Renewal and Transformation Group 2/7/07, Revision 1.6Library Faculty Meeting 2/7/071 UNIVERSITY OF...

2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07 1

Renewal andTransformationGroup

UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN

LIBRARY

Faculty MeetingFebruary 7, 2007

“Feedback from the Library Leadership Retreat”



LEADERSHIP RETREAT AGENDALEADERSHIP RETREAT AGENDAFebruary 6, 2007

Champaign Country Club

9:00 a.m. Expectations for the Day

9:10 a.m. RTG Review of Survey Results

10:00 a.m. Introduction of Focus Group Topics

10:15 a.m. Break

10:30 a.m. Focus Groups Breakout Session #1

11:30 a.m. Report Outs & Large Group Discussion

12:00 noon Lunch

12:45 p.m. Focus Groups Breakout Session #2

1:30 p.m. Report Outs & Large Group Discussion

1:50 p.m. Wrap-Up



Preparation for Preparation for Transformation Survey Transformation Survey

ResultsResults

Ron Gill, Scott Gill, Ed Craig



RTG’s Definitions of RTG’s Definitions of Renewal and TransformationRenewal and Transformation

• Renewal is all about re-focusing and re-energizing the organization on those things that made it great in the past.

• Transformation is all about focusing on the human dimension to create a new organizational culture to achieve high-performance teamwork at all levels.



Leadership Team Launch

Sessions

Renewal & Transformation Process ApproachRenewal & Transformation Process Approach

AssessLeader’s

Readiness

Conduct PFTSurveys

Review PFTSurvey Results

with Leader

Review PFTResults withInterviewees

MonitorMetrics and ManageStrategic Planning

Process

Identify NewInitiatives

Form InitiativeTeams

Launch and Train Initiative

Teams

Monitor Initiative Team

Progress

CelebrateSuccesses

Decisionto Proceed

Ongoing Leadership Coaching and Team Building by RTG

1 32

5 87

10 12119

4

6



The Survey• The survey questionnaire is not a scientific study, but is

a step in the Renewal and Transformation Process approach with the purpose of engagement.

• Scott Gill interviewed a total of 26 leaders in the Library.

• Similar responses to each question were grouped together and categorized for the summary charts.



Category DefinitionsCategory Definitions

MANAGEMENT

– Ensures Order and Predictability

– Develops Plans and Budgets

– Monitors Results Against Plans

– Controls Resources and Processes

– Delegates and Provides Directions

LEADERSHIP

– Creates Change

– Determines Vision and Strategic Direction

– Inspires Faculty and Staff to Overcome Barriers and Achieve Goals

– Empowers People

– Coaches and Supports



Category DefinitionsCategory Definitions

COMMUNICATION

– Speaking

– Listening

– Openness to feedback

– Seeking first to understand

– Easy to talk with



What are the top three key issues facing the University Library?

Process Management

3%

Teamwork4%

Resource Management

4%

Marketing, Visibility4%

Leadership6%

Systems1%

Communication1%

Organization10%

HR Management11%

Facilities14%

Funding20%

Vision, Goals, Priorities

22%

80 Total Responses



What does it take for the University Library to be successful five years from now?


20%

Funding13%

Leadership13%

HR Management12%

Organization10%

Process Management

9%

Facilities6%


Resource Management

4%

Communication1%

Understand User Needs

3%Teamwork3%

68 Total Responses



If you had all the votes, what three changes would you put the highest priority on implementing?

Teamwork4%

New Technology3%

Resource Management

4%

Understand User Needs

1%

Leadership4%

Communication4%

Budget Allocation4%

Facilities7%

Process Management

8%


11%

Funding11%

Organization18%

HR Management21%

76 Total Responses



What are the strengths of the University Library leadership, Paula Kaufman?

Management1%

Scholarship1%

Administration2%

Teamwork2%

Process Management

1%


Funding3%

HR Management5%

Communication6%

Personal Traits, Values

14%

Leadership61%

People Skills1%

172 Total Responses



What are the weaknesses of the University Library leadership, Paula Kaufman?

Personal Traits, Values

4%

Other (17)36%

Decision Making6%

None6%

Leadership20%

Conflict Resolution

12%

Delegation8%

HR Management8%

49 Total Responses



What should the University Library Office do less of to be most effective in its role of support of the individual units?

Less Email7%

Less Gate Keeping8%

Less Redundant Reports

8%

Less Talk-More Action

8%

Less Trouble Shooting

8%

Less Meetings61%

13 Total Responses



What should the University Library Office continue doing to be most effective in its role of support of the individual units?

Misc. (9)42%

Encourage Faculty10%

Develop Funding10%

Communicate14%

Involving Others24%

21 Total Responses



What should the University Library Office do more of to be most effective in its role of support of the individual units?

