Ad-Team Minutes - July 22, 2015

Expected Outcomes: To discuss the prioritized lists of the three sub-committees regarding strategic goals and to discuss updates to the budget.

Agenda Items

Presentations by committees (Rogers):

The Strategic Planning sub-committees were tasked with prioritizing their list of objectives presented at the last Ad Team meeting. Their results were as follows:

Goal 1: Visitors easily navigate our inviting physical and virtual spaces

Sub-committee: Karen Marriott, Candace McDaniel, Kim Terry, w/Kellie Delaney

Objective: Improve effective communication to help customers easily identify and browse library resources, services and collections.

Actions:

1. Enhance customer access to meeting room information and reservations – measured by email questionnaires to people who reserved rooms, monitoring the usability by viewing how customers get to this information.

   • Add additional website content to help customers with Meeting Room Requests

   • Revisit Room Management Software

   • Investigate online invoicing as a payment option

2. Increase customer use of databases through easy access and integration into our catalog

   • Create catalog records for databases

   • Add Research Databases link to LS2Pac Main Site Navigation

3. Monitor user behavior

   • Measurement: Record way-finding questions (periodic sampling)

   • Measurement: Secret Shoppers

   • Web Services Usability Testing

Goal 2: Our community has access to expert library staff with up-to-date knowledge, skills, and abilities to deliver library services.

Sub-committee: Julie Ballou, Melody Kellogg, Rachel Kopchick, w/Stacy Schrank

Objectives & Actions:

1. Develop and implement an employee onboarding program that includes system and local components

   • Create a centralized welcome letter aimed at eliminating conflicting information and duplicated efforts regarding details of first day of work.

     • Measurement: Letter finalized by September 1, 2015.

   • Increase employee readiness for success by expanding new hire orientation to four day orientation program

     • Measurements: Supervisor satisfaction survey, employee satisfaction survey, and employee skills assessments

   • Establish and publish a local onboarding program specific to each library location or department

     • Measurement: All library locations and departments have onboarding program completed by November 20, 2015

   • Implement as series of Employee Training Essentials courses to be completed during the first six months of employment.

     • Measurements: Supervisor satisfaction survey, employee satisfaction survey, and a completion rate of 100%

2. Connect customers and staff to identified system subject matter experts

   • Identify employees who have expertise in various subject areas that could be beneficial to both staff and customers

     • Measurements: Initial survey and selection completed by January 15, 2016, supervisor confirmation, annual update

   • Expand Ask-a-Librarian services to include subject matter experts associated with special collections

     • Measurements: Completed by March 1st; establish collection methods for usage of subject matter experts.

Goal 3: Visitors are connected with library resources at every point of contact.

Sub-committee: LaVetta Dent, Anne Fischer, & Chris Kennedy

Objectives: To promote using both virtual and physical spaces and to connect program participants with all library resources.

Measurements: The group seeks to measure to determine if we can increase customers’ knowledge of the libraries’ physical and virtual spaces as well as the resources that the library has to offer. The group wants to conduct a survey in September 2015 and March 2016.  They would like to conduct the survey online as well as hand out in the library.  Their goal is for a survey in September to be a benchmark on what customers know about our spaces and resources and we would like March’s survey to show that our efforts to promote our spaces and services and connect customers with our resources will show an increase in the customers’ knowledge of the library.

Budget Updates (Lovely):

Reports for the 101 and 102 accounts will be combined. Supervisors will still be able to track the salaries of hourly and salaried employees. Because the budget was prepared prior to the departmental restructuring due to Project Kaleidoscope, parts of the budget must now move with the employees who changed departments. Carpet replacements at ED will be delayed, saving approximately $180,000. The current budget shows a 1% ($188,000) market adjustment for January. Lloyd would like the Ad Team to review the information and submit any updates by July 31st before the materials are sent to the Finance Committee.

Reports (All):

LaVetta, OUT: While she was on vacation in Ghana, Kristin Williamson helped develop a library.

Todd, CON: Bids for JN are due July 29th. JN groundbreaking is scheduled for the morning of August 29th.

Rachel, NW: The search for BE's new library manager is underway. Current manager Katrina Prince's last day is August 14th. In-person interviews for the manager position will begin August 3rd. Three separate committees will be involved during the process. They are the search, peer, and direct report committees. The interviewees will also give a short presentation.

Julie, DN: OU's School of Library and Information Studies will have students visiting DN for their class on August 4th. Chris Stofel has been working with MSL to reorganize WR. The adult and children's collections will be switching, so the former will be closer to the computers.