Showing posts with label library -organization. Show all posts
Showing posts with label library -organization. Show all posts

Wednesday, April 4, 2018

Description of my library

   My library is an old (100+ years) building so it is not an up to date place. We do want we can to make it inviting and inviting but we really do not have much to work with.   But I love my job – our staff is wonderful, and the kids are great to work with!

   We have a bank of 6 computers that can be used my students and staff. Our Refere4nce collection is old and not really used all that much.   The collection is OLD- but I am trying to bring g up the age of the books. My budget is not really able to keep up. I try to order a lot of books from Junior Library guild, especially the sales because that really increases the age of our collection. I also order from Perma bound because they have free replacement of books damaged by use.
  
  We do have nice but old wooden tables and chairs that have held up really well. Our circulation desk is just – a teacher desk with a milk crate for a book drop!

  We do have a smart board for my presentations and the presentations of any staff developers that come in for professional learning.

Tuesday, June 2, 2015

Organization of Library Materials

     Normally books and materials in libraries are organized on the shelves by collection and classification. You may also have a Reference section and a periodical/magazine section.  Sections For audio visuals, listening kits, and cd's may depend  on the amounts  in each category. You may have then placed together or you may have each in its own collection and area.

     If you have books in demand- lets say you are doing a special  program ( Caldecott Challenge, Battle of the books, specialized classroom reference project, display or theme) you may want to pull out the books and isolate them from the regular collection. Place those books and resources in an easily accessible location for ease of use for both student, patron, and staff use.

   Shelving is done every day.  checking shelves of relocated items is also recommended,again depending on the length of the special program or theme.  Why is this important?

   It is important that patrons, students, or staff will be able to trace items form the catalog to the shelf.  To be able to find books / information quickly  is the the usual trade mark of a good library system

Thursday, May 7, 2015

Planning your day

 Planning - how much do you do?  Do you plan what you will do each day or do you just go into work and then wing it?    For many years ( more than I like to admit)  I just  did lesson planning ( when I was at School) and the rest of the time I just sort of "winged" it.   That worked out fine for a long time because I had great support library assistants and when a big job came around we got it done.
     When I  lost my full time assistant was when I really took the time to plan out what I needed to do and how in the world was I going to get it all done.  To add fuel to that idea was the fact that I did have people coming into to help but  they would be with me for  a period or at most maybe two periods .
   Its similar in the public library, especially when staff are different each day or vacation time rolls around like now when everyone is getting their time in .
     So I really took stock to determine what I would have them do when they arrive at the door.  Now, some of those  aides really jumped in and did what ever they thought  was the best for the library. But some of the aides had never been in the library before so I had to  train them  in various jobs. Which was not always easy because most of the time I had many many classes, or programs  and projects going on.
      Anyway my point is that whether you have help or not. Or whether you have a full time or part time person, you will accomplish more and feel better if you at least plan out part of your day.  If you know you have a certain task to complete , and it is a big one , break it down into segments and begin to work on it when you have a block of time during your day.
     Look at your schedule - with classes and special programs and decide  what you will do to further you jobs completed.
    Check out   my ebook- The Organized Librarian. This details how my days went from  'winging it'  to more organized and efficient.

Thursday, May 15, 2014

File Cabinets

 Making your file cabinets easy to use!
     At my new position, there was stuff filed in the file cabinets but not in hanging file folders and not in any kind of order.  so it was very difficult to find things quickly. I also went through and got rid of many files and papers that I did not need. I had to make sure what to chuck and what to keep.

    At the public library level , you are required to keep many records at least 7 years.

    So this is what I did. First I took EVERYTHING out.  Then I got a stack of new file folders and new hanging file folders.  I made new folders for almost everything that looked dog eared and ratty.

   Then I  rehung the hanging folders and filed items in ABC order.   I also have a small cabinet in my desk.  I did the same thing.   I made files and got the hanging file folders  and put that in Alphabetical order.

   What a difference! Now I can actually find quickly what I need.  Now as per  The Organized Librarian , I want to make a listing of what is in each drawer so that when I need to find soemthing I can check the list to see where it is located.

  I still have the files downstairs to do but that is another days' job.

Tuesday, April 29, 2014

Establishing Routines

   Where ever you are in your  life's work , trying routine of regular  tasks is worth thinking about and establishing .  Determine   what routine tasks you normally do .

   One idea is to take 3 by 5 cards and write down some of your regular tasks.  I would do a daily card and list the items that I do on a daily basis. ( Circ stats,  checking emails,  ect)

   Then I would do a weekly one - figuring out what needs to be done on a weekly basis. ( magazine check in / straighten, 

    Lastly I would do a monthly list ( on a card if it was big enough)  and list the tasks / jobs needed to be done.  ( reports,  calendars,

    When looking at all the cards , I can then figure out which items should be done when I am fresh and  ready. Morning  happens to be my best time for important tasks, typing, reports. and financials. .

