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MANAGING THE LIBRARY

This article discusses various aspects of library management, including planning, organizing, staffing, directing, controlling, budgeting, and evaluating. It covers topics such as environmental assessment, formulation of vision and mission, identifying user needs, departmentalization, library organizational structure, staffing, directing, controlling, and budgeting techniques. The article also discusses evaluation methods and SWOT analysis.

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MANAGING THE LIBRARY

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  1. MANAGING THE LIBRARY Arlinah i.r arlinah@petra.ac.id

  2. ASPECTS OF MANAGEMENT PLANNING ORGANIZING STAFFING DIRECTING CONTROLLING BUDGETING EVALUATING

  3. PLANNING PROCESS Environmental assessment Identify OT Action planadjust policies/procedures Matching process Formulation: Vision/mission/goals etc Identify value Identify SW budgeting Internal evaluation implementation Feedback mechanism-evaluation

  4. Environmental assessment EXTERNAL ANALYSIS“looking around” INTERNAL ANALYSIS“self study process” FACTORS Social Economic Technological Cultural Demographic political FACTORS Staffs Services Systems Resources ( financial, physical) Current strategies IDENTIFY User needspartners/competitorsrelevant models Public input

  5. FORMULATION CREATE VISION ACTION PLAN: Facilities plan HRD Plan Organizational plan Services plan Financial plan MISSION STATEMENT STRATEGICPLANNING GOALS & OBJECTIVES

  6. Organizing • Determining the specific activities necessary to accomplish the planned goals • Grouping the activities into a logical framework or structure • Assigning these activities to specific positions and people • Providing means for coordinating the efforts of individuals and groups 1

  7. METHOD OF DEPARTMENTALIZATION/SPECIALIZATION • Number • Function • Territory • Equipment • Customer • Product • Form of resources • Subject • combination 2

  8. departmentalization based on function • Administration • Personnel, secretarial, financial • Technical Services • Acquisition, processing, preservation • User Services • Circulation, Reference, searching, interlibrary loan • Promotion and Networking • Exhibition, library guides, user education 3

  9. Library Organizational structure ( hierarchy) Head administration Tecnica sevices User services acquisition processing circulation reference 4

  10. Library organization ( flat) head acquisition processing circulation reference administration 5

  11. Coordinating mechanism Mintzberg: • Mutual adjustment/informal communication • Direct supervision ( vertical hierarchy) • Standardization of work processes ( policy, rules procedure etc.) • Standardization of Outputs/products • Standardization of skills (accredited) 6

  12. STAFFING • Types of staff : • Professional, para-professional, library technicians, clerks, Subject specialist , technical, students ( education, skills, experiences) • Full-time vs part time • Job description • Job title, job activities, responsibility, rights 1

  13. STAFFING : TASKS 1 • RECRUITMENT & SELECTION • ( advertising, application form, verification, testing, interview, hiring ) • TRAINING & STAFF DEVELOPMENT • Informal vs formal • Attitude, knowledge, skills • Individual vs group • In-house vs outside • Seminar, workshop, conference. Further study • Career path • writing 2

  14. STAFFING : TASKS 2 • EVALUATION/PERFORMANCE APPRAISALS • Methods: essay, ranking/ rating scales, interview • COMPENSATION • Determination of salary • Development of salary scale • Salary increase • Recognition and rewards • Benefits ( retirement, insurance, leaves etc. ) • PERSONELL POLICIES AND PROCEDURES • Conduct, working hours, etc. 3

  15. DIRECTING • Leading • Style of leadership ( Likert) • Exploitative-authoritative, benevolent-authoritative, consultative, participative • TQM • Motivating (Maslow’s Hierarchy of Needs) • Communicating ( written, oral, non-verbal

  16. CONTROLLING 1 • Establishing criteria, standard ( policy, budget, personnel) to achieve objectives • Monitoring the outcome periodically ( personal observation, statistical data, oral/written reports, • Providing feedback mechanism -> efficiency and effectiveness in the achievement -> suggesting adjustment, alternatives • Prevention (planning/goal setting, automated system) 1

  17. CONTROLLING 2 • Standard : • those relating to material ( quality, quantity, cost, time) • Those relating to moral aspects ( code of ethics) • Internal vs external control 2

  18. BUDGETING TECHNIQUES • Line-items budget( dividing into broad category) • Salaries and wages, materials and supplies , equipment, capital expenditures • Formula budgets ( per student etc) • Program budgeting -> Planning Programming Budgeting System

  19. EVALUATION • Cost-benefit analysis • Budget analysis • Performance evaluation • Collection evaluation • Management information system • Self-evaluation • SWOT analysis

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