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MANAGING THE LIBRARY Arlinah i. r arlinah@petra. ac. id MANAGING THE LIBRARY Arlinah i. r arlinah@petra. ac. id

ASPECTS OF MANAGEMENT PLANNING ORGANIZING STAFFING DIRECTING CONTROLLING BUDGETING EVALUATING ASPECTS OF MANAGEMENT PLANNING ORGANIZING STAFFING DIRECTING CONTROLLING BUDGETING EVALUATING

PLANNING PROCESS Environmental assessment Identify OT Identify value Matching process Formulation: Vision/mission/ goals etc PLANNING PROCESS Environmental assessment Identify OT Identify value Matching process Formulation: Vision/mission/ goals etc Action plan adjust policies/ procedu res Identify budget ing SW Internal evaluation Feedback mechanismevaluation imple menta tion

Environmental assessment EXTERNAL ANALYSIS “looking around” INTERNAL ANALYSIS “self study process” FACTORS Social Staffs Environmental assessment EXTERNAL ANALYSIS “looking around” INTERNAL ANALYSIS “self study process” FACTORS Social Staffs Economic Services Technological Systems Cultural Resources ( financial, physical) Demographic Current strategies political IDENTIFY User needs partners/competitors relevant models Public input

FORMULATION CREATE VISION ACTION PLAN: MISSION STATEMENT Facilities plan HRD Plan Organizational plan STRATEGIC FORMULATION CREATE VISION ACTION PLAN: MISSION STATEMENT Facilities plan HRD Plan Organizational plan STRATEGIC PLANNING Services plan GOALS & OBJECTIVES Financial plan

Organizing • Determining the specific activities necessary to • • • accomplish the planned Organizing • Determining the specific activities necessary to • • • accomplish the planned goals Grouping the activities into a logical framework or structure Assigning these activities to specific positions and people Providing means for coordinating the efforts of individuals and groups 1

METHOD OF DEPARTMENTALIZATION/SPECIALIZATION • Number • Function • Territory • Equipment • Customer • METHOD OF DEPARTMENTALIZATION/SPECIALIZATION • Number • Function • Territory • Equipment • Customer • Product • Form of resources • Subject • combination 2

departmentalization based on function • Administration – Personnel, secretarial, financial • Technical Services – departmentalization based on function • Administration – Personnel, secretarial, financial • Technical Services – Acquisition, processing, preservation • User Services – Circulation, Reference, searching, interlibrary loan • Promotion and Networking – Exhibition, library guides, user education 3

Library Organizational structure ( hierarchy) Head administration Tecnica sevices acquisition User services processing circulation Library Organizational structure ( hierarchy) Head administration Tecnica sevices acquisition User services processing circulation reference 4

Library organization ( flat) head administration acquisition processing circulation reference 5 Library organization ( flat) head administration acquisition processing circulation reference 5

Coordinating mechanism Mintzberg: • Mutual adjustment/informal communication • Direct supervision ( vertical hierarchy) • Coordinating mechanism Mintzberg: • Mutual adjustment/informal communication • Direct supervision ( vertical hierarchy) • Standardization of work processes ( policy, rules • • procedure etc. ) Standardization of Outputs/products Standardization of skills (accredited) 6

STAFFING • Types of staff : – Professional, para-professional, library technicians, clerks, Subject specialist STAFFING • Types of staff : – Professional, para-professional, library technicians, clerks, Subject specialist , technical, students ( education, skills, experiences) – Full-time vs part time • Job description – Job title, job activities, responsibility, rights 1

STAFFING : TASKS 1 • RECRUITMENT & SELECTION – ( advertising, application form, verification, STAFFING : TASKS 1 • RECRUITMENT & SELECTION – ( advertising, application form, verification, testing, interview, hiring ) • TRAINING & STAFF DEVELOPMENT – – – – Informal vs formal Attitude, knowledge, skills Individual vs group In-house vs outside Seminar, workshop, conference. Further study Career path writing 2

STAFFING : TASKS 2 • EVALUATION/PERFORMANCE APPRAISALS – Methods: essay, ranking/ rating scales, interview STAFFING : TASKS 2 • EVALUATION/PERFORMANCE APPRAISALS – Methods: essay, ranking/ rating scales, interview • COMPENSATION – – – Determination of salary Development of salary scale Salary increase Recognition and rewards Benefits ( retirement, insurance, leaves etc. ) • PERSONELL POLICIES AND PROCEDURES – Conduct, working hours, etc. 3

DIRECTING • Leading – Style of leadership ( Likert) • Exploitative-authoritative, benevolent-authoritative, consultative, participative DIRECTING • Leading – Style of leadership ( Likert) • Exploitative-authoritative, benevolent-authoritative, consultative, participative – TQM • Motivating (Maslow’s Hierarchy of Needs) • Communicating ( written, oral, non-verbal

CONTROLLING 1 • Establishing criteria, standard ( policy, budget, • • • personnel) to CONTROLLING 1 • Establishing criteria, standard ( policy, budget, • • • personnel) to achieve objectives Monitoring the outcome periodically ( personal observation, statistical data, oral/written reports, Providing feedback mechanism -> efficiency and effectiveness in the achievement -> suggesting adjustment, alternatives Prevention (planning/goal setting, automated system) 1

CONTROLLING 2 • Standard : – those relating to material ( quality, quantity, cost, CONTROLLING 2 • Standard : – those relating to material ( quality, quantity, cost, time) – Those relating to moral aspects ( code of ethics) • Internal vs external control 2

BUDGETING TECHNIQUES • Line-items budget( dividing into broad category) – Salaries and wages, materials BUDGETING TECHNIQUES • Line-items budget( dividing into broad category) – Salaries and wages, materials and supplies , equipment, capital expenditures • Formula budgets ( per student etc) • Program budgeting -> Planning Programming Budgeting System

EVALUATION • Cost-benefit analysis • Budget analysis • Performance evaluation • Collection evaluation • EVALUATION • Cost-benefit analysis • Budget analysis • Performance evaluation • Collection evaluation • Management information system • Self-evaluation • SWOT analysis