Kathleen Baril, Jenny Donley, and Kelly Kobiela OVGTSL 2013 Presented on May 16, 2013 Richmond, Kentucky

1. Going with the flow works, but
shaking things up can work
even better: updating the work
flow within Technical Services
Kathleen Baril, Jenny Donley & Kelly Kobiela
Heterick Memorial Library
Ohio Northern University

2. Who we are
Introduction
“When you grow up you‟ll be put in a
container called a cubicle. The bleak
oppressiveness will warp your spine and
destroy your capacity to feel joy. Luckily
you‟ll have a boss like me to motivate
you with something called fear.”
– Dilbert

3. Heterick Memorial Library
Kathleen Baril: Collections and Electronic
Resources Librarian (Acquisitions
Department)
Jenny Donley: Cataloging and Serials
Librarian
Kelly Kobiela: Systems Librarian

4. Heterick Memorial Library
Ohio Northern University: 3,577 Students
4 Undergraduate Colleges: Arts &
Sciences, Business, Engineering,
Pharmacy
Heterick Memorial Library (Undergraduate):
5 librarians, 8 full-time support staff
Pettit College of Law, Taggart Law Library:
6 librarians, 4 full-time support staff

5. Overview
Before restructuring
Impact of technology
Process of restructuring
After, results, changes
Future

6. Before restructuring
Previously
“Whosoever desires constant success
must change his conduct with the times.”
– Niccolo Machiavelli

7. Library
Director
Public
Services
Librarian
Advanced
Library
Assistant
Advanced
Library
Assistant
Advanced
Library
Assistant
Acquisitions
Librarian
Advanced
Library
Assistant
Advanced
Library
Assistant
Cataloging &
Serials
Librarian
Advanced
Library
Assistant
Advanced
Library
Assistant
Advanced
Library
Assistant
Systems
Librarian
Advanced
Library
Assistant

8. Working in a Silo
Often heard the phrases:
“That‟s how it was always done”
“I didn‟t question it”
“I got in trouble for trying to help someone
else”
“That wasn‟t my department”
Suggestions and helping others was
actively discouraged
Supplies were ordered for individual units
and not shared

9. New Librarians
All three Technical Services librarians had
started in the past 4 years
New ideas, perspectives, and management
styles
Idea to create a unified Tech Services
Department

10. Staff Changes
Three staff retirements within a couple
years
Loss of one support staff to another
University department
Absences due to health among staff
New staff with more technology knowledge

11. Impact of technology
Changing Times
“Whosoever desires constant success
must change his conduct with the times.”
– Woodrow Wilson

12. Changing Processes
Tech Services very different place from 10
years ago
Print acquisitions for both monographs and
serials down
Fewer print serials to bind
More online-only serials and eBooks
Increased database subscriptions

13. Increased Technology
Serials vendor switch
Discovery layer implementation/change
Digitization projects
eBooks
Serials moving to online-only format
Government/state documents and free
online resources added to the catalog

14. Process of restructuring
Changing with the times

15. Our Process
Reviewed current job descriptions
Talked to Human Resources
Looked at individual strengths and interests
Sensitive to peoples‟ feelings
Took into account what jobs would be
changing the most

16. Job Descriptions

17. How Acquisitions Changed
Went from 2 assistants to 1
Unrelated acquisitions duties stayed with
previous assistant

18. How Cataloging Changed
Vacant position filled by previous
acquisitions staff member
Additional crosstraining
Shifting of certain duties such as consortial
interlibrary loan

19. How Systems Changed
No immediate changes to Systems
New position created to begin Spring 2014
Digital Archives position
Assist with digitization projects

20. Acquisitions
Librarian
Advanced
Library Assistant
Advanced
Library Assistant
Cataloging &
Serials Librarian
Advanced
Library Assistant
Advanced
Library Assistant
Advanced
Library Assistant
Systems
Librarian
Advanced
Library Assistant

