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Managing a Library With Limited Resources
by Apollonia Nankya
I consider myself lucky to have found a job immediately after graduating with a Bachelor's degree in Library and Information Science in January, 1998. Before graduating from university, I thought I would be employed in a traditional library, and that my job would only involve classifying, cataloging, shelving books, and other routine activities.
My first job was at St. Thomas Aquinas Library at Katigondo National Major Seminary in Uganda, where I was employed as Assistant Librarian. I reported directly to the Chief Librarian, an eighty- three year old Catholic priest. He was highly organized, systematic and had a good memory. Little did I know that this was the beginning of my career in library management - whenever he was away on official duties, for example, I was left in charge of the library.
I learned as much as possible about the many aspects of the Chief Librarian's job. Apart from managing the library, he was involved in all other technical activities - from ordering, acquisitions, accessioning, classifying, cataloging, shelving, purchasing, filing, typing catalog cards, and writing instructions for the binder, to supervising library personnel.
At this first job, I was mainly responsible for conducting library skill classes for freshmen and helping both faculty and students in the seminary to compile bibliographies for their research. Thereafter, I left for another job, where I was employed as Deputy Librarian. I was then promoted to the position of Head of the Bugema University library department a year later.
I used most of the skills that I acquired when I was Assistant Librarian in my job as Head Librarian, which was very challenging. There were many activities to be performed, yet the resources were limited - few qualified personnel, low operating budgets, inadequate information materials - and the list goes on. How do you proceed under such circumstances?
Plan Ahead
I used departmental quarterly plans as a basis for predicting future workloads for my staff. Another important aspect of the planning process was my previous experience and knowledge of the factors that could have an impact on the smooth running of the library. For example, we lacked the space for a separate processing room. We therefore scheduled most technical tasks for the holiday period, because it was difficult to process information materials during the semester, when students had to be attended to. We also hired library science graduates on contract basis to perform these tasks.
Make Use Of Your "To Do" Diary
I regard planning as an important tool in managing my work and achieving results. At the end of each working day, I listed tasks to be performed the next day and assigned them priorities. My diary has features that are easy to use - the day, date, and specific times of each working day. This helps you to write the tasks in the order in which you want them performed, and you can also check the boxes against each task after you have accomplished a given task. Your plan should be flexible, in order to leave room for unforeseen circumstances.
Empower Your Staff
If you work in a library facing budgetary constraints, and have to hire student workers to provide "cheap labor," then you should consider teaching them as many skills as possible. Perhaps you and your colleagues can perform all professional duties and let the student workers perform all other tasks in the library that do not require prior training in library science - of course, with the appropriate supervision and guidance.
Delegate responsibility and delegate skillfully. If you want to develop you subordinates' skills and abilities, you have to give them responsibility. Before delegating tasks, you have to have knowledge of your subordinates' capabilities, strengths and weaknesses. Delegate tasks to appropriate staff and give them the necessary support. That way, your job gets easier and your staff more productive.
Remember: You do not have to do everything yourself. You do not want to fall apart, do you?
Embrace Lifelong Learning
Boost your career with new techniques and skills. Learning is a life- long process. There is no standard way of managing a library because one management technique may work for one library and may not work for another. You can improve your management skills in various ways. You could read articles and books on library management. You could also attend workshops, conferences or even short courses in management and tailor what you learn to your field - the library.
Speak to other library managers and learn as much as possible from them. You can also seek their advice on library management. We are stronger together than we are alone!
Apollonia Nankya earned a BLIS (Bachelor of Library and Information Science) from the East African School of Library and Information Science at Makerere University, Uganda in 1998. She has been the Head Librarian at Bugema University Library. She is currently pursuing a post-graduate diploma in Human Resource Management at Uganda Management Institute in Kampala.