Digitization 101

Jeremy Cusker (Cornell University Libraries) talked through a collaborative journal subscription project, that was focused on lowering costs. He noted that when a vendor carries open access journals, that it doesn’t reduce the costs. He also noted that it wasn’t possible to be completely data driven.  Some selectors felt that how faculty felt about specific journals needed to be considered. 

• Jill Wilson
• Erin Smith
• Emily Clasper
• Elaine Lasda
• Jeremy Cusker
• Kelly Johnson

• They did a shelf count and they measured the collection 
• They were only able to add 84 shelves, which was not enough.
• While all the books would fit into the library, the shelf fill rate would be higher than recommended.

• No extra room
• Ongoing discussion on future plans for space

• Solid planning gives you a framework to rely on, even when the project doesn’t play out as planned
• Keep the goal and related projects in mind when making changes

• Identify problems and brainstorm solutions
• Make sure the problems are clear
• Establish workflows and designate responsibility 
• There should be a coherent workflow
• Embrace iteration

• Create helpful resources
• Get information into the hands of people when they need it 
• They built tools into their libguide.  They put in the libguide information that they had normally covered face-to-face.

• They found that they needed to standup for themselves
• Expectations and boundaries clearly defined

• What happens when you’re spread too thin?
• You need to advocate
• Recruit additional help

Jill Wilson (ChaseDesign LLC) and Erin Rowley (University at Buffalo) presented on "Project Management Basics."

• Scope and charter: what is and is not. Be aware of scope creep.  The charter should help you keep things in bounds.
• Time and task: estimating and tracking the time it takes to do all the things in order to complete the project.  What is the critical path?
• Cost and procurement
• Human resources 
• Quality control and risk: risk assessment matrix
• Stakeholders and communication: potential influence vs. potential interest.  How do people want to be updated?

They noted that it all overlaps!  In addition, not all components will be part of every project.

Then Jill and Erin noted one more thing: You need to close your projects.  Take the time to reflect, learn, and document.  Make it a formal closure. They suggested scheduling the closure meeting when you schedule the kick-off meeting.

• Need to focus on strategic goals
• Scarce resources
• Frustration with the pace of change
• Work is not done efficiently
• No pathway to truly cross-functional world

• Focused on strategic goals
• Clear objectives
• Efficient use of resources
• Faster progress
• Risk Management
• Communication tools

• Misunderstand project management - This has to do its setting expectations.  It is not a tool, set of documents,  a task list, a Gantt chart, a single method. It is a methodology and Emily provided her definition (slide 14).  She noted that there is a difference between project work and operational work.
• Confusion with reporting and authority - managers coordinate the projects, but it will be people in specific silos who do the work. Communication in this structure can be slow. Some organizations use a projectized structure. There are dedicated project managers, who gather people to work on specific projects. In terms of structure, Emily talked about strong, weak, and balanced matrix.  You need to sort our organizational confusion.
• Communication complexity - You cannot skimp on communication.  The number of communication paths becomes a problem. 10 people would have 45 communication paths!  Prioritize strong communications. Consider communication structures between projects. Where is your hub?
• Cross departmental resources management 
• Change management 
• Career development

The Upstate New York Chapter of SLA is holding its spring conference today (April 12) in Syracuse, NY. The conference theme is "Managing Projects: Tales from the Trenches."  Among the presenters are Elaine Lasda and me, who are talking about personal time management, or as our proposal said, "Managing the Most Critical Project of All: Yourself."  Rather than creating a handout, we are posting our resources here, so the links are clickable.  Enjoy.

Session Description

Session Resources from Jill Hurst-Wahl

Getting Things Done

• Alan Henry. (2014) Productivity 101: A Primer to the Getting Things Done (GTD) Philosophy (LifeHacker)
• From David Allen and Getting Things Done
• Five Simple Steps That Apply Order to Chaos
• Podcast Episode #3 – David Allen guides you through a Mind Sweep (23 minutes)
• Podcast Episode #7 – Guided GTD Weekly Review (32 minutes) 
• Podcast Episode #40 – Best Practices of Email Communication (29 minutes)
• Podcast Episode #45 – Dealing with Competing Priorities (33 minutes)
• Allen, D. and Fallows, J. (2015) Getting Things Done: The Art of Stress-Free Productivity. Penguin Books.