21. Acquisitions
Librarian
Advanced Library
Assistant
Advanced Library
Assistant
Cataloging & Serials
Librarian
Advanced Library
Assistant
Advanced Library
Assistant
Advanced Library
Assistant
Advanced Library
Assistant
Systems Librarian
Advanced Library
Assistant
Proposed Advanced
Library Assistant

22. Library Director
Public Services
Librarian
Advanced
Library Assistant
Advanced
Library Assistant
Advanced
Library Assistant
Acquisitions
Librarian
Advanced
Library Assistant
Cataloging &
Serials Librarian
Advanced
Library Assistant
Advanced
Library Assistant
Advanced
Library Assistant
Systems
Librarian
Advanced
Library Assistant
Proposed
Advanced
Library Assistant

23. After, results, changes
Currently

24. Other Changes
Rolled out changes at our first Technical
Services Meeting
Monthly meetings
Encourage communication
Talk about any issues
Tech Services Blog
Minutes from Librarian meetings
Combined all supplies into one cabinet
Everything is available to everyone

25. Art work: before

26. Art work: after

27. Other Changes, cont.
Created comment box
Encouraging staff to come up with new
ideas and improvements
Encouraging “thinking outside the box”
Crosstraining all positions (staff and
librarians) and encouraging staff
collaboration

28. Future
Going forward
“There are many methods for predicting the future.
For example, you can read horoscopes, tea leaves,
tarot cards, or crystal balls. Collectively, these
methods are known as „nutty methods.‟ Or you can
put well-researched facts into sophisticated computer
models, more commonly referred to as „a complete
waste of time.‟”
– Dilbert

29. Reviewing and Changing
Revisiting changes this summer
Look at workflows every 2-3 years
Align with library strategic plan
Request Master Key for each person
Create workflow chart for all staff
Encouraging staff to take initiative
Projects
Improvements
Observations

30. Staff Picture!
Heterick Memorial Library Tech Services Staff:
Sharon, Sarah, Jenny, Kelly, Stacey, Diane, Kathleen,
Brian

31. References
 Burke, Leslie, and Stephanie McConnell. "Technical Services Departments in the Digital Age:
The Four R's of Adapting to New Technology." Against the Grain 19.5 (2007): 58-64.
Print.
 Fischer, Ruth, and Mark Fischer. “Wheaton College Library: Workflow Analysis, May 29,
2008.” Buswell Memorial Library. Wheaton College, 2008. Web. 26 Apr. 2013.
http://library.wheaton.edu/sites/default/files/R2_Consultant_Report.pdf
 Leffler, Jennifer J., and Pamela Newberg. "Re-Visioning Technical Services: A Unique
Opportunity To Examine The Past, Access The Present, And Create A Better
Future." Cataloging & Classification Quarterly 48.6/7 (2010): 561-571. Print.
 Pan, Denise, and Zaana Howard. "Reorganizing a Technical Services Division Using
Collaborative Evidence Based Information Practice at Auraria Library.“ Evidence
Based Library and Information Practice, 4.4 (2009): 88-94. Web. 26 Apr. 2013.
http://ejournals.library.ualberta.ca/index.php/EBLIP/article/view/6516/5869
 Zhu, L. "Use of Teams in Technical Services in Academic Libraries." Library Collections,
Acquisitions and Technical Services 35.2-3 (2011): 69-82. Web. 7 May 2013.
http://dx.doi.org/10.1016/j.lcats.2011.03.013

32. Credits
 Slide 2 – Dilbert quote:
http://www.allgreatquotes.com/dilbert_quotes6.shtml
 Slide 6 – Machiavelli quote:
http://www.leadershipnow.com/changequotes.html
 Slide 11 – Woodrow Wilson quote:
http://www.leadershipnow.com/changequotes.html
 Slide 14 – Restructuring cartoon:
http://restructuringcsu.wordpress.com/
 Slide 26 – Dilbert quote:
http://www.allgreatquotes.com/dilbert_quotes5.shtml

33. Contact Information
Jenny Donley
j-donley.1@onu.edu
Kathleen Baril
k-baril@onu.edu
Kelly Kobiela
k-kobiela@onu.edu