The 10th Annual Library Leadership Institute Preserving our Past: Creating our Future Hong Kong March Jeff Trzeciak Moving Forward Strategically Implementing Assessment in Your Library 邁向前的策略 : 在圖書館實施評估

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Moving Forward Strategically Implementing Assessment in Your Library

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 The Problem In libraries, we craft thoughtful, poetic strategic plans BUT we fall down when it comes to executing and managing the Plan. Result: Wasted time and resources, frustrated staff, tarnished image…

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 We aren’t alone..studies show… Only 37% of staff have a clear understanding of what their organization is trying to achieve. Only 20% see how their tasks align with their organization’s goals. Only 20% are enthusiastic about their organization’s goals Stephen Covey, The 8 th Habit, 2006.

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 The FULL Planning Cycle Create Strategic Plan (mission, vision, goals) Identify Actionable Initiatives Manage Initiatives (resource, monitor) Review and Revise A- B- C-

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 The Back Story Historically: one of few units on campus with any Strategic Plan. Carefully crafted but: –Not always that “strategic” –Not always understood (too much jargon) –Gathered dust from year to year –Dreaded and hated

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Time for Change New University Librarian appointed in Jeff brought a new vision (high tech, learning-centred…)

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Step #1: Employee Input 2 half-day workshops (50 participants) in July ’07 Small group discussion, then report back: –A: What will libraries look like in 3-5 years? –B: Draft a vision and mission. –C: Draft lists of initiatives

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Step #2: Leadership Retreat 2 days of facilitated discussion with consultant –A : Read staff input from workshop. –B: Crafted draft mission, vision, value statements –C: Re-read staff input –D: Drafted 8 very rough strategic directions (areas of focus, buckets)

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Went public with mission, vision & values

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 SETTING GOALS & IDENTIFYING INITIATIVES

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Step #3: Staff Workshop (Strategic Directions, Goals & Initiatives) Two half-day workshops. Tables assigned 1 of the 8 strategic directions. Identified key initiatives for each direction. Used dotmocracy to determine support.

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Step #4: Staff Teams Spring 2008: struck 7 teams of staff (1 for each strategic direction). Teams asked to draft (3-year) goals and action plans.

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Completion Teams produced slates of goals and initiatives. Vetted by senior leadership team. Held Town Hall for all staff. Posted on website as our final plan. Glossy brochure created.

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 What we did right Lots of big new “out of the box” ideas Involved large numbers of staff Linked initiatives to specific goals (at least loosely) Assigned accountability Publicized the results

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 BUT….too many initiatives! Mission Direction #1 Goal #1 1 Goal #2 12 Goal # Direction #2 Goal Goal Goal 31234Goal 41Goal 512Goal 612 Direction #3 Goal 11Goal Goal 31 Direction #4 Goal 11Goal 2123 Direction #5 Goal 1123Goal 212Goal Direction #6 Goal 1123Goal 2123 Direction #7 Goal Goal 212Goal 312Goal 41Goal 5 1

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Resourcing the Plan September 2008: Created the Organizational Analysis group A Key Role: Oversee the planning process (including initiative management)!

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Organizational Analysis Group ORGANIZATIONAL ANALYSIS Strategic Planning Project Management Statistics & Assessment Communications Budget Fundraising & Stewardship

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 MANAGING STRATEGIC INITIATIVES

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Regular Reporting Project leads expected to submit brief reports on their work 3 times a year (then file a final report). Use Google Docs to submit For many projects, it’s a 15-minute exercise

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Sample Project Update Key Achievements Since Last Report Secured funding from donor Architect prepared Concept Drawing Next Steps Prepare mechanical & electrical drawings Construct space Changes in Scope, Time Line, Team or Lead Eliminated *** from Plan. Will need till Sept. to complete. What You Need to Succeed 5 hours assistance from Marketing Librarian

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 On the Public Website Goal Benchmarks End Date Status

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 On the Staff Side Also includes lead, team, start date. Flag changes in red.

