The Director, The Staff, and The Director, The Staff, and Leadership in the Public Leadership in the Public

LibraryLibrary

Managing and Surviving in an Effective Managing and Surviving in an Effective – – and Democracy-Enhancingand Democracy-Enhancing – –

Workplace Workplace

LS 530 Dr. WeddleLS 530 Dr. Weddle

Quality, Equity, and AccessQuality, Equity, and Access

Privatization vs. OutsourcingPrivatization vs. Outsourcing

Public’s right to know trumps pure efficiency; privatization Public’s right to know trumps pure efficiency; privatization issuesissues Public Law vs. Private, Contract, Tort and Property LawPublic Law vs. Private, Contract, Tort and Property Law First Amendment; Freedom of Information; ConfidentialityFirst Amendment; Freedom of Information; Confidentiality Sunshine LawsSunshine Laws

Private sector business models don’t translate well to public Private sector business models don’t translate well to public libraries, though skillful management is essentiallibraries, though skillful management is essential

Profit shouldn’t be an issue, though fiscal responsibility must beProfit shouldn’t be an issue, though fiscal responsibility must be

Good reads on library privatization : Good reads on library privatization : http://www.cupe.ca/arp/09/7.asphttp://www.cupe.ca/arp/09/7.asp

http://www.privatization.org/database/policyissues/http://www.privatization.org/database/policyissues/libraries_local.html#2libraries_local.html#2

Challenges & PressuresChallenges & Pressures

ChangeChange ConflictConflict InflationInflation Anti-tax movementAnti-tax movement Others?Others?

Information Flow Information Flow

Directives from: Municipality; Directives from: Municipality; community; board community; board Director Director Staff Staff

Messages from Staff Messages from Staff Director Director Municipality; community; boardMunicipality; community; board

Director is “Lynchpin” and so much Director is “Lynchpin” and so much moremore

Many Hats of the DirectorMany Hats of the Director

Visionary LeadershipVisionary Leadership Institutional Value SetterInstitutional Value Setter MentorMentor Bearer & exerciser of authority and Bearer & exerciser of authority and

responsibility for the libraryresponsibility for the library Focus on serving needs of library Focus on serving needs of library

usersusers

Career PatternsCareer Patterns

Probably a majority of public libraries Probably a majority of public libraries are directed by women but…are directed by women but…

The larger the library, the more likely The larger the library, the more likely it is to be directed by a man.it is to be directed by a man.

Career PatternsCareer Patterns

More than half of directors of medium-size More than half of directors of medium-size libraries are between ages 35-44.libraries are between ages 35-44.

For larger libraries, average age is about For larger libraries, average age is about 52 years, with 16-28 years of experience.52 years, with 16-28 years of experience.

Women directors tend to be older than Women directors tend to be older than male counterparts, became directors later male counterparts, became directors later in life, remained single.in life, remained single.

Career PatternsCareer Patterns

Directors tend to find the work Directors tend to find the work deeply satisfying, although:deeply satisfying, although:

Directors of small and medium size Directors of small and medium size libraries are more likely to feel libraries are more likely to feel underpaid and overworked.underpaid and overworked.

Duties of the Public Library Duties of the Public Library DirectorDirector

Deliver best possible library service, Deliver best possible library service, consistent with pre-established consistent with pre-established policies, that can be purchased with policies, that can be purchased with available fundsavailable funds

The Board sets policy, not the The Board sets policy, not the directordirector

Duties of the Public Library Duties of the Public Library DirectorDirector

Staff the libraryStaff the library Plan and carry out programsPlan and carry out programs Assess the library’s progress and Assess the library’s progress and

success and report periodically to success and report periodically to staff, board, and communitystaff, board, and community

Market library services and programs Market library services and programs to the communityto the community

Duties of the Public Library Duties of the Public Library DirectorDirector

Gauge library’s funding needs and Gauge library’s funding needs and articulate them through a budgetarticulate them through a budget

