ARLD - April 25, 2003 Organizational Change: DeWitt Wallace Library Macalester College Going from...
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Transcript of ARLD - April 25, 2003 Organizational Change: DeWitt Wallace Library Macalester College Going from...
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Going from “Good to Great” in Turbulent Times: Changing Library Organizational Structures
DeWitt Wallace LibraryMacalester College
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Introduction
Reorganizing, re-structuring, re-engineering, …making do with less
Staying ahead of constant and rapid change Overcoming a climate of negativity Developing a climate that rewards process
improvements Implementing new services, being creative and
innovative Combating the “deserted library” syndrome –
perceived or real Transitioning to digital library while preserving print
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Outline for today
Background on Macalester Brief overview of process of organizational
change Development of cross-functional working
groups Development of Performance Measures Ongoing change and future developments Model as it applies to other academic
libraries
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Background on Macalester
Small-medium sized liberal arts undergraduate college 1800 students, 150 faculty, 350 staff “emphasize academic excellence in the context of
internationalism, diversity, and commitment to service” Library staff currently is 18.11 FTE (20) 11 staff members with an MLS, 9 without an MLS
No faculty status Member of CLIC consortium – 8 institutions
Shared integrated online system – CLICnet Staff participation on working groups and committees within
CLIC
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Organizational Change at DeWitt Wallace Library, Macalester CollegeWhy did we start back in 1996…
Tasks that had migrated from traditional department structure Outdated job descriptions New tasks, new responsibilities, increased workload – no
new staff New systems, new services Need to improve communication - more interconnections,
decisions that impacted others Need to improve decision-making Need to eliminate some tasks – prioritize Morale
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Guiding principles
A commitment to collaboration in which ideas and skills of others are recognized and valued – all voices are equal –
My philosophy - all staff are “professionals” Process was always all-staff inclusive Desired outcome – less hierarchy, flatter organization
Maintain traditional services – preservation of print and non-print materials
Strive to be innovative and introduce new information technologies
Continuous, ongoing training – learning organization Defined the ideal organization…
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
The ideal organization – as defined in 1997 Everyone knows what is going on Team leaders are a cohesive group Everyone is involved/committed Team members and team leaders are empowered
to make decisions Everyone on campus views the library as accessible
and responsive We have flexible staffing to respond to changing
needs
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Ideal, cont’d
Everyone is stretching, growing, or enhancing his/her capacity to create and learn
Visions of the direction of the enterprise emerge from all levels
Responsibility of top management is to manage the process whereby new emerging visions become shared visions
(+more; formed by staff, agreed upon on May 29, 1997)
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Changes in organization
Teams Formed Collection Management Public Services Technology and Administration
Job classification Library Associate Senior Library Associate Library Specialist Team Leader
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Vision, Mission, Goals
User-centered library Personalized and
customized service Emphasis on outreach
and marketing Ongoing feedback and
evaluation
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Technology&
AdministrationTeam
Public Services
Team
ManagementTeam
Collection Management
Team
Three Teams + Management Team
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
What do we currently have in 2003? Shared vision
Shared values Strategic Plan based on “Strategic Directions” – 3
years – developed in January 2002 Teams – 3+ Management Team Cross-Functional Working Groups – members from
each team Performance Measures/Personal Portfolios –
Strategic Frameworks for teams, working groups, and individuals based on strategic plan
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Cross Functional Working Groups Proposed in 1999 Improve collaboration – less work centered
in just one team To effectively accomplish library goals Improve/increase communication Increase participation in decision-making Encourage all library staff to participate in
areas according to interests, skills, and expertise
Two areas left untouched Performance Measures Outreach and Marketing
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Started with a few groups…
Staff Training and Development Committee – model that was used to develop cross-functional teams
Collection Development – involved public services and technical services
Web Development – all teams contribute to library web site information Staff Intranet
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Reporting Structure
Team members continue to report to team leaders Evaluations conducted by team leaders Working groups included team leaders Decision-making
No budgetary implications – decision within groups Budgetary or procedural changes – to Management Team
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Groups defined
Statement of Purpose Identified membership – reps from each team Decision-making authority (who did group
report to) Meetings – frequency Communication – minutes taken and shared
with staff Recently added Library Digest Newsletter
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Existing Working Groups – includes at least one member from each team Collection Development
Special Collections Ejournals Preservation
Outreach Preservation Reference
Instruction Staff Training & Development Student Employment Web
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Two more items
Performance Measures Staff Training and Development
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Performance Measures/Personal Portfolios Developed in 2000, implemented in June 2001 Full year implementation 2002 Features
Each team has a strategic framework tied to library strategic plan
Each team member has personal goals tied to team strategic framework
Personal goals may be part of working group or team strategic plan
Measurable goals – milestones, outcomes, deadlines Peer reviews twice a year Total staff “buy-in”
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Staff Training and Development In order to be a learning organization
Every staff member participate in a professional development opportunity Workshop Professional conference Symposium Course (Science Museum)
January – In House Training Opportunities Professional development included in
performance measures
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Rewards and Recognition
Performance measures and merit increases Milestone Celebrations – annual lunch Fun – personal recognition, staff meetings
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
What’s working…
Improved communication Staff training – every single staff member
participated in a continuing education, conference, or workshop experience in 1999-2000, 2001-2002 Budget for 2001-2002 increased funds
Outreach group finally formed Collaboration greatly improved Performance reviews occur annually, much
better participation by staff
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Ongoing Change and Future Developments Job classification and ladder of
advancement Liaison program Ongoing review – January is our month for
planning and development of goals January 2003 – reviewed organization and
agreed “it’s working”
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Model as it applies to Academic Libraries Flattened hierarchy Automation and interconnectivity of all areas
a major influence in our development Faculty status may be an issue Macalester culture a factor Collaboration within library - improved Collaboration with faculty – developing
Center for Scholarship and Teaching
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Strategic Directions
New initiatives – campus portal (LESTER) development made possible by this organizational structure
Ongoing change – new technologies, new software, new processes SFX implementation Tested Virtual Reference Wireless in the library 1st library in CLIC to implement eReserves in 1997
Information Fluency – pilot project for 1st year seminars
More outreach, more programs, more instruction
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Conclusion
Are we better off today than six years ago? How much is structure and how much is staff? Would this work somewhere else? Depends on the
culture of the organization. Has the staff become more flexible and adaptive?
Catalog librarians working at the reference Leadership - participatory, walk around regularly,
more delegation – always with an eye on inclusion
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Challenges and Opportunities Greatest challenge is to have everyone engaged
and in agreement on the direction the library should be heading and which priorities should receive the most attention and effort.
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Leaders don’t drive change
“You drive a car. It is a machine that you control, with the aim of getting where you want to go. The car takes you there. You do not ‘drive’ a plant to grow…Nor, we would argue do leaders ‘drive’ their organization. The organization is a human community. It is a living system, like the plant…There is no one driving it. But there are many tending the garden.” [Peter Senge, The Dance of Change, p.21]
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
Your comments or questions?
ARLD - April 25, 2003
Organizational Change: DeWitt Wallace Library
Macalester College
You will find the presentation@
www.macalester.edu/~fishel/arld2003.ppt
Thank you!