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The Library & Information Science Professional's Career Development Center |
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Multitasking to Within an Inch of Your Life: Working in a Small Library |
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Starting a new job in a library is an exciting and eventful time: new people, new collections and a host of other things to learn. Before starting my new job I knew I would face a few changes since I was going from a large academic library to a small one. To provide perspective, I went from a library with a reference staff of eight to a library with a total staff of ten. While I shifted from one academic library to another, many of the challenges I faced are indicative of small libraries everywhere that do so much with small staffs. My experiences and observations give me a newfound respect for small libraries and I hope my view from the trenches will help other librarians interested in working in these libraries. The first two things I noticed are that there is no fixed hierarchy in smaller libraries and that my responsibilities surpassed my job description. The small setting means communication between departments is immediate and straightforward. This makes asking questions and getting answers simpler, and proves invaluable when it comes to cross-training. The other thing I noticed is that while my job title is “reference and instructional librarian,” I am called on to be active in all aspects of the library, from reference to circulation to technical support. I quickly learned that in a small library with two shifts there might only be one or two people on duty covering both circulation and reference. This makes for very active days and I quickly realized that my former ideas about organization and pacing myself would not work in this environment. I was used to having time away from the reference desk, and now, while I still have office time to fulfill my other duties, there is no guarantee of being undisturbed. In response I developed new time management strategies. This is what I call multitasking and I hope it will be of use to you. There are four components to this strategy:
Cross-Training? Yes, Please Cross-training on all of a small library’s equipment and computer technology is essential and cannot be stressed enough. Aside from becoming familiar with the library’s print and electronic collections, knowing the circulation system is essential. If someone offers to show you something, take the time to learn and you will have no regrets. This includes computer hardware, software, printers and photocopiers. While it is common to be hesitant when handling hardware like printer/copiers, becoming familiar with your equipment saves time and grief for yourself and your patrons. The time invested in learning to add toner or remove paper jams adds to the quality of service overall. There is nothing as frustrating as helping someone find the perfect information and not being able to print or photocopy it for him or her. Becoming familiar with common computer software will also help you serve your patrons. Programs like Microsoft Word, PowerPoint, Excel, etc., are in constant use and simple problems appear huge to novice users. For example, a young lady using Word had her text shrink to 7 point font. She was visibly upset but her problem was painless to correct. And though some readers may say this is not part of being a librarian, it is now. In a small library there are times when you are the only person on duty, and every bit of knowledge you can draw on will help you and your patrons. Cross-training and familiarizing yourself with library equipment prepares you to deal with the myriad questions and concerns of your patrons, which may range from questions on research topics to technical problems. Fixing paper jams and replacing toner, while not the highlight of the day, keeps the library running smoothly and allows you to help patrons doing research. Being in a smaller setting, you interact more with your surroundings. When issues arise, whether big or little, they affect the whole environment and being able to handle or at least put a patch on things is a tremendous help. Inventive Organization: Organize, Don’t Over-compartmentalize Being organized is a plus. This means that keeping yourself mentally and physically organized will make life easier. Note that “organized” isn’t the same as “neat.” Break down tasks into smaller pieces. Doing this makes allowances for interruptions and creates a fluid workflow. Working in a small library is organic, meaning hierarchies and boundaries are not set in stone. Managing interruptions and switching hats -- for example, from reference to circulation -- are part of the flow of the day. When you’re at the reference or circulation desk, which could make up most of your day, you can’t allow yourself to become overly occupied by other work. Your priorities start with people and the service desk you’re currently occupying. Breaking your tasks into smaller chunks makes it easier to pick up where you left off once you have time again. For example, one of my duties includes teaching library orientation classes. This takes prep time because each session is geared to each individual class. I find that creating an outline for the session is similar to creating an outline for my time at the desk. The instruction session outline covers what I want to do in a given time period, so I use the same method to structure my time elsewhere. Having tasks broken down in this way helps me feel that I have not lost my train of thought, and each check mark on the list allows me to gauge my progress so I never wonder where all my time went. Bring Your Office With You During the course of one day you may barely be able to get to your office. It’s imperative to be realistic about what you need to do when you do have office time. This is premium time and should be used for tasks that require quiet surroundings. I started out in this job with no office time and eventually graduated to one hour. I find this is my best time to check voice mail, email, and return messages. Then I’m off to reference. If office time is scarce, my answer is “become portable.” Take things with you. If you decide to carry a portable office to the service desk, be realistic about what you can do in the time you have. Don’t carry a mountain of papers just in case you have time. Since the pattern of questions and patron needs is not static, there are times when you can really make a dent in your current project while sitting at the reference or circulation desk. It’s also a definite plus to learn not to be distracted by movement or slight noise. Another time saver: find out if your system allows shared-access files. This type of file allows you to access, modify and save documents on any computer on the same network. This saves time and cuts down on how much you have to carry. Attitude Small libraries are dynamic and can be fast-paced places to work. With the ebb and flow of patrons you have to shift gears all the time. That is why attitude plays a big role in job satisfaction. You have to enjoy solving a variety of problems. Whether it is a straight research question or a technical difficulty, you need to go with the flow. If you like the comfort of knowing what every day brings, a small library may not be for you. Attitude also affects your relationship with your coworkers. In a small library you’re working in close quarters and there is very little place for territoriality. While you definitely have your job to do, tasks can cross boundaries and you can find yourself technically “doing someone else’s job.” In situations like that, a laid-back attitude comes in handy. There are days I leave work with my brain still buzzing from all the different activities, and I love it. The diversity of questions and the collegial atmosphere among the staff is mentally and physically engaging. I don’t want to paint an overly rosy portrait; there are days when I feel like nothing goes right. But the job is never boring. Conclusion While what I’ve written may not fit the traditional definition of “multitasking.” it is the best word I can use to describe having to be a jack-of–all-trades and still a master of some. For those of you thinking of working in a small library, I hope I’ve given you useful tips. A lot is expected of you but the experience is very rewarding. Melissa M. Johnson is the Evening Reference and Instruction Librarian at Lynn University. She is also the Collection Development Coordinator for the general collection. Article published Apr 2006 Disclaimer: The ideas expressed in LIScareer articles are those of their respective authors and do not necessarily represent the views of the LIScareer editors.
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Page last updated
04/03/2006
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