Thursday, March 6, 2014

Organizing your office- organizing your files


                      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 If you do this on a regular bases then  your files will be current ( and not overloaded with outdated materials)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 reference. 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.

Tuesday, March 4, 2014

Library Spot.com

   Libraryspot.com is a virtual library resource center for librarians, educators and students , or just about anyone looking for accurate information.  Library Spot was created to help librarians and educators and  students  figure out  how to obtain information  more easily . They bring the best sources together so that those who need the information do not have to spend a lot of time searching through  many places to find the right information

  In the left hand column on the main page you will find helpful links. The most helpful is then section called reference desk. There you will see many topics with links . For example under Encyclopedias, Biography, and Almanacs, they give you links to the most accurate and useful sites with that type of information.

  On the right hand side there are grade level links that show both math and English links that will help each grade level.

  Sites featured are hand selected and reviewed  by their editorial teams  for quality, content, and utility. Library spot is committed to help the searcher find  the best information on the internet  in a quick easy  search.

   Check out this site  and see how very helpful it is!

Wednesday, February 26, 2014

Step One- 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 .

Tuesday, February 25, 2014

Writing your Newsletter

   There are certain key ideas to keep in mind when writing your library's newsletter.  First of all, determine your audience  whom you are writing to. If you can identify  who will be reading your newsletter then you will have adjust your tone and readability.

  Then write to that audience as if you were talking or in  conversation with them.  Keep the language ( words) so that it is understandable. Develop your writing style to be short and simple.  Yet don't talk down to your audience.

  Secondly , be consistent in your style. Do not have one article long and wordy and another brief and sparse.

  Think about composing a style sheet for your newsletter so that whomever is writing will know how to proceed. Actually have more than one person responsible is a good idea to spread the word ( and ideas ) around. This guide can be helpful to note font styles, sizes, and other consistent items in the Newsletter.

  When the newsletter is complete, have proof readers waiting to do their thing.  Having 3 others ( who are not the authors!) read and make corrections before publishing is a smart idea.  These persons will look for several items - grammar, spelling, punctuation and to see if all the sentences make sense. This can save the library and newsletter committee from possible embarrassing items in the Newsletter.

Thursday, February 20, 2014

Bookspot.com

  Here is another 'social media' site for book lovers. I am having so much fun discovering all these different yet interesting sites where book lovers, librarians, and  readers can meet and find out about new books.

  This is a free resource that helps the reader search for book related content. When you get to BookSpot you will see a listing of main pages on the left hand side. The top sources for best sellers has main list and also has listing by genre, including audio books, Christin, and children just to name a few..

There is a listing of major awards which is helpful for librarians wanting the best for their patrons and libraries.

  The Book Review tab shows magazines which have book review, including NY times, booklist, and Horn Book , just to name a few. This is very convenient for the busy librarian. ( I wonder if there are any that are not!)

  Under reading lists you can find top sources of reading lists and also a "if you liked" section, which is great for readers looking for similar books.

  Another great section for  both librarians is the section on the side called "Behind the book: . This is a very helpful page . One tab is the Book Discussion center. There you can find links to online discussion, publishers guides to books,  and tips for reading groups.  There are also links to discussion guides for a nice selection of books, both current and older titles.

   A great guide for school librarians can be found under Children, and Young Adult in the Genre Corner. There are links to best sellers, reading lists, awards, reviews, and online books .

  The main page has links to other book related sites, lists for librarians and readers, and recent book awards and questions with answers about books.

   So check out BookSpot.com for some really interesting content  and ideas about books!

http://www.bookspot.com/http://www.bookspot.com/

Tuesday, February 18, 2014

More on Newsletters!

    When  you have figured out the basics of your newsletter frequency and authors you need to decide on layout , design, and format.  What you want to do is make your newsletter tailored to your library. So you need to decide on design, graphics, and layout.  You want to design a unique newsletter that showcases your library. Another item to decide how many pages you newsletter will consist of.

   Front page of newsletter:: Article highlighting major activities or services of the library.   A listing of up coming adult, children, technology programs, events, and exhibits. You may also include a listing of new items, and new technologies.

  Second pages : Short book reviews written by staff , information about Friends groups,   book club news, discussion groups held at the library, ect.

   Newsletters can include clip art, photos of staff or programs, a listing of opening times,  patrons using different resources . Don't forget to obtain photo releases if using pictures of patrons - both adult and children).

  Even just a  two page newsletter can highlight the most important aspects of the library. It is also a great way to advertise  its programs and service. Keep in mind that the newsletter is intended to inform, inspire and grab the attention of patrons and future patrons,





 

Thursday, February 13, 2014

Another List! Accomplishment List!

    Here is another trick I use that gives me a great sense of accomplishment during the day and week.
I keep an "Accomplishment List"  This helps me keep track of what I have actually done each day, even if it was not on my to do list.
   At the end of each day ( or during the day) I reflect on what I did get done and what I actually did.  Did I make important phone calls, did I assist a patron? Did I work on a project that was not on my list?   Did I complete a job necessary to the management of the library?

   I write this down in my planning book what I actually did- especially if it was not on my list to cross off.

   At the end of the month, I would look back on the list and the major activities. Then if the library board, or the Director needs to know what I've been doing or what I have accomplished, I can look back and give the needed information.

  This also shows me what tasks and jobs I dedicated my time  and energy to. I can also determine, if I need to focus on specific areas and activities. I can also use this list when I am evaluated  so I can discuss what projects and tasks.