Organizational Changes within the Libraries to Innovate and Improve Services
Since the late 1990s the UM Libraries have been resolutely on the path to a team-based, learning organization. This new direction became evident with the 1998 consolidation of the undergraduate and graduate general library collections and services and also with the formation of subject teams with librarians having integrated duties (individually and within the teams) for collection development, instruction in use of the Libraries’ resources, and provision of reference/information services. The benefits of the changed structure are flexibility and responsiveness to user needs, to changing patterns of scholarly communication and to opportunities provided by new technology. For several years now the Libraries have consistently measured user needs and satisfaction through the Libraries MIS office and participation in Association of Research Libraries new measures programs like LibQualTM the national assessment of library service quality. These assessment efforts are ongoing. Together, organizational development and assessment are key elements in the Libraries ability to move to model of constant change to adapt services to new user needs and a changing information landscape.
The new direction was further reinforced and expanded with the development of program teams, the creation of an educational program for library staff and divisional plans for changed structures and functions. These efforts have led to the development of best practices for how work and collaboration are accomplished across the divisions among library staff. Workshops and other learning activities led by experts, plus the creation of the positions of Assistant Dean for Organizational Development, Manager for Staff Learning and Development, and Coordinator for Personnel Programs supported and continue to support library staff in learning to work and provide service differently.
Divisions providing the Libraries’ infrastructure have engaged the team philosophy as appropriate to the services they provide internally. For example, Technical Services undertook a comprehensive program review in FYs 2001 and 2002 and emerged with a new framework that addressed eight organizing principles, including these:
- The structure will support a streamlined workflow.
- The structure will rely on a staff that has a broad knowledge base and is cross-trained in multiple activities.
- The structure will be supported by teams, which serve to provide leadership and coordination between physically separate production groups and divisions.
In the last two years fiscal and staffing challenges have tested the strength and depth of the Libraries’ developmental, planning and operational focus. That testing is expected to continue in the next five years. However, in five years, the UM Libraries should have achieved more fully the following objectives pertaining to organizational development:
- Momentum and innovation have continued, regardless of periods with declining or static fiscal and staffing resources;
- Fundraising, including grantsmanship, are consistently productive operations;
- Decision-making realms, for improved communication and results, are clear and understood by most library employees;
- Shared governance with the Library Faculty Assembly is effectively practiced.
- Teams are actively engaged in shared, collaborative work.
- Continued development of and learning by staff have progressed and have been demonstrated to improve the organization’s performance;
- Performance review and development (PRD) for exempt and non-exempt staff and work planning and performance review for library faculty are core processes and are used primarily as developmental tools;
- The Libraries have a culture of assessment;
- There is a strong and growing cadre of leaders in the team-based environment;
- There is staff-wide consensus on expectations and accountability for organizational citizenship;
- The Libraries are a mature multicultural organization;
- The Libraries have successfully developed and carried out recruitment and retention efforts for a diverse and changing workforce.
