Organizing your time when everything seems urgent

In my current job, I work almost exclusively with electronic materials and it's caused a problem for me that I never had in my previous job where I worked almost exclusively with physical materials.

The problem stems from the fact that these materials often come to me in the form of an email from someone in our Acquisitions Unit. For some reason, these materials seem more urgent than a physical item that has been ordered and which goes into our backlog until someone has the time to catalog it.

In short, electronic materials can't be put on a truck to get to them as you have time. And when "ordering season" is in full-swing, I can get as many as 10 emails in a day.

I sometimes let ongoing projects or low-priority projects languish for weeks on end while I deal with these electronic materials, mostly because I give the electronic materials priority when they aren't materials that are urgently needed by users.

Luckily, this is merely frustrating and not terribly harmful to our users. I hate being a slave to my email. I want to get out of the I'll do it later mentality and work on the things that I really need to get done in any given day.

I've identified three things that can help me do this:
1. Use the "work offline" feature in Outlook if I need to be in my email, but don't want to see new messages. I often find myself stopping what I'm doing when getting new messages while working on a task that arose from an email. It's easy, I think,I'll just dash off a quick response. What I've learned, though, is that dashing off a response is rarely quick. I end up jumping down rabbit holes and before I know it, I've worked on a problem for much longer than I expected. Using the "work offline" feature lets me be in my email, but also lets me address new messages when I'm not distracted.

2. Evernote. Oh how I love thee, Evernote. I love how seemlessly it moves from my work computer to my iPhone to my netbook. I can keep track of everything I want to do, read, blog about, or listen to. For work, though, my favorite feature is how I can make Notes out of emails and flag them as to-dos or as things awaiting a response from other people.

3. My week-at-a-glance worksheet. I made this worksheet that has boxes for each day where I can record meetings or appointments and my "Most Important Thing." The MIT is the one task that I really want to get done and which takes priority over all other tasks. I ususally work on that after checking my email in the morning. I put all of the to-dos from the morning's email in a cleverly named "To do" folder in Outlook. I do my MIT and then go back and work on things in my "To do" folder.

3a. I've started giving each day of the week a designation.
Monday = Plan your week
Tuesday = Electronic stuff
Wednesday = Committee work (non-cataloging work that I need to do)
Thursday = Junky stuff (these are projects that have landed on my desk which are...messy)
Friday = Wrap-it-up day (wrap up projects, update Evernote, send emails, etc.)

These daily designations are on my worksheet and govern how I spend my afternoon. I usually spend the morning answering emails, doing my MIT, and working on some urgent-ish to-dos. So I spend the afternoon working on projects that correspond with my daily designation.

This 3-part system has made all the difference for me. I'm able to do the most urgent task for every day and make sure that no project languishes for more than a week. It's made me more productive and less stressed out.

I think that whatever organizational system you use, it's important to find one that works for you. Having an idea of how you want to spend your time means you're less tied to email and less busy doing work that is important to other people, but not urgent.

Be proactive. Be visible. Be awesome.

Patron-Driven Acquisition, MARC records, and you

I'm going to be all Ranty McRanty-Pants for just a minute. But I've got a point, so stay with me.

You know how Patron-Driven Acquisition is the Big Thing now in libraries? If you don't, check out this post from June 2010 at Go To Hellman's blog for a thorough, yet entertaining explanation of the situation.

Here's the thing:
In order for a Patron-Driven Acquisition program to be successful, the books have to be found in your catalog. If the MARC records aren't good, they become a barrier to findability.

Here's the other thing:
As far as I can tell, Vendors aren't invested in giving us good MARC records. For them, the records are like one of those gift-with-purchase makeup bags you get when you buy $50 worth of cosmetics at a department store. You pay for access to the e-books and get the records with them. And since the records themselves aren't worth a lot to the vendor, the quality of those records is sometimes sketchy.

The idea that we can put sketchy MARC records in our catalog and expect people to find the books in our Patron-Driven Acquisition program seems misguided at best and seriously problematic at worst. And as libraries are considering implementing Patron-Driven Acquisition programs as part of their collection development budget, it seems like this issue is coming to the proverbial tipping point.

Before you accuse me of wanting "perfect" records, let me be clear. I'm not advocating that vendors give us lovely, hand-crafted records. I'm merely advocating for things like correct titles, correctly formatted authority records for authors, and reasonable subject access.

I know that, in many people's eyes, days are numbered for our friend the OPAC. But for many users, the online catalog is an important tool for finding known items and discovering new resources. To rest an acquisitions model on the shoulders of records that aren't the main concern of the vendor selling them to you does your users a great disservice.

So what can you do? Two ideas:

1.) If your library has a team or committee overseeing the Patron-Driven Acquisition project, volunteer to be on it. Educate your colleagues (in a nice way, of course) about the importance of MARC records as an aid in findability.