.   This I placed up on my board with a card file  I can glance at that and see what tasks I need to complete.    I can figure out when to do certain tasks, at times that are convenient.It seems to work for me. Try it you might like it.

Thursday, March 20, 2014

Organizing your office - Part 2

    What else can you do to keep your office and workspace organized? Here are a few more ideas to help you keep focused and organized for maximum efficiency. An organized office is very  conducive to getting a lot done.

   Phone Book

      Always keep a 'phone book' of names and numbers of colleagues . Keep this listing close to the phone so you do not have to search for a number when you need to make a quick call.  I keep mine in a listing in a clear plastic page protector. It is pinned on the bulletin board that is where the phone is located.
      I also have this listing on a computer file, so if I need to update some one's number , I can quickly fix the number and print out a new list.
     A similar page I have pinned next to this one, is a listing of teachers and administrators extension numbers. This way I can quickly find a number if I need to call a classroom.
      If you have a speed dial phone, keep your most used numbers on it.  You may also want to keep a printed listing of what numbers you have on speed dial.

    Business Cards

     If you have a collection of business cards from vendors, only keep the ones that you actually do with business with, or hope to do business with.  One way to organize these is in a rotary card file. Other way would be to use a three ring binder, and get a plastic business card holder.  Since I am a big fan of organizing with notebooks this is my favorite way to go.

    You could also scan your cards into a computer file for your desktop.  Just remember to mark it accordingly so that you can find it quickly.

Tuesday, January 21, 2014

Using your To Do List- Managing your list

     Be reasonable when you are preparing both your master list and your daily to do list.  If your list has items like file files, clean your desk, plan for next week, (month, year), you may become frustrated  and resort to not getting anything accomplished.

    Your list should only contain those tasks and projects that you can truly hope to complete within the given time frame of the list.

  One way to avoid frustration is to identify between routine tasks , activities, and projects. Tasks are small items and jobs are done a regular basis. Projects are a bigger  picture in that they have a desired end goal  in mind.

   Most projects ( if large enough) should be broken down into manageable chunks of activities and tasks.  Lets say your Annual Report is due. Some tasks may be collecting data, organizing photos, compiling information from monthly reports, collecting stats from staff members. Each of the those requirements can be placed on your to do list with a competed by date.

    Make you to do list with some goals/finished projects in mind., You may also have routine tasks / activities and then also steps to one or more projects,  This will keep you on track with your larger projects and you will see each  day and week what you have accomplished in then big picture. 

   Remember , your to do list will help you focus and keep you on track. it is a tool , use it that way.

Monday, April 22, 2013

Organizing Library materials

     Normally books and materials in libraries are organized on the shelves by collection and classification. You may also have a Reference section and a periodical/magazine section.  Sections For audio visuals, listening kits, and cd's may depend  on the amounts  in each category. You may have then placed together or you may have each in its own collection and area.

     If you have books in demand- lets say you are doing a special  program ( Caldecott Challenge, Battle of the books, specialized classroom reference project, display or theme) you may want to pull out the books and isolate them from the regular collection. Place those books and resources in an easily accessible location for ease of use for both student, patron, and staff use.

   Shelving is done every day.  checking shelves of relocated items is also recommended,again depending on the length of the special program or theme.  Why is this important?

   It is important that patrons, students, or staff will be able to trace items form the catalog to the shelf.  To be able to find books / information quickly  is the the usual trade mark of a good library system

Friday, April 12, 2013

Organzing your Library office - Part 3


                      Organizing your office to be more efficient can likely mean polishing up your filing system.     Providing  you have an in basket , you can begin . 
                            As you go through your basket ,determine what file it should go into. Give your files  names that will be  easy to recall  .   I made a listing of my file folders  and what is in each file  drawer so that I do not have doubles  in my cabinets (  see The Organized Librarian book).   Another  good idea would be to make a file index to go in the front of each file cabinet or drawer. This will help  you locate files you need quickly .
                     You may also want to figure out how long you will keep files. If they are dated , then you can easily  look at the items and determine if new material has been inserted and if the old can be thrown. If you do this on a regular bases then  your files will be current ( and not overloaded with outdated materials)
                      Take time each day or week depending on your schedule to go through your in basket.   I have three files into which I mark  :  To Do, To File, Catalogs.
                     I only keep catalogs that I know will be useful or that I will order from. These are kept in a separate file drawer marked by letters. When I file a new one , I throw the old one out unless I have marked some items/ titles for purchase.

