The Fundamental Aspects of Library Project Management: A Close Examination of Applications
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The document outlines best practices for managing library projects, emphasizing high-performance team formation, clear communication, and stakeholder engagement. It introduces various tools and techniques to enhance project workflow and collaboration, including Office 365 applications and project management cycles. Additionally, it highlights the importance of monitoring progress and integrating innovation to achieve project goals effectively.
The Fundamental Aspects of Library Project Management: A Close Examination of Applications
- 1. THE FUNDAMENTAL ASPECTS OF LIBRARY PROJECT MANAGEMENT A Close Examination of Applications #KSLIB17
- 2. Instruction Project Management Student Engagement Scholarly Work Business Processes & Workflow Digital Workplaces Employee Engagement Custom Development Perspectives/Experience Academic Libraries & Instruction Academic Libraries & Technology Jim Walther, Ed.D. Assistant Professor Emporia State University [email protected] Nate Chamberlain SharePoint Business Analyst University of Kansas Libraries www.SharePointLibrarian.com @chambernate /in/nchambe/ [email protected] #KSLIB17
- 3. PROJECT MANAGEMENT Project (n) an individual or collaborative enterprise that is carefully planned and designed to achieve a particular aim Oxford Dictionary Project management involves managing a process and leading people #KSLIB17
- 4. DESIGNING HIGH PERFORMANCE TEAMS Find your champions and maximize their skillsets. #KSLIB17
- 5. DESIGNING HIGH PERFORMANCE TEAMS Various departments and levels of authority represented… Fully intend to have each team member contribute and feel valued… Variety of skillsets/backgrounds, contrasting perspectives Pick people smarter than you Involve people in problems as well as solutions #KSLIB17 (Catmull, 2015)
- 6. MANAGING HIGH PERFORMANCE TEAMS Tools and techniques to inspire quality and innovation. #KSLIB17
- 7. MANAGING HIGH PERFORMANCE TEAMS ▪ Clarify shared, measurable expectations (Kogon, Blakemore & Wood, 2015) ▪ Be transparent in communication throughout ▪ Hard to be motivated by “let’s make it slightly better” or “let’s do it better than last year’s committee” ▪ Know where you’re going #KSLIB17
- 8. INFORMAL AUTHORITY Demonstrate Respect Listen First Clarify Expectations Practice Accountability (Kogon, Blakemore & Wood, 2015) #KSLIB17
- 9. HEAR MORE VOICES ▪ Send a link ▪ Microsoft Forms (Office 365) http://forms.microsoft.com/ ▪ SurveyMonkey https://www.surveymonkey.com/ ▪ SurveyGizmo https://www.surveygizmo.com/ ▪ Poll a live audience ▪ Mentimeter https://www.mentimeter.com/ ▪ Poll Everywhere https://www.polleverywhere.com/ #KSLIB17
- 10. VISUALIZE IT: CHARTING AND TIMELINES Free resources you already have or could easily obtain to take your project to the next level. #KSLIB17
- 11. COLLABORATE More in Office 365… Sway Make presentations as quickly as typing a bulleted list OneNote Share a notebook with your team to collect and organize important info Your subscription may also include… Flow Build automation into your regular processes PowerApps Make simple or complex apps to work easier on-the-go PowerBI Visualize your data and share it dynamically Google Co-author docs simultaneously Office Suite (Word, Excel, etc.) G Suite (Docs, Sheets, etc.) Yes, via Microsoft Online Share and collaborate on files anywhere on any device OneDrive Google Drive Dropbox ☺ #KSLIB17
- 12. PLAN IT ▪ FreeMind http://freemind.sourceforge.net/ wiki/index.php/Download ▪ XMind https://www.xmind.net/ #KSLIB17
- 13. #KSLIB17
- 14. SMARTART ▪ Word & PowerPoint ▪ Processes ▪ Hierarchy ▪ Excel Charts ▪ Pie ▪ Line ▪ Column ▪ Map And All That Jazz Strengths Weaknesses Opportunities Threats SWOT #KSLIB17
- 15. SCHEDULE AND TRACK IT ▪ Office Timeline for PowerPoint https://www.officetimeline.com/ #KSLIB17
- 16. 2017 2017Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Communication with Assistant Deans 2/1/2017 Determine Power User Group 2/17/2017 Communication with Power User Group 3/1/2017 Communication with All Staff 4/7/2017 Determine Pilot Group 5/15/2017 Communication with All Staff re: Progress and Improvements 12/1/2017 Release Date for Power Users 5/1/2017 Release Date for Pilot Group 6/5/2017 Release Date for All Staff 9/4/2017 1/1/2017 - 4/3/2017Development 4/3/2017 - 4/28/2017Train Power Users 5/24/2017 - 6/2/2017Train Pilot Group 7/31/2017 - 8/18/2017Train All Staff (Intro) 8/21/2017 - 9/1/2017Train All Staff (Practical) 9/2/2017 - 11/24/2017Follow-Up Assessment and Improvement #KSLIB17
- 17. THE PROJECT CYCLE Becoming familiar with a basic flow for all projects. #KSLIB17
- 18. THE PROJECT CYCLE Starting the project Organizing and preparing Carrying out project work Closing the project (Buser, Massis & Pollack, 2014) #KSLIB17
- 19. IDENTIFY PITFALLS Avoid common trouble areas in library projects. #KSLIB17
- 20. EXPLORE INNOVATION Get creative with integrating best practices & new skill competencies. #KSLIB17
- 21. INNOVATION ▪ Innovation requires flexibility and trust ▪ Wow factor, paired with usability ▪ Integrate professional development ▪ Celebrate small victories along the way ▪ Calculate risks, and make it safe for the team to take risks
- 22. MONITOR It’s a big lizard. computer screen.It’s a big lizard. #KSLIB17
- 23. MONITOR Keeping processes and activities on track. #KSLIB17
- 24. COMMUNICATE Crafting and sharing impactful messages, reports and ideas that empower stakeholders to get involved at the appropriate stages. #KSLIB17
- 25. IDENTIFY ALL STAKEHOLDERS director assistant dean dean associate dean community partners friends of the library foundation city council accounting technology donors students faculty vendors staff facilities families #KSLIB17 Consider people… • Involved with strategic directions and decisions • Involved with money • Who are typically champions and advocates • Who tend to be showstoppers/dream crushers/nay- sayers
- 26. IDENTIFY KEY STAKEHOLDERS Interview and/or Involve in Project Team Interview and/or Seek Input on Key Decisions Keep Updated on Progress Staff Faculty Students Foundation Friends of the Library Facilities Community Partners Deans and Directors Accounting Technology City Council Families Donors Vendors #KSLIB17
- 27. COMMUNICATE ▪ Craft impactful messages ▪ Use facts and statistics to drive points home ▪ Keep it concise ▪ Clearly and regularly communicate project status ▪ Performance measures #KSLIB17
- 28. LASTING VALUE Ending on a high note. #KSLIB17
- 29. REFERENCES Buser, R., Massis, B., & Pollack, M. (2014). Project management for libraries. Jefferson: McFarland & Company, Inc. Catmull, E. (2015). Creativity, inc. New York: Random House LLC. Kogon, K., Blakemore, S., & Wood, J. (2015). Project Management for the Unofficial Project Manager. New York: BenBella Books, Inc. #KSLIB17
- 30. Nate Chamberlain SharePoint Business Analyst University of Kansas Libraries www.SharePointLibrarian.com @chambernate /in/nchambe/ [email protected] How’d we do? http://tiny.cc/Jim-Nate2017 #KSLIB17 Jim Walther, Ed.D. Assistant Professor Emporia State University [email protected]