2.) Going to a conference? Make time to talk to vendors about MARC records and make quality MARC records a must-have item in any Patron-Driven Acquisition project you pilot.

Be proactive. Be visible. Be awesome.

Great expectations

When I read Seth Godin's musings about how the space where you do "what you do" impacts what gets done, I immediately thought of the room at MPOW where we have nearly all of our meetings.

We have informational all-staff meetings there. We have committee meetings there. We have brainstorming sessions there. We have big meetings there. We have small meetings there. Basically, if it happens at MPOW, there's a good chance it's happening in this room.

If you ask me to describe this room, I would say this about it's physical attributes: it's well lit with sturdy tables and reasonably comfortable chairs. It has a pretty good AV setup: computer, overhead projector, screen. I would also say that it's also usually always cold.

In the closing lines of his post, Godin says "I think we can train ourselves to associate certain places with certain outcomes."

I think Godin's right. If I'm honest, I associate this particular room with certain outcomes and that colors how I feel when I go there.

An anecdote:
One of the meetings that I attend regularly has met in this particular room, or it's Far Campus equivalent, for as many years as I've been going to the meeting. One day, we when we tried to use the Far Campus room, we found that we had been displaced by another event. The meeting moved to a "lounge" that had no tables and couches and wing back chairs.

You would not be surprised to learn that the meeting had an entirely different feel.

Godin's nugget about places and outcomes made me think about how when we want to innovate, we shouldn't meet in the same room where ideas go to die by committee.

So try a new space or a new place. Or, maybe take a baby step and start by rearranging the furniture in your meeting space. Shake things up and, in the process, change people's expectations about what the outcome will be.

Be proactive. Be visible. Be awesome.

Listen. Just listen.

There is this meme that is currently circling the part of the Internet that is ruled by librarians: librarians get no respect.

People far and wide have linked to Molly Kleinman's blog post as evidence for their Dangerfield-ian cry.

It stings to read that the perception of librarians in academia is that they are risk averse.

If you're a cataloger, you feel this pain even more acutely when you read the part in Kleinman's piece where the computer science professor called author, title, and date information "useless metadata."

It feels really grim when you put these two arguments together, right?

Risk averse catalogers who are obsessed with metadata.

*shudder*

There has been a call-to-arms that catalogers will get street cred by being more outspoken among their colleagues about what they do. The logic seems (to me, anyway) to be that if we tell people why what we do is important, they'll value the services.

I heartily agree with the idea of getting out of our echo chambers. In fact, I advocate regularly for catalogers to get as much face time with public services staff and end users as possible. How else are you going to learn about the needs of the user?

I think that the best way for us to advocate is to join in the conversations that our front-line staffs are already having.

Maybe it's hard to see how user experience or assessment or information literacy affect you as a cataloger. But think about how much you can bring to these conversations. Who knows the catalog better than you? Who uses it more than you?

I would suggest starting by figuring out what is important to your front-line staffs right now. Maybe it's patron-driven acquisition or scholarly communication. Start by attending a meeting that you've never attended before and listen. Just listen.

Then, educate yourself on these topics so that you can speak intelligently about them with the staff you hope to connect with. You don't have to become an expert on the topic, but at least learn what the core issues are. Even if learning about instructional design won't make you a better cataloger, it will help you make in-roads with the reference librarian you've been hoping to work with.

We, as catalogers, own the perception that people have of us. And we have the tools to change it.

Be proactive. Be visible. Be awesome.

Goals and road maps

I spent about 30 minutes this morning mapping out my 12 month goals for a committee that I co-chair. And, as boring as it sounds, it felt kind of rewarding. This committee needed both a vision for the future and a road map for the "now," and I'd come up with all sorts of reasons why I didn't have time to do it.

I was tired of having this item languish on my to-do list, so I tackled it this morning. And in less than an hour, I had short-term, middle-term, and long-term goals for the committee.

As an aside: I feel like I could write an entire post about how to-do lists just don't work for me. I know that my life lacks focus and vision, though, when I require one to figure out what projects have parts still moving and what's coming up for me on the horizon.

The act of developing a plan for this committee got me thinking about how I should be doing this very thing for my professional life. I have to write goals as part of my self-evaluation process, and those are very useful. They give me a road map for what projects my supervisor and I have both agreed carry importance.

They're often very specific to my unit, though, and don't always encompass the ways in which I want to stretch myself in any given time period.

I don't know about you, but I get caught somewhere in between the daily minutiae (and not getting overwhelmed by it!) and the pie-in-the sky goals for my career. Rarely do I consider where I want to be, professionally-speaking, in 12 months and then craft a plan to get me there.

