

Main

Recognition Review

As the Performance and Recognition Advisory Group wraps things up, I wanted to share with you some of the highlights and reminders of the many ways we can all take time to recognize one another’s efforts.

~Staff Survey conducted in September 2004
~Survey results led to the University Library’s new on-the-spot recognition program,PEEP (Privately Eyeing Excellent People) which has been embraced
~Recognition Toolkits for all staff, and supervisors – these toolkits give suggestions for rewards, different awards that are available to nominate staff for, and most importantly, they remind us to take the time to “just say thanks� to a co-worker or staff member for the work they do for the University Libraries
~Information on PEEP’s and the Toolkits can be found on UL@ND at: http://libstaff.library.nd.edu/recognition
~Speaking of rewards, it is time once again to start nominating employees throughout the University Libraries – all are invited to reflect on contributions made by their co-workers during the year and to help us bring these contributions to light.

Nominations will be accepted in the same manner as last year in two categories – individual employees and groups. The guidelines for nomination are:
• All individual library and staff are eligible to be nominated for these awards.
• Any employee may nominate any other employee, but no employee should nominate more than three individuals and two groups.
• No individual may win an individual award in two consecutive years, but a person can win and be part of a winning group at any time. This means that an individual may win an individual award in the same year that he/she is honored as part of a group or in the year preceding or following the group award.
• Group awards are for any formal or informal team of two or more people who worked on a common project or who achieved a shared accomplishment. Groups may include official committees, working groups, and teams (including those with non-library members), units, and unofficial groups of individuals who have worked together on a specific project or on resolving a recognized problem.
• Anyone who does not wish to be considered for an award, should notify Jo Bessler by October 17th and your wishes will be honored.
Please note that any library employee -- supervisor, co-worker, staff, faculty, colleague -- may submit a nomination. No form is required, although individual and group nomination forms are available on the Performance Recognition Awards website at:

http://libstaff.library.nd.edu/recognition/awards.shtml

Or, if you prefer to work offline, you can also send a brief note to Jo Bessler, c/o Library Annual Performance Awards Committee (221 Hesburgh Library or Bessler.1@nd.edu), by October 17, 2005.

• For individual nominees, the letter should name the nominee, the nominee’s department or unit, and describe the reason for the nomination.
• For group nominations, it is important to list all members of the group.

To help the reviewers evaluate the nomination, please offer some examples that illustrate the excellence of performance for which the individual or group is being nominated.

Nominations will be reviewed by a committee composed of one member of LEC (Jo Bessler), and last year’s individual award winners (Monica Crabtree, Rob Fox, Ken Kinslow, Joy Schosker, and Michelle Stenberg).

Some positions are not as visible or public as others. Some contributions may only be fully understood by co-workers in the same unit. This is why we urge each of you to alert the review committee to individual achievements that you have seen. We rely on each of you to help us acknowledge less visible, but equally important accomplishments.

This year the names of all nominators will again be placed in a drawing for a $25 gift certificate for lunch at the Morris Inn. Three certificates will be awarded. Any nominator, who wishes to opt out of this drawing, should notify Jo Bessler by October 17, 2005.

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August 17, 2005

Main

The Seven habits of Highly Effective Employee Recognition

The 7 Habits of highly effective employee recognition

  1. Be timely. Don't wait. Praise should be given as soon as possible after the action or achievement occurs.

  2. Begin with proportion in mind. In other words, don't give someone a roundtrip ticket to Paris for a good attendance record.

  3. Put specifics first. Get to the point and identify the positive behavior immediately. Don't weigh down your praise with "setting the stage" rhetoric or beating around the bush.

  4. Think individual-individual. Recognize the individuals who took the positive action. If the action is the work of a group, first recognize the individuals who were most instrumental and then recognize the group as a whole.

  5. Seek first to listen. Get feedback from coworkers for additional praise for the individual. Peer recognition can be more rewarding than just a pat on the back from the big boss in many cases.

  6. Be sincere. Be sincere and show your employees that you care, otherwise the recognition does more harm than good.

  7. Sharpen up on the personal. The recognition should ultimately reflect the recipient's personality. Some people like to be recognized in public, others prefer a more private setting, while others would be happy with a personalized note or card.

From Bob Nelson (www.nelson-motivation.com)

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