                     I also have historical files that I keep for referencnce. These would be budgets from years past, book requests from staff,  old policy's, handbooks,  old curriculum, and other items that I do not use , but like to keep to refer  to if needed.

Friday, April 5, 2013

Organizing your office - Part 2

   What else can you do to keep your office and workspace organized? Here are a few more ideas to help you keep focused and organized for maximum efficiency.

   Phone Book

     Always keep a 'phone book' of names and numbers of colleagues . Keep this listing close to the phone so you do not have to search for a number when you need to make a quick call.  I keep mine in a listing in a clear plastic page protector. It is pinned on the bulletin board that is where the phone is located.
   I also have this listing on a computer file, so if I need to update some one's number , I can quickly fix the number and print out a new list.
   A similar page I have pinned next to this one, is a listing of teachers and administrators extension numbers. This way I can quickly find a number if I need to call a classroom.
    If you have a speed dial phone, keep your most used numbers on it.  You may also want to keep a printed listing of what numbers you have on speed dial.

    Business Cards

     If you have a collection of business cards from vendors, only keep the ones that you actually do with business with, or hope to do business with.  One way to organize these is in a rotary card file. Other way would be to use a three ring binder, and get a plastic business card holder.  Since I am a big fan of organizing with notebooks this is my favorite way to go.

   You could also scan your cards into a computer file for your desktop.  Just remember to mark it accordingly so that you can find it quickly.

Saturday, March 23, 2013

Organizing your Office-

       Maintaining a neat  and organized office workspace is an ongoing process.   You should never think that you are organized  and that is the end.The initial  organizing will be the most work , but you can begin seeing improvement after a few sessions.  When you think you are done , then you will be on a maintenance schedule  similar to  keeping your house work  done.
   
      If  you have read my blog on 3/11/13 about Organization in the Library, and files and piles and have started to begin this process then you are on your way. By now your library will be looking and feeling more organized and you will be getting more work done  and feeling better and better.
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    Let's look at some other areas of your office and library where you might want to be more efficient. Look at an office supply catalog ( print or online ) When you do you will so many organizing tools.  If there is a spot or area that needs redoing , look for ways that organizing tools could help you accomplish that task.

   Where you do keep your files?  Do you have adequate file space? Are the files in order?  Keep your file with your current to do and daily activities close to where you work.  Other files that are needed can be kept close to your desk.  Files that are needed but not looked at daily can be kept in another file cabinet .  ( I call them my historical files)

    Develop and keep a consistent naming system for both your  print and computer files. ( See The Organized Librarian book)   This will help you to easily find and retrieve the information and files you need .

Friday, January 4, 2013

Managing magazines in libraries- part One

         How do you manage your magazines?? Do you let them circulate? Do you hold them for reading in the  library?
      There are many questions and differences of attack in the circulation and storing of magazines.  Also now that the computer age is here, many have done away with many of the issues of magazines .
        But Patrons and students like the magazines , and they do get read.  Many students come in and just want to read the papers and look at the magazines.  More and more families do not receive magazines and newspapers at home .
        One way to go is to  not let them circulate and have them be read in the library during open hours. This may be the easiest to do. Check in the magazines when they arrive , put on a couple of  prpperty stamps., arrange them on the shelves, and straighten them at the end of the day.
         If you chose this route- you many find that some just happen to"walk" out the door.  Yes, the most popular ones will be not in good shape.  But that will be the case in either option of holding or circulating.
        Another plan for magazines is one that many schools and public libraries do with their magazines. They hold the current monthly issue and let the back issues  go out. This seems to work well for the most part.
         If you  decide to circulate your back issues the next problem is how to go about it?  There are several different ideas here. One is to simply write down on a card the title of the magazine, issue/month and year, and place the borrowers name on  the card. File by date due. When the item is returned - cross out or erase the name of the borrower.
        Save the Card for use if some on else wants the same issue-  These cards could be made up ahead of time so they would be  at the ready when a patron wants to borrow a magazine
         What do you do with your magazines?  What are your issues with magazines?

Monday, April 23, 2012

Beginning Chapter- The Organized Librarian


  Begin to Organize

                   

 As   Librarians we have great jobs, working with patrons (adults or students) to help them find books to read for pleasure ,or information.  With today’s technology, we also need to be able to help patrons with current electronic resources to complete work projects or finish assignments.

Librarians  have a lot to do to maintain their libraries and the resources in them. We want patrons to get the books that they want or the information they need.  Getting everything done seems almost impossible.  Organizing each day and week will help librarians accomplish what needs to be done to sustain the library programs and resources