When I consider who I want to be at the end of the next 12 months, three questions come to mind:
What topic do I want to learn more about? What skill to I want to possess or hone? What organizations or projects do I want to get more involved in?

I feel like the answers to these questions can help construct a road map by which I can develop professionally.

There's no time like the present, I suppose.

I will reflect on these questions today, and use my answers to construct a professional development road map that exists separately from my self-evaluation goals.

Have a plan? Use it to be awesome! Don't have a plan? Join me in making one today!

Be proactive. Be visible. Be awesome.

Creating change by directing elephants and riders

For some reason, I've been reading a lot of "business books" lately. I read Re:Work a couple of weeks ago and I just finished Switch by Chip Heath and Dan Heath.

My short review of both books: Both of them were well-written, thought provoking books that will change the way you perceive work and change respectively. Do yourself a favor and check them out, but only if you're ready to have your mind blown and your way of doing things forever altered.

In Shift, the Heaths talk about how our brains are divided into two distinct parts: the rational part (the rider) and the emotional part (the elephant). In order to create change that sticks, you have to make a compelling case for change to both parts of the brain. Additionally, the Heaths assert, you have to shape the path for both the elephant and the rider to be successful.

Change, the Heaths assert, doesn't happen until you can do all three things.

I thought of a lot of ways that I could apply this to my life. Then I started thinking about how this process works (or doesn't work) in libraries.

Despite how often you hear librarians complain about the glacial rate of change in libraries, I don't think that libraries are uniquely dysfunctional when it comes to change.

There area lot of people who have been doing certain things for a long time and are deeply invested in those processes--even when they don't work anymore. This is true in every area of the library, but let's focus on cataloging since this is a cataloging-related blog.

We've been doing the same process for at least 30 years, right? AACR and AACR2 have switched up the game some, as have advances in technology, but we've been producing bibliographic metadata for a while now.

Think about how many things have changed--shelf ready processing, programming languages that allow us to repurpose publisher metadata, web scale discovery systems--and then think about how resistant we, as a group, are to change.

This will never work. We can't do that here. It's too expensive. It doesn't meet our needs.

Sound familiar?

We are so invested in the way of doing things that work for us, that getting the elephant and the rider down the new path seems far beyond what we can do. Even if my elephant and rider say 'let's do this!,' I still have to convince the riders and elephants of everyone else in my department.

Change is hard. I know it, you know it, and the Heath Brothers know it. But that doesn't mean that change isn't worth doing. In fact, I would argue that change is the only way that we, as catalogers, are going to stay relevant.

Take the time to evaluate which changes make the most sense for your organization and then create a compelling argument for making that change. Make sure your argument appeals to both the rider and elephant of those you have to convince.

Be proactive. Be visible. Be awesome

Lifelong learning makes you valuable

I just finished reading Carlen Ruschoff's column entitled "Competencies for 21st Century Technical Services." Published in the Nov/Dec 2007 issues of Technicalities, it's an 'oldie but goodie.'

One of the cornerstones that Ruschoff suggests we need to build upon is the commitment to being lifelong learners in both formal and informal ways.

She writes:
The person who seeks out opportunities to grown and change is truly valuable, indeed. The person who integrates what has been learned into his or her work is priceless!

As the field of cataloging changes(and man, oh man, is the field changing!), the commitment to being lifelong learners increases in importance. We have to stay engaged in the conversation about the future of Technical Services, but we can only do that if we're in-the-know about current and future trends.

The good part is that webinars and other free resources like blogs and freely available journal articles make it easier than ever to stay informed. The bad news, for some anyway, is that this increased access to free information makes it harder than ever to disengage.

But don't just learn new things, put them into action! Change your workflow. Teach a class. Improve your cataloging. Ask your supervisor if you can incorporate a new format into your work.

Showing both the initiative to learn something new and the willingness to incorporate what you learned into your existing workflow raise your stock in your library. You become someone who takes initiative and someone who is not afraid of change.

Up until my current job, I worked exclusively with Dewey. Every job, from the shelving job I had as a teenager to the paraprofessional cataloging job, was in a public library. So when I started my current job in a library that uses LC Classification, I felt more than a little bit lost.

I love my work and I'm good at it, but using LC Classification has always been my weakest skill.

I got a new supervisor recently, and we started setting my goals for my six month evaluation. I told my new supervisor that I really wanted to be more comfortable with LC Classification. I came up with a plan on how I would do that and she signed off on it.

I'm working my way through Learn Library of Congress Classification (for the second time) and doing some copy cataloging to learn more about how LC Classification works. Hopefully, by the end of the six month period, I'll be a LC Classification-using fool.

My point is, there's always something new that you can learn and always some way in which you can incorporate these new skills and knowledge into your work. And doing both of those things make you more valuable to your library.

Be proactive. Be visible. Be awesome.