Session Resources from Elaine Lasda

·        Tools

• Evernote 
• Toodledo 
• Trello 
• Trello Inspiration page (templates)  
• Zapier 

·        Select “Guru” articles and blogs

• NYTimes Smart Living Blog 
• Marc Andresson system using Trello
• Michael Hyatt system using Evernote 
• Michael Hyatt on writing things down
• Michael Linenberger system using Toodledo
• Cathy Mazak  on Academic writing using Trello

·         Planners

• Rituals for Living Dreambook PDF Planner
• Panda Planner Blog

·         Book

• Smallwood, Carol et al. (2013). Time and project management strategies for librarians. Lanham:Scarecrow Press. 

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Addendum (9:15 p.m.): During the session, I mentioned this blog post entitled "Building a Team", which includes helpful links on being more effective with email.

I like "watching" LIS conferences both up-close and from afar.  One of the things I take note of is attendance.  While some are growing (e.g., the Charleston Conference), some have had recent attendance challenges (e.g., ALA, SLA and CIL).  Many people have pondered why.

I  began going to LIS conferences in the heyday of the 1990s, when people, organizations, and vendors spent more on them.  There were also fewer conferences.  Now people have a wider variety of mainstream and non-traditional professional development events, which they can attend in person or virtually.  Social media assures that anyone can dip a toe into a conference, without being there.  And with tighter budgets, we are all being more selective about which conference/event to attend.  More information professionals/library staff split among a growing number of events.  Mathematically you can see how a conference would have lower attendance.

We need to stop pondering why our conferences aren't attracting as many people as we'd like, and begin acting on what we know about the situation.  Perhaps some conferences need to be revamped.  Maybe it is time for some to end or to merge with another event. We likely need to rethink their purpose (which may include providing necessary operational funds for an association) and their budgets, and consider what benefit we really want these events to deliver. We need to stop holding onto what that conference has been and allow it to morph into what it should be now.

And we need to do this SOON.

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Nota Bene: Because I have kept track of  this for several years, I asked a colleague to get this info for me.  This year, the attendance at the Computers in Libraries Conference was about 10% less than 2016. According to what I heard from day 1 of the conference, attendance was 1307 including exhibit only participants (1069 without) and would probably reach 1500 with onside registrants.  Participants came from 44 states, the District of Columbia, and Puerto Rico. as well as 16 countries outside the U.S. The number of international participants was done.  Some of that may have been due to the current political climate.

It has been over a week since the 2016 SLA Annual Conference came to a close.  Now with the conference in my rear view mirror, let me talk about a few more sessions and other things of note.

Creating a Big Tent

Attendance at the SLA Annual Conference has shifted over the years, in terms of how many people and what type of libraries/organizations they are from.  It has always been a "big tent", meaning that many people could look at SLA and see it as a conference they needed to attend.  SLA is continuing to work to ensure that it remains a big tent.

To ensure a big tent, SLA has decided to move its 2018 conference from North Carolina (NC) to someplace else, because of the HB2 legislation.  HB2 makes NC unwelcoming for transgender individuals.  Libraries are considered safe spaces and librarians are frequently people who act with a social conscience.  In moving the 2018 conference, SLA is acting with a social conscience.  Not every SLA member agrees with moving the conference, but it seems like the vast majority do, myself included.  I want SLA to be a safe place for everyone, no matter the person's religion, ethnicity, or gender identity.

Now, NC could repeal HB2 before SLA moves the conference. That's a possibility.  It is also a possibility that the 2018 conference will be scheduled for someplace else and then NC will change the law.  In that second scenario, our voices will have been added to many others to get that change made and that would be a good thing.  And while the 2018 conference would be someplace else, it also means the way would be paved for us to schedule a future conference there. 

Knowing What You Learned

When I first began attending the SLA Annual Conference in the 1990s, I would go to as many sessions as humanly possible.  I would soak in a dizzying array of information, frequently focused on what related to my corporate librarian position.  My goal was to hear and be able to apply it. My goal is still the same, although I go to fewer sessions now.  I balance sessions, conversations, and exhibitors knowing that sometimes the most worthwhile activity is talking to someone and gaining from their knowledge.  Now as then, what is important after the conference is knowing what I have learned.

At one point in her keynote, Erika Andersen said, (paraphrasing) "...if you're going to remember anything from this talk remember this...."  While she was willing to point something out, we all need to get in the habit - or maintain the habit - of pointing out those key learnings for ourselves.

