Transcript Document

香港中文大學圖書館系統
University Library System
The Chinese University of Hong Kong
Put On Your Wing,
For Nothing Is Holding You Back
The Academic Librarian: Dinosaur or Phoenix?
Die or Fly in Library Change Management
The Chinese University of Hong Kong
April 11-12, 2007
LEUNG Yau Ching
Two Collection Relocation
Initiatives
University Library System, CUHK
• In 1993 summer in the University Library
System
 Subject-Orientated Library Scheme
• In 2006 summer in the University Library
 Intershelving the circulating books in one
sequence disregarding Western or East Asian
languages
 Re-arranging the circulating books and bound
journals on six floors of two buildings in a more
logical manner
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1993 vs 2006
University Library System, CUHK
• The 1993 relocation
 Volumes : less than one million
 No intershelving, mainly mass relocation and re-shelving
 Workload shared by all libraries of the University Library
System
 The University Library System closed for a week
• The 2006 relocation
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Volumes : nearly one million
Mainly volume-by-volume relocation and re-shelving
Workload on the Circulation Department
University Library and all its collection remained open to
users
 Concurrently carried out with a number of inter-related
tasks
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Changes Making Differences
University Library System, CUHK
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Keen competition
Tasks no longer coming and completed one by one
Services becoming increasingly customer orientated
Library support needed in summer by:
 summer classes for undergraduate and postgraduate students,
course students, and six formers of the secondary school
 faculties who need to use the library to prepare for their
classes and conduct their research
 subscribed members who are now much more aware that they
have paid to access the library collections and facilities
 the alumni who, driven by life-long learning, expect that they
can use the library to support their work and study
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University Library System, CUHK
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The 2006 Intershelving &
Relocation Initiative
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University Library System, CUHK
Profile of Collections Involved
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Circulating books: 720,000 volumes
Bound journals: 200,000 volumes
Number of bays of bookshelf: 5,400
Linear metres: 33,000
Stacks: 98% full for books, 80% full in
average for bound journals
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Distribution Before Relocation
University Library System, CUHK
No. of Bays
UL 4/F
1,400
Holdings
Books in Western languages : Classes QA101-Z
Books in East Asian languages:
Classes A-Z (except C-F)
UL 3/F
1,400
Books in Western languages : Classes A-QA100
UL 2/F
800
Bound Journals in all languages: Classes QD-Z
Folio : Classes A-Z (separately shelved by languages)
UL LG/F
1,420 (compact shelf)
Bound Journals in all languages : Classes A-QC
TKP 2/F
380
Books in East Asian languages : Classes C-F
UL: University Library Building
TKP : Tin Ka Ping Building
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Distribution After Relocation
University Library System, CUHK
No. of Bays
Holdings
UL 4/F
1,400
Books in all languages : Classes Q - Z plus folio
UL 3/F
1,400
Books in all languages : Classes DS801- P
UL 2/F
800
Books in all languages : Classes A - DS799
UL LG/F
1,420 (compact shelf)
Bound Journals in all languages : Classes P-Z
TKP 3/F
370 (compact shelf)
Bound Journals in all languages : Classes HD-K
TKP 2/F
600 (compact shelf)
Bound Journals in all languages : Classes A- HC
UL: University Library Building
TKP: Tin Ka Ping Building
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University Library System, CUHK
Concurrent, Inter-related Tasks
1. Refurbishment of the new Law Library on TKP
4/F (by the Campus Development Office)
2. Evacuation of the Law collection and Law
Library Office from TKP 3/F to the temporary
storage and office (by professional movers)
3. Refurbishment of TKP 3/F after the evacuation
of the Law collection and Law Library Office, as
well as TKP 2/F (by the Estate Management
Office)
4. Installation of 1,000 bays of compact shelving on
TKP 2/F and TKP 3/F, and a small portion in the
new Law Library on TKP 4/F (by the compact
shelving vendor)
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University Library System, CUHK
Constraints
1. Timeframe: from mid-May to the end of August
2006
2. Carried out on top of the regular and routine
services, and with four concurrent, inter-related
refurbishment and installation tasks
3. Affected collections remained open throughout
to allow user access as usual as possible,
implying
a. disturbances, if unavoidable, be kept as
minimum and orderly as possible
b. assistance to users be available throughout
c. stakeholders be informed of the latest
progress of the intershelving and relocation
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Not To Be Held Back
How ?