Assure adequate collection of Assure adequate collection of materials to support community materials to support community needsneeds

Provide professional library leadership Provide professional library leadership to the staff and the communityto the staff and the community

Manage and administer the operation Manage and administer the operation of the libraryof the library

Duties of the Public Library Duties of the Public Library DirectorDirector

ExternalExternal FigureheadFigurehead LiaisonLiaison MonitorMonitor SpokespersonSpokesperson NegotiatorNegotiator

InternalInternal LeaderLeader DisseminatorDisseminator EntrepreneurEntrepreneur Disturbances Disturbances

HandlerHandler Resource AllocatorResource Allocator

Manager or Leader?Manager or Leader?

Manager:Manager:

Vested with authority Vested with authority by organizationby organization

The best managers The best managers are also good leadersare also good leaders

Leader:Leader:

Willingly accorded Willingly accorded authority by group authority by group membersmembers

Leadership is integrity, Leadership is integrity, courage, wise courage, wise judgment, empathy, judgment, empathy, persuasion, planning, persuasion, planning, optimism, and optimism, and flexibilityflexibility

Values and VisionValues and Vision

Values = Core Principles; Values = Core Principles; personal (Family, religion, personal (Family, religion, etc.) and professional etc.) and professional (Library Bill of Rights; (Library Bill of Rights; Freedom to Read Freedom to Read Statement)Statement)

Beliefs flow from valuesBeliefs flow from values

Attitudes are situational Attitudes are situational and based upon values and based upon values and beliefsand beliefs

Vision = Clarity of Purpose; Vision = Clarity of Purpose; derived from values, derived from values, beliefs, attitudes, beliefs, attitudes, intelligence, imagination, intelligence, imagination, knowledge and knowledge and pragmatismpragmatism

Effective directors clearly Effective directors clearly articulate vision both articulate vision both internally and externallyinternally and externally

Vision helps directors stay Vision helps directors stay focused on what is best for focused on what is best for the library & community the library & community both short-term and long-both short-term and long-termterm

Power and DelegationPower and Delegation

Authority is different from powerAuthority is different from power Power is earned over time and conferred by Power is earned over time and conferred by

library constituencylibrary constituency Staff support of director and library policy is Staff support of director and library policy is

essentialessential Successful delegation means the right person Successful delegation means the right person

is chosen and is properly trained for the jobis chosen and is properly trained for the job Delegate those tasks which you are overpaid Delegate those tasks which you are overpaid

to doto do The delegated buck still stops with the The delegated buck still stops with the

directordirector

Work PatternsWork Patterns

Directors tend to have poor time Directors tend to have poor time management skillmanagement skill

The Public Service route to the The Public Service route to the director’s chairdirector’s chair

Insecure and overwhelmedInsecure and overwhelmed Too many meetingsToo many meetings Library work is never doneLibrary work is never done ProcrastinationProcrastination

Relations with the BoardRelations with the Board

Performance Evaluation for the Director:Performance Evaluation for the Director: AdministrationAdministration LeadershipLeadership Budget & FinanceBudget & Finance CommunicationCommunication Decision-Making & Problem-SolvingDecision-Making & Problem-Solving Public RelationsPublic Relations Development of Human ResourcesDevelopment of Human Resources Professional DevelopmentProfessional Development

Termination of a DirectorTermination of a Director

Consistent negative evaluationConsistent negative evaluation Written documentation, gathered Written documentation, gathered

over timeover time Termination hearingTermination hearing Lack of “due process” can leave a Lack of “due process” can leave a

library vulnerable to a lawsuitlibrary vulnerable to a lawsuit

Recruitment of New DirectorRecruitment of New Director

Board must:Board must: Establish a search schedule, including Establish a search schedule, including

timeline and budgettimeline and budget Clarify for itself what qualities are Clarify for itself what qualities are

sought, in order to find best fit for librarysought, in order to find best fit for library Decide who will participate in search, Decide who will participate in search,

usually not including the former directorusually not including the former director PerhapsPerhaps hire a consultant hire a consultant

