sarah fahy reshaping your team

© Allen & Overy 2013 1

Sarah Fahy, Global Head of Library Services

Allen & Overy LLP

Reshaping your team: Threat or Opportunity

© Allen & Overy 2013 © Allen & Overy 201

How can we be positive about

change?

How can we identify the opportunities

change offers us?


The ideal response

– Embrace the concept

– Work to perfect

– Contribute expertise

– Collaborate to create a working plan

– Work productively with consultants

– Direct the outcome based on the best way to meet the firms

needs

– Execute the plan

– In line with the wider firm process


If you change the way you look at things,

the things you look at change

Wayne Dyer


A transformational leader

Inspires followers to share a vision and

empowers them to attain that vision by

providing them with the necessary

resources to develop

their full potential.


In relation to the organisation:

– Has a strong focus on the moral role of the firm

– Has the ability to adapt and realign to a changed

environment


In relation to his/her own management style:

– Leads by example through action and attitude

– Is “self authoring” meaning he/she derives vision from a

core set of values

– Have legitimate power based on integrity and

competence

– Encourages creativity and innovation


How can we identify the opportunities

that change offers us?


Some changes look negative on the surface

but you will soon realize that space

is being created in your life

for something new to emerge.

Eckhart Tolle


Review of all Library tasks:

– Can it be done remotely?

– Assess the level of interaction necessary with internal or

external clients

– The skill level and/or required?

– Cultural environment? City experience?

– Cost differentials

– Map each step of each task showing:

– Who does what

– The level of skill needed

– Interaction points and with whom

– The time each activity takes

© Allen & Overy 2013

No

Example map: subscription renewals

Renewal Received

Senior Admin

Identify location & Users

Senior Admin

Notify Stakeholders

Senior Admin

Renewal request / decision

User

Renewal decision

Senior Specialist / Manager

Collate responses

Senior Admin

Renewal required?

Authorisation required?

Obtain authorisation /

authorise

Senior Specialist / Manager

Renewal Authorisation

Authorising Person

Send renewal / cancellation to

vendor / update records

Senior Admin

Process renewal requirement / send

invoice or credit

Vendor

Process invoice or credit

Senior Admin

Payment authorised

Mgr

Send invoice for payment

Senior Admin

Update library & online journal

records

Senior Admin

No

Yes

Yes

Accounts Payable process

Accounts Payable


Reach recommendations

– How many tasks could be done elsewhere

– The skill level needed to complete these tasks

– How much resource you would need/would lose

= create new roles

= identify those tasks that you cannot move


Recommendations: example

London Operations

(4)

Offshore Operations

(4)

London Enquiries

(6)

Offshore

Enquiries

(3)

Practice group liaison Acquisitions Legal research Company profiles

Collection

management incl.

source selection

Cataloguing Business and financial

research

Basic research eg

press searches,

contact list updating

Stock circulation FSA Handbook

updates

Online product

evaluation

Current awareness Subscription

management

Training and

inductions

Library catalogue

support

Leaver admin

Collection

administration

Financial management

Physical

Client facing

Process oriented

Experience

Cultural

Build from scratch


ACTIVITY LOCAL OFFSHORE

Leadership Setting strategic direction

Aligning to firm needs

Analysing trends

Justifying costs

Ac

co

un

tab

ility

Resource management Financial/People Invoice processing

Information

management

Vendor relationship

management

Contract negotiation

Evaluation of new products

Cataloguing and processing

Administrative support

Research support Legal research

Commercial research

Analysis

Subject expertise

Basic commercial research

Su

pp

ortin

g

clie

nts

Training and inductions Designing and delivering training

Communicating best practice

Cu

lture

Consultancy Auditing user needs

Evaluating sources

Contributing to Know How

projects

Ex

pe

rtise


Threat or Opportunity?

– Accept all change is disruptive

– There will be good and bad

– Embrace it: use it to your advantage

– To promote the unique expertise of your team

– To create a stronger team

– Learn and adapt:

– Create an environment of continuous review – normalise

change

– Use change to empower

© Allen & Overy 2013 © Allen & Overy 201 © Allen & Overy 201 18

Questions?

These are presentation slides only. The information within these slides does not

constitute definitive advice and should not be used as the basis for giving definitive

advice without checking the primary sources.

Allen & Overy means Allen & Overy LLP and/or its affiliated undertakings. The term

partner is used to refer to a member of Allen & Overy LLP or an employee or

consultant with equivalent standing and qualifications or an individual with

equivalent status in one of Allen & Overy LLP’s affiliated undertakings.

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