If you were there, what did you learn?  If you were following the conference through social media and blogs, what did you learn that you want to remember or implement?  And is there something you want to pass along to someone else?  From my posts, I hope you can tell what I learned!

Digital Copyright: What You Need to Know as Information Professionals

Hurst-Wahl, Kenneally, and Lanza

I want to note two sessions that I was involved in.

The Government Information Division held its annual business meeting on Sunday, which then led to a panel discussion on " Digital Copyright: What You Need to Know as Information Professionals."  Christopher Kenneally (Copyright Clearance Center's Beyond the Book),  Emily Lanza (U.S. Copyright Office) and I spent over an hour talking about copyright and fielding questions. 

While it was impossible to talk and take notes at the same time, I do want to point out one thing.  The Copyright Office is seeking input on Section 108.  They have put out this notice, Section 108: Draft Revision of the Library and Archives Exceptions in U.S. Copyright Law.  This is a very readable document and so I encourage you to dig into it.  If you would like to meet with the Copyright Office in order to provide input, you need to contact the Office by July 7, 2016 in order to get that meeting scheduled.  Meetings will be held throughout the month of July.

Thanks to Wolter Kluwer for sponsoring this session. 

Helping the Help Desk

Dorothea Salo arranged a session entitled "Helping the Help Desk" for the IT Division.  Kendra Levine and I volunteered to help Dorothea with the session. When Dorothea's flight was cancelled, Kendra and I took over.  We worked with the participants to brainstorm IT topics where they wanted help, and then we worked through the topics (all in one hour) to try to find resolutions.  This was a lively, worthwhile session!  We're librarians and we like helping people - especially other LIS professionals - which helped this session be a success.

By the way, my suspicion is that the IT Division newsletter might have a wrap-up of this session in the near future.

Thanks to Reprints Desk for sponsoring this session.

My Posts From the Conference

• SLA2016 : Erika Andersen, Keynote
• SLA2016 : Teaching Data Literacy
• SLA2016 : Secrets from the Search Committee
• SLA2016 : Ethnographic Research Methods
• SLA2016 : Marilyn Johnson, keynote, and comments from the 2017 conference chair
• SLA2016 : SLA Annual Business Meeting
• SLA2016 : I Reserve the Right to Change

Number 25

View from Seattle Convention Ctr.

This was my 25th consecutive SLA Annual Conference. There was a time when I could list the conference locations in order. While I can't do that anymore, I can tell you all of the places they've been held since 1992: Philadelphia (3 times), Seattle (2 times), Boston (2 times), Montreal, Toronto, New York City, Baltimore, Washington DC, Atlanta, Cincinnati, New Orleans, Nashville, Indianapolis, Minneapolis, Chicago, San Antonio, Denver, San Diego, Los Angeles, San Francisco, and Vancouver. You'll notice a few repeats in that list and perhaps some overall patterns. First, while SLA is an international association, most members historically have been in North America and more east of the Mississippi than elsewhere. (Although perhaps that is changing.) Thus in 25 years, we've had only six conferences on the west coast. The only non-U.S. country to hold an annual conference has been Canada (3 times).

Since 1992, the Association has held conferences in "smaller" cities - e.g., Cincinnati, Indianapolis and Minneapolis - with I believe mixed results. If you are attracted to a conference both by its content and its location, some cities may not be as attractive, especially if you perceive that traveling there will be a hassle. However, I can tell you that even a smaller city has things to do and food to eat! For me, being able to tour the Indianapolis Motor Speedway was a plus!

What I've found over 25 years is that no matter the location, the conference is worthwhile.  And if you're looking to vacation for a few days before/after, every location has something to see or do.  There are historic places, museums, etc. to attract your attention.  If you are willing to rent a car, there is even more!  I encourage you to not eliminate a conference because of its location.  Yes, really.

And After the Conference...

Once back in Syracuse, I had the pleasure of hosting Paul Signorelli, as west coast colleague, who was in NYS for the New Media Consortium Summer Conference.  What I learned from Paul is that there is an augmented virtual reality game called Ingress, which uses real-life/physical cities, buildings and public art as its battlefield.  While this may not sound interesting to you, I'll tell you what stood out to me.  There are people walking around our cities and campus who are playing this game.  The game is leading them on adventures, which means they are seeing our surroundings from a different point of view (e.g., noticing details that we walk by) and doing to maybe at odd hours.  Paul and I walked around downtown Syracuse Friday night to "tag" buildings in the game, because you have to be pretty close to the actual structure to tag it (or capture it or defend it).

