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Recommendations on Workflow and Structure

RS Assessment/Implementation Committee      

The recommendations below are directed specifically to workflow issues identified in training new staff and for helpful analysis of current procedures. Eventually this information, solicited from each unit, will be useful in any workflow analysis or problem-solving effort

On Workflow:

  • Create a departmental flowchart to identify tasks handled in Resources Services. This chart will show the source of materials or information as it arrives in Resource Services, the path of the material through the department, and the specific exit to the next department or place, as simply as possible. Suzanne Kiker has begun to work on such a departmental flowchart but asks for volunteers to work with her  

Result: Nancy Williams has agreed to work with Suzanne Kiker to work on such a chart

  • Explore the possibility of purchasing some software to assist in creating this flowchart  

Result: Suzanne Kiker is exploring the kinds of software available

  • Create a textual flowchart, specific to tasks completed in each unit, documenting briefly how the task is done and the staff responsibilities for each part of the process. Coordinate this effort with the Training Committee so that there is no redundancy

Result: Each unit will be responsible for each flowchart. They should be created on the model of Central Bibliographic Section’s chart, with tasks and names in briefest forms. This will be of assistance in regards to workflow issues and future migration. Suzanne Kiker and Phek Su have agreed to coordinate this effort and help.

  • Using the graphic and textual flowcharts, analyze the work of the department to determine the following

Consider how material is received/completed/delivered to other departments

Consider how material is received/completed/delivered inside Resource Services

Review internal tasks for efficiency

Review for workflow training needs

Review for communication issues  

  • Each division of Resource Services, perhaps down to the unit level, should create and post a workflow chart in their area. This could also include the names of staff responsible for the various functions    

Result: It was decided that this was redundant and is covered in the first three points of this recommendation  

  • The seating chart set up by Dot Hope for the 2nd and 3rd floor should be assigned to someone to be kept up to date. The 4th floor and bookstore should also be added.  

Result: Phek Su (or the acting Webmaster) will be responsible for updating this chart. 

  • The seating chart should also be automatically distributed to all staff members. Knowing where staff members work is important to workflow issues. Having it at your desk makes it easy to refer to, and it is good for improving communications as well.

  • Using the flowcharts develop a department glossary of work-related terms and acronyms  

Result: Becky Nero-Wall had volunteered to do this glossary, but she has left to finish her MLS degree. We will be asking for a volunteer

  •  Prepare for workflow changes both within each unit and between units that may be caused by system migration

On Structure:

  • Develop a congenial and creative method to plan or review needed changes to the structure of the department  

Result: After much discussion which took into account that the migration to a new system was coming up, that the library planning process was going on, and that the Resource Services Department did not have a permanent head in place yet, it was decided to modify the language of this point to:

Approach changes that are needed in the future in a congenial and flexible way

Return to Assessment Implementation Group

Prepared by: Suzanne Kiker, April 24, 2001
Last updated: December 03, 2001

 

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