Delegate More Authority

5%

Fund Raising5%

Misc. (22)60%

More Team Building

8%

Communication8%

HR Support14%

37 Total Responses



Linkage of Survey Responses to Linkage of Survey Responses to Strategic Plan InitiativesStrategic Plan Initiatives

PFT Survey Top Issues

• Vision, Goals & Priorities

• Funding

• Facilities

• HR Management

• Organization

Strategic Plan Initiatives

Priorities

University

LibraryStrategic

Plan

University

LibraryStrategic

Plan



Focus Groups’ Breakout Focus Groups’ Breakout SessionsSessions

“Leaders translating strategies into action”



Breakout TopicsBreakout Topics

1) What is our vision for the University Library?

2) How should we organize the University Library for the future?



Focus Groups – Session #1Focus Groups – Session #1

*Group Leader

GROUP A GROUP B GROUP C GROUP D

*Barbara Ford *John Wagstaff *Tom Teper *Janis Johnston

Cindy Ingold Rod Allen Bill Mischo Tina Chrzastowski

Chris Prom Tim Cole Janice Pilch Karen Wei

Lynne Rudasill Nancy O’Brien David Ward Michael Norman

Scott Walter Lisa Romero Greg Youngen Mary Stuart



Breakout Session #1Breakout Session #1

1. Topic: What is our vision for the University Library?

2. Process:– Each Breakout Group member has a disposable camera.– You are taking pictures of the University Library on

February 6, 2012, from various perspectives. (30 minutes)– The pictures taken are what you want the University

Library to look like in 2012– Write a caption for each picture taken. (film is bad)– Group decides on one caption for each perspective and

prepares report-out on memory stick (30 minutes)




3. Pictures are to be taken from the following perspectives:• From the user's perspective

– Student

– Instructor

– Researcher

• From a Dean's perspective

• From the Provost's perspective

• From the inside looking out

• From 40,000 feet




4. Outcome:

A collection of pictures (captions) of the future University Library from various perspectives that will be used to create a Common Vision of Success.

5. Follow-up:

a. Small group to combine picture captions into a vision statement for the University Library

b. Small group to develop a communication plan for sharing vision with the University Library employees.



Breakout Session #1 OutputsBreakout Session #1 Outputs• Follow up Team:

Lynne Rudasill, John Wagstaff, Janice Pilch, Tina Chrzastowski

• Assignment:

1. Consolidate the picture captions from the 4 Focus Groups.

2. Wordsmith the captions if necessary to improve clarity.

3. Write a sentence for each perspective that captures as much of the consolidated picture captions as possible.

4. Review the “Vision” at the meeting of all Retreat participants on February 28 and lead a discussion and debate.

5. Review “Vision” with all faculty and solicit feedback.



Focus Groups – Session #2Focus Groups – Session #2

*Group Leader

GROUP A GROUP B GROUP C GROUP D

*Nancy O’Brien *Bill Mischo *Chris Prom *Janice Pilch

Tina Chrzastowski Rod Allen Barbara Ford Michael Norman

Tim Cole Cindy Ingold Tom Teper Lynne Rudasill

David Ward Janis Johnston Mary Stuart John Wagstaff

Greg Youngen Lisa Romero Karen Wei Scott Walter




1. Topic: How should we organize the University Library for the future?

2. Questions to be addressed by each breakout group:a) What about the organizational structure doesn't work

(with specifics)?

b) What about our organizational structure does work well, that we should not tinker with?

c) What are the top 3-5 changes you would make first?

d) What are the best ways to go about effecting those changes?




3. Process:

– Brainstorm answers to each question. (60 minutes)

– Group discussion and decide on top 3 to 5 answers to each question. (15 minutes)

– Prepare report-out on memory stick.



Breakout Session #2 OutputsBreakout Session #2 Outputs• Follow up Team:

David Ward, Bill Mischo, Tom Teper, Scott Walter

• Assignment:

1. Consolidate the answers to the questions from the 4 Focus Groups. Combine same or similar answers. Making sure to keep all answers.

2. Wordsmith the answers if necessary to improve clarity.

3. Review the consolidated list of answers at the meeting of all Retreat participants on February 28 and lead a discussion and debate.

4. Review the consolidated list of organization ideas with all faculty and solicit feedback.



Wrap Up and Next StepsWrap Up and Next Steps• Next Steps

– Develop a common understanding of the Library Vision.

– Reach consensus on the Vision.

– Develop action plans to implement the Vision.

– Reach consensus on the Library organization.

– Develop action plans to implement the Library organization.

• Possible Next Retreat (not decided)

– Best practices for Leadership Teams.

– Team building – Dealing with change, values, behavior, etc

– Focus Groups identify top 5 goals required to achieve the Vision.

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Renewal and Transformation Group 2/7/07, Revision 1.6Library Faculty Meeting 2/7/071 UNIVERSITY OF...

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