Recruitment of New DirectorRecruitment of New Director

Define the job and/or update the job Define the job and/or update the job descriptiondescription

Develop the search strategyDevelop the search strategy Conduct the searchConduct the search Narrow the field to 3-5 candidatesNarrow the field to 3-5 candidates Decide if the search will be local, regional or Decide if the search will be local, regional or

nationwidenationwide Decide on remunerationDecide on remuneration Decide on necessary qualifications (degrees Decide on necessary qualifications (degrees

and experience)and experience)

Soliciting ApplicationsSoliciting Applications

Recruitment Ads in:Recruitment Ads in: Nearest metropolitan newspaperNearest metropolitan newspaper One or two the following: Library One or two the following: Library

Journal, American Libraries, Wilson Journal, American Libraries, Wilson Library Bulletin, Library Hot LineLibrary Bulletin, Library Hot Line

Also: National ConferencesAlso: National Conferences

Soliciting ApplicationsSoliciting Applications

Advertising for the position is also Advertising for the position is also advertising the libraryadvertising the library

Send candidates full information Send candidates full information packets annual reports, long-range packets annual reports, long-range and master plans, other statistical and master plans, other statistical and narrative in-house and external and narrative in-house and external documentsdocuments

Narrow the list, check references, Narrow the list, check references, and conduct interviewsand conduct interviews

The New DirectorThe New Director

Two most important objectives:Two most important objectives:

1. Put the staff at ease1. Put the staff at ease

2. Learn everything about the 2. Learn everything about the organization and how it functionsorganization and how it functions

The First YearThe First Year

Hold periodic meetings with top and Hold periodic meetings with top and middle managersmiddle managers

Meet both formally and informally with the Meet both formally and informally with the boardboard

Get to know both elected and appointed Get to know both elected and appointed local officialslocal officials

Establish a presence with schools, cultural, Establish a presence with schools, cultural, and social groups and institutionsand social groups and institutions

Get to know people in the mediaGet to know people in the media Make friends with the “Friends”Make friends with the “Friends”

The First YearThe First Year

Get to know other directors in the Get to know other directors in the area and the statearea and the state

Become familiar with relevant data Become familiar with relevant data concerning your library and concerning your library and communitycommunity

Spend time in all library departmentsSpend time in all library departments Take staff on retreat and work on Take staff on retreat and work on

team buildingteam building

The First YearThe First Year

Attend community eventsAttend community events Evaluate library programming; begin Evaluate library programming; begin

bragging to community about bragging to community about strengthsstrengths

Take your time and LISTEN before you Take your time and LISTEN before you make any changes which affect make any changes which affect individuals and/or programsindividuals and/or programs

Plan a vacation and take itPlan a vacation and take it

The First YearThe First Year

Thank people as you goThank people as you go Strengthen staff development Strengthen staff development

programsprograms Use library, board, and community Use library, board, and community

colleagues as mentors, friends, colleagues as mentors, friends, resources, stimulators and sounding resources, stimulators and sounding boardsboards

Use your honeymoon wiselyUse your honeymoon wisely

Relations with StaffRelations with Staff

Challenge, encourage and rewardChallenge, encourage and reward Constructive criticism when neededConstructive criticism when needed Be the staff’s voice to the Board Be the staff’s voice to the Board

(compensation and professional (compensation and professional opportunities)opportunities)

Inform and encourage participationInform and encourage participation

Recruiting New LibrariansRecruiting New Librarians

Make the library dynamic and Make the library dynamic and excitingexciting

Assign professional responsibilities—Assign professional responsibilities—including planning & evaluation – to including planning & evaluation – to professional librariansprofessional librarians

Mentor Mentor

Professional LibrariansProfessional Librarians

Professional Librarians hold MLS or Professional Librarians hold MLS or equivalent, sometimes additional equivalent, sometimes additional graduate degreesgraduate degrees

