Library Administration and Organizational Structure

Describe the administration and its functions.
Discuss the basic principles of management.
Illustrate the departments and its individual operations.
Library Administration
Lib authority and committees
Human Resources (Library Staffing, Job Analysis & Evaluation, etc.)
Library Finance (Budgeting, Accounting, etc.)

1. Dr. N.Sundar Librarian Thiagarajar College of Preceptors, Madurai. Library Management & Organizational Structure

2. Objectives Describe the administration and its functions. Discuss the basic principles of management. Illustrate the departments and its individual operations.

3. Library Administration Library Administration Lib authority and committees Human Resources (Library Staffing, Job Analysis & Evaluation, etc.) Library Finance (Budgeting, Accounting, etc.) Acquisition, Circulation, other sections. Library Rules & Maintenance. Records, Reports and Statistics.

4. Some Definitions According to Theo Haimann , “Administration means overall determination of policies, setting of major objectives, the identification of general purposes and lying down of broad programmes and projects ” According to Newman, “Administration means guidance, leadership & control of the efforts of the groups towards some common goals ”

5. Levels of Management Top Level of Management Top management consists of owner, board of directors, chief executive officer, managing director and general manager. These people are not engaged in the day to day operational activities of the organization. Their activities consist of: Determining the objectives and goals of the enterprises Framing policies and plans to achieve the goals Assembling the resources like money, men, material Exercising effective control Providing overall leadership

6. Levels of Management Middle management consists of senior middle management or functional heads like production manager , finance manager , marketing manager and junior middle management like branch heads divisional heads. This level of the management is basically acts as link between top and low level management . Implementing the policies and plan laid down by the top management Preparation of organizational setup in their departments Selecting suitable operative and supervisory personnel Assigning duties and responsibilities to lower management

7. Levels of Management Lower Level of Management It consists of supervisors, superintendents and foreman. They are direct in touch with technical work and workers. Actual execution of plans and polices took place at this level. Planning of day to day work Give orders to execute the work They arrange material and equipment for workers Provide job training to workers Maintain proper discipline in section and good relation among the workers Communicate the problems of workers to higher level.

8. Administrative Functions Planning : Well plan is half done Organizing : combination of human, physical and financial resources. Staffing : Selection, recruitment, development and compensation. Directing : Process or technique by which instruction can be carried out as originally planned. Controlling : Ensures effective utilization of organizational resources so as to achieve the planned goals.

9. Strategic Planning Strategic visioning : A proactive view, leading to a plan to anticipate the future of the library organization. Strategic acting : A process of strategically analyzing the organization’s efforts. Strategic planning : A systematic method used by organizations to adapt to expected changes. Core values : A set of common beliefs held by the organization.

10. Planning– The Outcome

11. Looking Around

12. SWOT analysis

13. Vision A vision statement, as an act of foresight, outlines what the organization wants to be. It is inspirational; set within a context of the future, it is timeless, and it provides clear decision-making criteria.

14. Goals, Themes, and Directions Goals are the organization’s broad aspirations defined in operational terms, leading to measurable objectives with strategies and activities emanating from them.

15. Objectives, Initiatives, Pathways, and Strategies Primary elements are involved in objectives formulation include: Clients : Who they are and who they are not (with the potential of converting those who are not). Services: What new services are needed, which existing ones should be retained, and which should be deleted. Personnel resources: What professional support skills are needed to provide identified services. Technological resources: What resources can be assessed and what technology is required. Financial resources: What the objectives cost. Community responsibilities : The library’s obligations as a social institution.

16. Steps in Making Decisions If the organization’s goals are clear, the important step in decision making is developing alternatives for solutions to identified problems or issues.

17. Factors in Making Decisions Several factors influence decision making for libraries and other information centers. Selection from among alternatives is made on the basis of: Experience. Experimentation. Research and analysis.

18. Understanding the Strategic plan failure & Success According to Germano , M. A., & Stretch-Stephenson, S. (2012) Poor employee engagement; Poor communication; Lack of clarity in terms of goals and expected outcomes; Inadequate leadership development within organizations; Speed and adaptability when refinements are required; Slow decision-making; Resource inadequacy; Little attention to customer needs; and Non-alignment across functional areas.

19. Understanding the Strategic plan failure & Success This requires libraries to address huge questions like: Who is (not) using my library? What are they (not) using? What moments of truth prevent patrons from using the library again? What are they using instead? How do they get information when the library is unavailable? How much do they value information? How has the library improved patrons’ lives in quantifiable ways? Is my library capable of providing the information patrons need? What do my patrons need from a library? Want? What or who is my competition?

20. Functions of Administration Departments Process of paper work & information for internal & external support. Proper communication to make all the staff to aware what’s going on. Facilities & maintenance of the overall library functions.

21. Functions of Administration Departments Process of paper work & information for internal & external support. Proper communication to make all the staff to aware what’s going on. Facilities & maintenance of the overall library functions.

22. Organizational Structure

23. Library and its departments Circulation Reference Services Technical Services Periodical (or) Serials control Acquisition Unit Copyright Services Research Sections Information Services Digital Resources Audio Visual Sections Back-Volumes/Newspaper Communication & Outreach Quality Assurance etc.

24. Overview All organizations require some sort of structure. Organizational Structure is a mechanism to divide all the necessary tasks among the workers, and to guarantee that workers perform those tasks in the right order and at the right time.

25. Overview Consider , for example, US Library of Congress, largest library in the world. Established in 1800 with an appropriation of $5,000. Library’s first collection consisted of 740 books and 3maps; its first librarian did double duty as clerk of the House of Representatives. Today’s Library of Congress, by contrast, has a collection of more than 147 million items occupying approximately 838 miles of bookshelves and adds more than 22,000 items each day with more than 3,500 permanent full-time employees , the library requires an elaborated organizational frame-work . http://www.loc.gov/static/portals/about/documents/OrgChart-all_93018.pdf

26. Parts of an Organization

27. Methods of Departmentalization Organizations have traditionally established their departments using five methods: by function , by territory, by product, by customer and by process . One example Function : In business, most common organizational design is the functional structure. In libraries too, this methods of departmentalization is widespread, with subunits handling the functions of circulation, reference, acquisition, cataloguing, management, and etc. LIS 602 Resource Management in Library & Information Centers

28. The Hierarchy

29. Power and Authority Words power and authority are sometimes used interchangeably, but in truth these terms are not synonymous. A person may possess power without necessarily possessing authority. Authority is a supervisor’s legitimate right to direct subordinate workers and is usually accepted by those subordinates. LIS 602 Resource Management in Library & Information Centers

30. Power and Authority

31. Source: https://www.library.qut.edu.au/about/management/documents/ORG_LibReportingStructure_20170502.pdf

32. Reference Moran, BB, Stueart , RD, & Morner , C (2013). Library and Information Center Management, 8 th ed. ISBN: 9781598849899 Germano , M. A., & Stretch-Stephenson, S. (2012). Strategic value planning for libraries. The Bottom Line, 25(2), 71-88. doi:http :// dx.doi.org /10.1108/08880451211256405 Lovely Professional University: http:// ebooks.lpude.in/library_and_info_sciences/DLIS/Year_1/DLIS003_LIBRARY_ADMINISTRATION_AND_MANAGEMENT.pdf