If people are walking around your city or neighborhood as they play Ingress, what are they noticing?  What is your neighborhood "saying" to them in terms of architecture, signage, etc.?  Is your library building "speaking" things that will encourage the person to come back when it is open?

Oh, and if you think the game is played only in well-kept areas, you would be wrong.  Someone may have mapped out an interesting adventure someplace that is a little down-and-out but still has buildings, architecture or art worth being a part of the game.

Finally...

Let me note that the SLA 2017 conference will be Phoenix, AZ.  I've been told that the lack of humidity will make the temperature more bearable.  You up for it?

Josh Shear and Kelvin Ringold have started a new podcast series to muse on "better humanhood and dominating your world."  As I listened to episode 1 - entitled "I Reserve the Right to Change" (36 min.) - I thought of SLA and the changes that have occurred over the last several years with the association and those changes which are continuing.  We all tend to say that change is constant.  We might even say - in some situations - that change is necessary.  We frequently acknowledge that change is difficult.  However, do we give each other permission to make those necessary, difficult changes?

In the podcast, Josh talks about the changes that have occurred in his life as a musician and poet.  He acknowledges that those changes affected who he hung out with.  For example, when he no longer performed poetry, there were people whom he no longer saw.  He had given himself permission to change and was willing to live with the consequences.

As an SLA member since 1990 and a former member of the SLA Board of Directors (2011-2013), I had given SLA permission to change. Why was change needed?  The a difficult financial situation for the Association, coupled with the recession, and an inability for the Association to meet member needs provided the backdrop.  In 2010, I wrote that SLA has a staff of 20 and approximately 9,700 Association members. However a trend had started where more people discontinued their SLA membership than became new members.  Minutes of the December 2015 Board meeting report 6,586 members.  Minutes in early 2016 noted that membership had continued to decrease.  Fewer members and fewer people attending the Annual Conference meant less income which translated into having fewer people on staff and fewer services provided. (6/28/2016: According to the conversation on SLA Connect, it was reported at the open SLA Board of Directors meeting that as of May 31, 2016 the Association had 6,029 members.)

Now positive changes have occurred and occurred rapidly.  This year (2016), we have hired as association management company (AMC) named MCI USA. We did this because now the Association pays for the services needed/used, which is more efficient and financially prudent.  With MCI, we hired a new executive director (Amy Lestition Burke, MA, CAE). We also sold our building, which had become a weight rather than a real asset.  Selling the building has given the Association funds that can be put in a reserve and puts the Association financially back in the black.

The changes over the last several years have been difficult on everyone and especially on those who had not yet given SLA permission to change. My hope is that now that SLA has a better financial outlook, new staff focused on improving how SLA services its members, and a successful 2016 Annual Conference - new exhibitors/vendors/partners and a good group of first time attendees - that everyone who has called SLA home (or family) will give it permission to change.  Allows SLA to change and recognize that change is necessary and - yes - painful. Without change, growth cannot occur and, yes, SLA is now poised to grow again. What a positive change that will be!

Finally, at the conference, we were reminded that we are many chapters, divisions and caucuses within ONE association. One SLA.  One healthy SLA.  Let's give the Association the right to continue to change and to become THE association for innovative information professionals - information professionals and special librarians - and our strategic partners.  Let's each contribute our talents to ensure that SLA provides the professional development, networking and advocacy that helps all of us.

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Updated: 06/17/2016 & 07/08/2016

Tom Rink asked that we consider SLA our sandbox, where we can learn and experiment.

• Since 2006, she has been talking to, learning from, and writing about librarians and libraries.
• What led her to write about librarians was speaking at library conferences about her book on obituary writers.
• Librarians have greatly influenced how she works and the tools she uses.
• What makes us  great are those things we do naturally.  Most people aren't like this. Some people think that what we so is magic.
• Librarians are examples of organization and access to those in the world around them.
• Librarians have proved tips and tools for her over the years.
• Even though she has two degrees, she often doesn't know how to ask what she needs to know.
• Librarians lead by identifying needy populations and services them.
• Johnson provided examples of librarians who have worked specifically with writers.

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Updated: 06/17/2016

The Gates of Hell