Serve in leadership positions, direct Serve in leadership positions, direct departments, plan and develop departments, plan and develop programs, oversee non-professional programs, oversee non-professional staffstaff

Professional LibrariansProfessional Librarians

Seek autonomy, variety, innovation Seek autonomy, variety, innovation and flexibility in a quality work and flexibility in a quality work environmentenvironment

The “Compleat” LibrarianThe “Compleat” Librarian

Support StaffSupport Staff

Para-professionals, technical Para-professionals, technical specialists, library assistants & clerksspecialists, library assistants & clerks

Wide range of educational Wide range of educational backgrounds: High School to backgrounds: High School to Graduate SchoolGraduate School

Highly educated support staff can Highly educated support staff can become frustrated doing clerical become frustrated doing clerical workwork

PagesPages

Shelve books and periodicalsShelve books and periodicals Traditionally high school studentsTraditionally high school students More recent: Senior citizensMore recent: Senior citizens

Successful Volunteer Successful Volunteer ProgramProgram

Well-organizedWell-organized Staff included in the organization of the Staff included in the organization of the

programprogram Volunteers assigned meaningful tasksVolunteers assigned meaningful tasks Library expresses gratitude to volunteersLibrary expresses gratitude to volunteers Someone must be in charge: staff Someone must be in charge: staff

member, board member, other volunteermember, board member, other volunteer

Successful Volunteer Successful Volunteer ProgramProgram

Volunteers must have explicit work Volunteers must have explicit work schedules, vacation times, and dutiesschedules, vacation times, and duties

Volunteer contract arrangements can be Volunteer contract arrangements can be used to keep things running smoothlyused to keep things running smoothly

Library may offer letter of recommendation Library may offer letter of recommendation in lieu of payin lieu of pay

Heavy staff involvement is crucialHeavy staff involvement is crucial Volunteer programs aren’t right for all Volunteer programs aren’t right for all

libraries libraries

Potential Volunteer Potential Volunteer ProblemsProblems

Political hot potatoPolitical hot potato May jeopardize funding and supportMay jeopardize funding and support May jeopardize public’s perception of May jeopardize public’s perception of

librarianship as a professionlibrarianship as a profession

Conditions of EmploymentConditions of Employment

Salaries should be seen as being fairSalaries should be seen as being fair Internal EquityInternal Equity External EquityExternal Equity Systematic approach to salary Systematic approach to salary

administrationadministration Support staff wages based on local Support staff wages based on local

marketmarket

Pay Equity and Comparable Pay Equity and Comparable WorthWorth

Equal work for equal pay is required Equal work for equal pay is required by lawby law

Librarianship is a feminized Librarianship is a feminized profession, but men tend to hold the profession, but men tend to hold the higher paying jobshigher paying jobs

Low market value in general for Low market value in general for public librarianspublic librarians

Fringe BenefitsFringe Benefits

Fringe benefits can be as much as 35% of Fringe benefits can be as much as 35% of a salary package:a salary package: Health InsuranceHealth Insurance RetirementRetirement Personal DaysPersonal Days Sick LeaveSick Leave Life InsuranceLife Insurance DisabilityDisability Other (tuition remission; leaves of absence)Other (tuition remission; leaves of absence)

Working ConditionsWorking Conditions

Hours: 35-40 hours per week, including Hours: 35-40 hours per week, including weekends and evenings for public service weekends and evenings for public service staffstaff

Flextime and job-sharing tend to increase Flextime and job-sharing tend to increase staff morale, though neither is easy to staff morale, though neither is easy to implement uniformly implement uniformly

Physical Facilities: Lack of comfort equals Physical Facilities: Lack of comfort equals unhappy employees, though the reverse of unhappy employees, though the reverse of this is not necessarily truethis is not necessarily true

