Collaboration and Change: Lessons Learned from a Merged Library Experience

Collaboration and Change: Lessons Learned from a Merged Library Experience

Julie Kowalewski WardUniversity Access Services ManagerSan Jose State UniversityDr. Martin Luther King, Jr. LibraryAccess Services Conference - November 11, 2011

1Agenda

Dr. Martin Luther King, Jr. Library: A merged environment

Managing Change

Successful Collaboration

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3

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

4Dr. Martin Luther King, Jr. LibraryNearly 2 million volumesSeats 3,50040 group study rooms300 public access computers90 Laptops and 26 iPads for student checkoutAmazing art by Mel ChinAnnual circulation over 1.5 million

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

6Comparison of SJSU and SJPL System 7Comparison of SJSU and SJPL System 8King Library Circulation 9Access Services DepartmentSJSU onlyCourse Reserve ProcessingSJSU Student Patron Load

SJPL onlyInterbranch DeliveryChildrens RoomYouth Services

Circulation DeskWelcome DeskSorting RoomCall CenterPeriodicals DeskStack MaintenanceDocument Delivery Service

10What we shareA buildingStaff work spaceOnline staff scheduleService pointsCirculation systemLibrary catalogIntranetAccess to databases from within King Library

BudgetsAdministrationPersonnel processesEmail SystemsCalendar systemsUnionsPay ScalesHolidaysPhilosophies

What we dont share11 SJSU Mission SJPL Mission Statement Statement San Jos State Universitys Dr. Martin Luther King, Jr. Library advances the University mission of expanding knowledge through research, instruction, and scholarship. Through our partnership with the San Jos Public Library and other organizations, we provide students, faculty, and members of the community with information resources and life-long learning opportunities.

San Jos 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.12In the beginning

We had to rethink everything

Clashes in personality, philosophy, culture

We learned from each other.

13Library Culture

14Culture ShockSJSU Library SJPL LibraryPatronsCustomersProtected HoldshelfSelf Service HoldsCheck the stacksWell page it for youCall Number OrderMarketing for Browsing15Changes for University StaffLack of control over own scheduleDramatic increase in circulationWorking with Public Library CoworkersInteracting with public library patronsPhysical move of library from central campus to outskirt with city

16Changes for Public Library StaffDealing with faculty and studentsBeing located on campusWorking with University CoworkersUniversity staff scheduled differentlyFacilities handled by University Facilities Department17Merged, but Not Merged

18You arent the boss of me!Merging two different organizations19But what about the Branches?King Library is different.

20 Merging TogetherCirculation Policies

Fine structures

Combined meetings

Sharing Celebrations

21Coming ApartDivergent Circulation policies

Separate Websites with a joint portal22Original Combined Website

23New Portal Page for San Jose Libraries

24Separate WebsitesSJSU websiteSJPL website

25The Marriage AnalogyThe ProposalThe Prenuptial AgreementPre-marriage CounselingThe WeddingThe HoneymoonReality Sets InThe Seven Year Itch

26The Beauty of King LibraryBeautiful buildingProvides an amazing collection of resourcesPut San Jose State University on the mapA showcase for the campusVisitors from around the worldLife long learning in actionVibrant, unique and exciting place to work27You Cant YELP but love King Library!

28 ChangeChange is Hard! 29Forces of changeBudget cuts Technological changesCustomers expectationsLoss of institutional memoryNew managers and administrators 30Changes due to Budget CutsSJPL30% overall staff reduction over three years50% reduction in higher level classifications35% reduction in part time clerks, pages, aidesSJSU51% reduction in student assistant budget over four yearsStaff furloughs in 2009Staff layoffs in 2010

31King Library Access Service Staff

32Changes due to Technology

33Adjusting to Technological Change

34Playing with TechnologyDigital Petting ZooYouTube Videos FacebookChecking out iPads

35Change 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.

36Overcoming ResistanceThe Borg AnalogyTalk to people!Acknowledge lossWorst case scenarioBe prepared for unforeseen consequences 37Implementing ChangeThe more you do - the easier it getsPilot projectsBuilt in evaluationLearn from mistakes

38Factors to ConsiderBe positive Give people time to adjustAddress concerns as they ariseDelegate doing the actual work leads to investmentKeep your sense of humor!

39Change Done PoorlyWe 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

40Effects of poorly implemented change

Low moraleDevalued staffLow productivityBurnout

41Change done well Staff:Are part of the processAre invested in the changeHave opportunity for feedback May not like it but feel valuedCome to see advantages to the new way

42Collaboration43If Change is HardCollaboration is Harder!44What makes collaboration easier?

TRUST!Established relationshipsRemaining open and flexibleSeeing the long term benefits.45What Makes a Successful CollaborationEveryones needs are addressedFocus on benefitsCompromiseEmbrace inelegant solutions46Factors to consider

Choose your battlesDont win your battle and lose the warStrive for Win WinKnow your bottom line

47Benefits of CollaborationStretches your thinking.Forces you to do things you might not try on your ownCreative solutionsWider skill set and brain powerMakes you truly focus on end result

48Benefits of a Merged LibraryMore varied collectionMore shared resources available to allBoth university and public communities benefitExpanded skill set in staffDifferent staff perspectives

49Thank you!Questions?

Julie Kowalewski WardUniversity Access Services ManagerSan Jose State UniversityJulie.kowalewski-ward@sjsu.edu408 808-234350