Vivienne Piroli Deputy Library Director

Simmons College

Shanti Freundlich Research Services Librarian

Simmons College August 2012

1. Identify + articulate the purpose, scope, goals, and resources of a priority in order to transform it into an actionable project.

2. Generate project documentation in order to structure a high volume of library initiatives.

3. Prepare to implement an effective cross-functional project management approach in order to encourage non-hierarchical leadership throughout the library.

A bit of context. DIY Activities. Lessons Learned. Wrap up.

Simmons College • Small, liberal arts college in Boston, MA. • Over 1,900 undergraduate women. • Over 3,000 graduate women and men.

Beatley Library • During the Priority Groups projects,

we had 24.6 FTE in the library. • 21 professional librarians and

paraprofessional library assistants served on Priority Groups.

• Professional librarians were each on three groups.

• Library assistants were each on two groups.

Initial Plan

Brainstorming

Write Project Definitions

Implementation

Go Live!

Recommendations

Evaluation

Future Directions

Planning

2nd iteration

Streaming Media.

Support Online Learning.

Library Services Needs Assessment.

Policies and Information Audit.

Patron Driven Acquisitions.

LibGuides.

Internal Information Architecture.

Journal Article Acquisition.

Collection Development Policy.

Discovery Systems.

Access to Archival + DIR Collections.

Accomplishment Highlights: • Analyzed current PDA practices and strategies in

order to define and describe the options, and to recommend next steps to pilot.

• Based on PDA practices, created a Purchase Inclusion Checklist to streamline request approvals, to assist the Collection Development group, and to set up profiles in pilot e-Book PDA system and GIST.

• Successful chose a PDA pilot program.

Accomplishment Highlights: • Created a three-tiered Collection Development Policy

model. • A draft of tier one was approved and shared with all

Library staff. • A draft of the tier-two outline was developed and

approved. • Several segments of tier two were drafted, including

some that were influenced by the work of other priority groups.

• Created a timeline for completing the second tier and developing the third tier.

Accomplishment Highlights: • Based on literature review, background data, and

product trials, recommended Swank’s Digital Campus product for feature films, VAST: Academic Video Online for documentary films, and Classical Music Library for music.

• Created a library how-to guide to finding and using streaming media.

• Marketed collaboratively with Academic Technology; and providing outreach and training to faculty.

• Followed best practices for streaming media in academic libraries; including recommending collection- and title-level access to the videos in the VAST collection.

The Simmons College Mission: To provide transformative learning that links passion with lifelong purpose.

The Simmons Library Mission: Beatley Library connects the Simmons College community to information, discovery, and learning.

Information Literacy

Resource Management Discovery

Engagement +

Outreach

Patron Driven Acquisitions

Streaming Media

Collection Development Policy

Resource Management

Discovery

Information Literacy

Engagement +

Outreach

• Write down 3 potential drivers:"big picture" ideas, constant to-do items, concepts from ShareAcademy, etc.

• Give each potential priority a driver.

• How does [this idea] support my library's driving principles?

• How does my functional area support

[this idea]?

WHAT WE'LL DO + WHY.

AND

DEFINE YOUR OWN SUCCESSFUL END.

“The priority has been successfully met when this group presents a recommendation for pilots and/or systems to implement in the next fiscal year.”

“The priority will be successfully met with the completion of a three-tiered collection development policy model, the draft and approval of tier one, the design and completion of at least three segments of tier two, and the proposal of timelines for completing tiers two and three.”

“The Streaming Media group will make recommendations for the acquisition and implementation of appropriate media collections and platforms for media delivery.”

Write down your favorite DIY Priority, and your name.

Pass it to the left.

Write down 1 thing the group will accomplish.

Pass it to the left.

Write down 1 reason why this project will benefit a library.

Pass it to the left.

Write down 1 thing that must be done to complete this project.

Pass it to the left.

Take the "pie" out of the sky and turn it into a recipe. Articulate what you are definitely doing AND not doing.

Project Definition Task Sheet Final Summary

You're welcome to use and

adapt these templates; let us

know how you're using them!

Purpose

Goals + Objectives

Scope

Tentative Timeline

Summary Statement

Task Definition

Schedule

Responsible

Accountable

Support

Informed

Consulted

Summary

Assessment of Objectives

Recommendations

• Provides an organizational structure. • Offers consistency across groups. • Intent, action, and results are evident at a

glance. • Library administration can easily view the

progress and status of any project. • Helps to manage resources and time.

Working in groups of 3-4, look at the project definition document and think about a priority for your library: • What resources would help you complete the

definition document? Are some headings challenging? Why?

• Are there headings you would omit or others that

you would add?

• Structure groups for variety of perspectives and experience, not for comprehensive representation.

• Maximize all available resources.

• Generate a culture of collaboration.

• Provide connections between priorities.

• Link individual functional work to big-picture ideas.

• Appoint coordinators with project administrative responsibilities.

• Develop a steering group of project coordinators.

• Communicate progress to library administration and across the library staff.

• Refer to the RASIC outline in the Task Responsibility Matrix.

In groups of 3-4, discuss strategies you would use to:

• Create cross-functional teams • Facilitate non-hierarchical decision

making

Defining goals clearly.

Creating cross-functional groups.

Developing collaborative work opportunities.

Accomplishing a large volume of work in one year.

Using all available resources.

Linking big ideas to individual functional work.

Sharing diverse points of view.

Encouraging information transfer through librarians being on multiple priority groups.

Standardizing the documentation for all groups.

Ensuring we don’t emphasize process over deliverables. Balancing the work of the priority groups with other projects and functional responsibilities. Understanding clearly how a priority differs from a project and from regular workflows. Offering and sharing more regular updates on the status of priority projects across the staff.

Priority group structure? Priority project work? Other lessons learned?

Vivienne Piroli Deputy Library Director vivienne.piroli@simmons.edu

Shanti Freundlich Research Services Liaison Librarian shanti.freundlich@simmons.edu

Simmons Library www.simmons.edu/library

1. flickr/vancouver 477/Rick E Dick 3. flickr/long division/Marty Desilets 10. flickr/Untitled [Explored]/Dave Morrow 15. flickr/vancouver 216/Rick E Dick 17. flickr/minimal#18/Namelas Frade 18. flickr/Apple Pie/Vita Arina 19. flickr/Brainstorm/Marcos C. 23. flickr/More(fle)tti/Jean Lemoine 25. flickr/Crayon Test/Paul Stein 26. flickr/Well isn’t this nice/Silke Gerstenkorn 30. flickr/Weconomy: un cervello di cervelli/weconomy book 31. flickr/hello?/splityarn