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 BALANCED SCORECARD

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 …A new “strategy” for strategic planning… March 2009 – McMaster embarked along with 3 other ARL libraries on the implementation of Balanced Scorecard. Lead: Kathy Ball. Team: Vivian Lewis, Wade Wyckoff

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 What is Balanced Scorecard? The Balanced Scorecard translates an organization’s mission and strategy into a comprehensive set of performance measures that provides the framework for a strategic measurement and management system. »Kaplan and Norton, 1996

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Balanced Scorecard Cycle Mission, Vision, Values Strategy Map Measures & Targets InitiativesCommunicate Review and revise Only track initiatives that enhance the Library’s ability to meet its targets Quantify! Strong focus on communicating plan with others

Copyright © 2009 Ascendant Strategy Management Group – Page 28 McMaster University Library Strategy Map Customer or User? Improve discovery of and access to scholarly resources Create world-class teaching & learning spaces Strive for exemplary service that is responsive to user needs Internal Processes Learning & Growth Finances Marketing and Communications Services Operational Effectiveness Promote the Library’s reputation and role in the discovery, dissemination, and preservation of knowledge Integrate the Library into the University’s teaching, learning, and research mission Develop highly- trained, technologically- fluent superlative staff Nurture a healthy, collaborative, and dynamic work environment Grow an evidence- based culture that encourages innovation and risk taking Secure appropriate financial resources to maintain a world class research library Mission: advance teaching, learning and research at McMaster by teaching students to be successful, ethical information seekers, facilitating access to information resources, providing welcoming spaces for intellectual discovery and promoting the innovative adoption of emerging learning technologies Track efficiency and effectiveness of Library programs and services Enhance the Library’s commitment to strategic planning Rev. July 22, 09

Copyright © 2009 Ascendant Strategy Management Group – Page 29 Mapping the Existing 7 Strategic Directions to the new Strategy Map Customer or User? Improve discovery of and access to scholarly resources Create world-class teaching & learning spaces Strive for exemplary service that is responsive to user needs Internal Processes Learning & Growth Finances Marketing and Communications Services Operational Effectiveness Promote the Library’s reputation and role in the discovery, dissemination, and preservation of knowledge Integrate the Library into the University’s teaching, learning, and research mission Develop highly- trained, technologically- fluent superlative staff Nurture a healthy, collaborative, and dynamic work environment Grow an evidence- based culture that encourages innovation and risk taking Secure appropriate financial resources to maintain a world class research library Track efficiency and effectiveness of Library programs and services Enhance the Library’s commitment to strategic planning Rev. July 22, 09

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 BSC – Will force us to be more disciplined GOAL Track efficiency of library programs and services. MEASURE 1. % of new monographs that circulate within two years of acquisition TARGET ***% INITIATIVE

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Why have measures in the Balanced Scorecard? To show progress: how well are we doing in implementing our strategy? To drive behaviour: what gets measured gets done!

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Developing measures Identified leads to develop 5 to 7 possible measures for each objective on the strategy map Leads created small working groups (staff, faculty, students) to assist them

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 What makes a good measure? Specific – clear, precise, accurate Measureable – numeric and quantifiable Actionable – results easily interpreted, you know what actions affect the measure Repeatable – you can consistently gather data over time Timely – appropriate frequency, readily captured and analysed

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 From strategy map to results

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 WHAT HAPPENS TO OUR EXISTING STRATEGIC PLAN?

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Mapping it Over Once finished, Balanced Scorecard becomes the framework for our Strategic Plan.

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Mapping it Over Strategic Plan Component from ‘08/’09 What’s Happening when we move to BSC? MissionNo change VisionNo change ValuesNo change 7 Strategic Directions11 objectives (Strat Map) # Measures (new) # Targets (new) 69 Initiatives# Initiatives (must link directly to improving results on scorecard).

________________________________________________________________________________ McMaster University Libraries library.mcmaster.ca x22533 Exercise Working as a group share your experiences with assessment. How are you currently showing your library’s value to your university? What do you think works well? What have you discovered that does not work well? What are your future assessment plans?