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Collaboration and Change: Lessons Learned from a Merged Library Experience

Collaboration and Change: Lessons Learned from a Merged Library Experience. Julie Kowalewski Ward University Access Services Manager San Jose State University Dr. Martin Luther King, Jr. Library Access Services Conference - November 11, 2011. Agenda.

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Collaboration and Change: Lessons Learned from a Merged Library Experience

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  1. Collaboration and Change: Lessons Learned from a Merged Library Experience Julie Kowalewski Ward University Access Services Manager San Jose State University Dr. Martin Luther King, Jr. Library Access Services Conference - November 11, 2011

  2. Agenda • Dr. Martin Luther King, Jr. Library: A merged environment • Managing Change • Successful Collaboration

  3. History of the Dr. Martin Luther King, Jr. Library

  4. Dr. Martin Luther King, Jr. Library • Nearly 2 million volumes • Seats 3,500 • 40 group study rooms • 300 public access computers • 90 Laptops and 26 iPads for student checkout • Amazing art by Mel Chin • Annual circulation over 1.5 million

  5. View of King Library From the Campus Side From the Public Side

  6. Comparison of SJSU and SJPL System

  7. Comparison of SJSU and SJPL System

  8. King Library Circulation

  9. Access Services Department SJSU only • Course Reserve Processing • SJSU Student Patron Load SJPL only • Interbranch Delivery • Children’s Room • Youth Services • Circulation Desk • Welcome Desk • Sorting Room • Call Center • Periodicals Desk • Stack Maintenance • Document Delivery Service

  10. What we share What we don’t share • A building • Staff work space • Online staff schedule • Service points • Circulation system • Library catalog • Intranet • Access to databases from within King Library • Budgets • Administration • Personnel processes • Email Systems • Calendar systems • Unions • Pay Scales • Holidays • Philosophies

  11. SJSU Mission SJPL Mission Statement Statement San José State University’s Dr. Martin Luther King, Jr. Library advances the University mission of expanding knowledge through research, instruction, and scholarship. Through our partnership with the San José Public Library and other organizations, we provide students, faculty, and members of the community with information resources and life-long learning opportunities. San José Public Library enriches lives by fostering lifelong learning and by ensuring that every member of the community has access to a vast array of ideas and information.

  12. In the beginning • We had to rethink everything • Clashes in personality, philosophy, culture • We learned from each other.

  13. Library Culture

  14. Culture Shock SJSU Library SJPL Library Patrons Customers Protected Holdshelf Self Service Holds Check the stacks We’ll page it for you Call Number Order Marketing for Browsing

  15. Changes for University Staff • Lack of control over own schedule • Dramatic increase in circulation • Working with Public Library Coworkers • Interacting with public library patrons • Physical move of library from central campus to outskirt with city

  16. Changes for Public Library Staff • Dealing with faculty and students • Being located on campus • Working with University Coworkers • University staff scheduled differently • Facilities handled by University Facilities Department

  17. Merged, but Not Merged

  18. You aren’t the boss of me! Merging two different organizations

  19. But what about the Branches? King Library is different.

  20. Merging Together • Circulation Policies • Fine structures • Combined meetings • Sharing Celebrations

  21. Coming Apart • Divergent Circulation policies • Separate Websites with a joint portal

  22. Original Combined Website

  23. New Portal Page for San Jose Libraries

  24. Separate Websites SJSU website SJPL website

  25. The Marriage Analogy • The Proposal • The Prenuptial Agreement • Pre-marriage Counseling • The Wedding • The Honeymoon • Reality Sets In • The Seven Year Itch

  26. The Beauty of King Library • Beautiful building • Provides an amazing collection of resources • Put San Jose State University on the map • A showcase for the campus • Visitors from around the world • Life long learning in action • Vibrant, unique and exciting place to work

  27. You Can’t YELP but love King Library!

  28. Change Change is Hard!

  29. Forces of change • Budget cuts • Technological changes • Customers expectations • Loss of institutional memory • New managers and administrators

  30. Changes due to Budget Cuts • SJPL • 30% overall staff reduction over three years • 50% reduction in higher level classifications • 35% reduction in part time clerks, pages, aides • SJSU • 51% reduction in student assistant budget over four years • Staff furloughs in 2009 • Staff layoffs in 2010

  31. King Library Access Service Staff

  32. Changes due to Technology

  33. Adjusting to Technological Change

  34. Playing with Technology • Digital Petting Zoo • YouTube Videos • Facebook • Checking out iPads

  35. Change process • First gather the facts. • Why is the change necessary? • What are the benefits? • Involve people early in the process. • Actually consider the feedback you receive. • Get buy in.

  36. Overcoming Resistance • The Borg Analogy • Talk to people! • Acknowledge loss • Worst case scenario • Be prepared for unforeseen consequences

  37. Implementing Change • The more you do - the easier it gets • Pilot projects • Built in evaluation • Learn from mistakes

  38. Factors to Consider • Be positive • Give people time to adjust • Address concerns as they arise • Delegate – doing the actual work leads to investment • Keep your sense of humor!

  39. Change Done Poorly We all know the process ... So why are we so bad at it? • Personality type attracted to library work • Management – large picture perspective without frontline expertise

  40. Effects of poorly implemented change • Low morale • Devalued staff • Low productivity • Burnout

  41. Change done well Staff: • Are part of the process • Are invested in the change • Have opportunity for feedback • May not like it – but feel valued • Come to see advantages to the new way

  42. Collaboration

  43. If Change is Hard… Collaboration is Harder!

  44. What makes collaboration easier? • TRUST! • Established relationships • Remaining open and flexible • Seeing the long term benefits.

  45. What Makes a Successful Collaboration • Everyone’s needs are addressed • Focus on benefits • Compromise • Embrace inelegant solutions

  46. Factors to consider • Choose your battles • Don’t win your battle and lose the war • Strive for Win Win • Know your bottom line

  47. Benefits of Collaboration • Stretches your thinking. • Forces you to do things you might not try on your own • Creative solutions • Wider skill set and brain power • Makes you truly focus on end result

  48. Benefits of a Merged Library • More varied collection • More shared resources available to all • Both university and public communities benefit • Expanded skill set in staff • Different staff perspectives

  49. Thank you! Questions? Julie Kowalewski Ward University Access Services Manager San Jose State University Julie.kowalewski-ward@sjsu.edu 408 808-2343

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