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University Library System, CUHK
Rule 1: Being Dynamic to Achieve
Project While Maintaining Routines
 Managing routines vs managing project
 Concurrently but not at the expense of one
another
 A structure that its administration, management,
budgeting, and resources allocation can support
regular and project operations simultaneously
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Rule 2 : Identifying the Necessary
Resources & Acquiring Timely
• A new initiative may require skills and resources
not available in the establishment
 Identifying the required resources
• 1,200 sets of bookshelf plates
• 1,000 bays of compact shelving
• Manpower
– 40 student helpers employed on a hourly basis
– 6 clerical assistants on a 2-month contract
– professional movers
 Acquiring timely, deploying timely
 Speedy and simplified acquisition procedures whenever
necessary
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Rule 3 : Always Knowing Yourself Well
 Plan ahead, but prepare for things turning out
not as planned
 Be flexible to revise the plan and schedule, to
identify alternatives, and to make the right
decision, in short time
 Good and comprehensive understanding of
one’s area of responsibility, one’s department,
and one’s library
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Rule 4 : Right People for the Right Task
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Jobs
People
All positions are important and essential
Who can do which job best and most cost
effective
 Prepare and assign accordingly
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Rule 5 : Environment Encouraging
Harmonious Mixing of Resources
 Regular and non-regular resources together to
achieve the new initiative
 Environment and culture that encourage regular
staff and new colleagues on short term
employment to work together harmoniously and
effectively as instant as possible
 Clear job descriptions and responsibilities, right
expectation and understanding of each party
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Rule 6 : Identifying and Addressing
the Needs of Stakeholders
University Library System, CUHK
• Who are the stakeholders
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library users
library colleagues (Public Services and Law Library in particular)
shelvers, clerical assistants and student helpers
Campus Development Office, Estate Management Office, and their
contractors
 compact shelving vendor
 professional movers
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What are their needs and interests
What are the disturbances that affect their needs and interests
Measures addressing to the disturbances, needs and interests
Keeping track of stakeholders’ reaction
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Rule 7: Timely & Effective Communication
 Essential to flow of information or instruction to
the stakeholders
 Managing the expectation and reaction of the
stakeholders
 Timely : arousing the awareness of the
stakeholders to the current or coming situation,
making them be prepared to accept the situation
 Effective: reaching each of the stakeholders, in
the context of the needs and interests of each of
them, as a result each is informed of and
prepared to accept the situation
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University Library System, CUHK
Rule 8 : Organized Abandonment
 “Free resources from being committed to
maintaining what no longer contributes to
performance, and no longer produces results.”
(Drucker, 1999)
 Evaluation of the routine operations and
services on a regular basis
 Abandonment of obsolete operation in an
organized manner to release resources for new
initiatives
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Rule 9 : Teamwork
 Give the synergy effect that “can approach
situations and produce solutions that are even
beyond the capabilities of the group of experts”
(Osheroff, 2007).
 Structure and culture encourage and facilitate
teamwork of regular and non-regular staff
 Sharing success with each team member alike
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University Library System, CUHK
What Has Been Achieved
• Intershelving of the 720,000 volumes of books
completed in 1.5 months, from May 15 to June 30,
2006
• Bound journals relocation completed in three
weeks, from Aug 25 to Sep 11, 2006, because of
the progress of the concurrent tasks
• Statistics of the circulation, in-house use and
entrance showed the intershelving and relocation
affected users little in their using of the University
Library
• No user complaints, nor complaints from library
colleagues or any other stakeholders throughout
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