Staff RecruitmentStaff Recruitment

Excessive Turnover vs. Lack of Excessive Turnover vs. Lack of TurnoverTurnover

Filling a vacancy is a complex activity:Filling a vacancy is a complex activity: Position analysis & job descriptionPosition analysis & job description Recruitment from within and without Recruitment from within and without

(advertising, interviewing, checking (advertising, interviewing, checking references)references)

Hiring, orienting and training the new Hiring, orienting and training the new employeeemployee

Performance AppraisalPerformance Appraisal

Provides constructive assistance to staffProvides constructive assistance to staff Assists with decisions about promotions Assists with decisions about promotions

and salariesand salaries Creates a paper trail Creates a paper trail Is difficult, disliked and mistrustedIs difficult, disliked and mistrusted Is complicated, time-consuming, Is complicated, time-consuming,

sometimes confrontational, which may sometimes confrontational, which may lead to inflated evaluationslead to inflated evaluations

Is necessaryIs necessary

Performance AppraisalPerformance Appraisal

Generally supervisor-generated using Generally supervisor-generated using objective scalesobjective scales

Self-Appraisal places most Self-Appraisal places most responsibility on employeesresponsibility on employees

Peer Appraisal is collegial reviewPeer Appraisal is collegial review Subordinate Appraisals review Subordinate Appraisals review

supervisorssupervisors

Grievance ProceduresGrievance Procedures

May be mandated by civil service lawMay be mandated by civil service law May be stipulated in union service May be stipulated in union service

contractcontract May simply be suggested by need to May simply be suggested by need to

comply fairly with state and federal comply fairly with state and federal labor lawlabor law

Termination of EmploymentTermination of Employment

Budget shortfallBudget shortfall Soft moneySoft money Inadequate job performanceInadequate job performance

Periodic performance appraisals for staffPeriodic performance appraisals for staff Written summation of discussions Written summation of discussions

regarding performance given to regarding performance given to employee AND placed in his/her file employee AND placed in his/her file shows “good faith”shows “good faith”

Handle termination with respect and careHandle termination with respect and care

BurnoutBurnout

Begins with stress:Begins with stress: OverloadOverload Feelings of inadequacyFeelings of inadequacy UnderloadUnderload Unsatisfactory interpersonal relationships with Unsatisfactory interpersonal relationships with

co-workers, the public, etc.co-workers, the public, etc. Lack of positive feedbackLack of positive feedback Lack of effective supervisionLack of effective supervision Career concernsCareer concerns

BurnoutBurnout

Middle Managers very susceptibleMiddle Managers very susceptible Vulnerable personality types:Vulnerable personality types:

WorkaholicsWorkaholics Impatient and competitive peopleImpatient and competitive people Unassertive people who can’t say noUnassertive people who can’t say no PerfectionistsPerfectionists Young singlesYoung singles People with alternative lifestylesPeople with alternative lifestyles

Prevention StrategiesPrevention Strategies

Job redesignJob redesign Job rotation (e.g. CEO program in AZ)Job rotation (e.g. CEO program in AZ)

Good for “plateaued” staffGood for “plateaued” staff Learning curve can temporarily lower Learning curve can temporarily lower

productivityproductivity Requires detailed planning and preparationRequires detailed planning and preparation

Improving inter-personal relations by more Improving inter-personal relations by more effective communication strategieseffective communication strategies

Support and counselingSupport and counseling

Encouraging StaffEncouraging Staff

Continuing Education & Staff Continuing Education & Staff DevelopmentDevelopment

Supervision & MentoringSupervision & Mentoring Meetings & RetreatsMeetings & Retreats Ethical Conduct in Personnel MattersEthical Conduct in Personnel Matters

SummarySummary

Visionary, ethical, supportive directorVisionary, ethical, supportive director

Engaged, motivated, supported staffEngaged, motivated, supported staff

Satisfied municipality, community, Satisfied municipality, community, boardboard

Democracy well-servedDemocracy well-served