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UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN LIBRARY Faculty Meeting February 7, 2007

UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN LIBRARY Faculty Meeting February 7, 2007. “Feedback from the Library Leadership Retreat”. LEADERSHIP RETREAT AGENDA February 6, 2007 Champaign Country Club. 9:00 a.m. Expectations for the Day 9:10 a.m. RTG Review of Survey Results

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UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN LIBRARY Faculty Meeting February 7, 2007

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  1. UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGNLIBRARYFaculty MeetingFebruary 7, 2007 “Feedback from the Library Leadership Retreat” Library Faculty Meeting 2/7/07

  2. LEADERSHIP RETREAT AGENDAFebruary 6, 2007Champaign Country Club 9:00 a.m. Expectations for the Day 9:10 a.m. RTG Review of Survey Results 10:00 a.m. Introduction of Focus Group Topics 10:15 a.m. Break 10:30 a.m. Focus Groups Breakout Session #1 11:30 a.m. Report Outs & Large Group Discussion 12:00 noon Lunch 12:45 p.m. Focus Groups Breakout Session #2 1:30 p.m. Report Outs & Large Group Discussion 1:50 p.m. Wrap-Up Library Faculty Meeting 2/7/07

  3. Preparation for Transformation Survey Results Ron Gill, Scott Gill, Ed Craig Library Faculty Meeting 2/7/07

  4. RTG’s Definitions of Renewal and Transformation • Renewal is all about re-focusing and re-energizing the organization on those things that made it great in the past. • Transformation is all about focusing on the human dimension to create a new organizational culture to achieve high-performance teamwork at all levels. Library Faculty Meeting 2/7/07

  5. Renewal & Transformation Process Approach Decision to Proceed 4 Assess Leader’s Readiness 1 Conduct PFT Surveys 2 Review PFT Survey Results with Leader 3 5 Review PFT Results with Interviewees 6 Form Initiative Teams 7 Launch and Train Initiative Teams 8 Monitor Initiative Team Progress Leadership Team Launch Sessions 9 Monitor Metrics and Manage Strategic Planning Process 10 Identify New Initiatives 11 Celebrate Successes 12 Ongoing Leadership Coaching and Team Building by RTG Library Faculty Meeting 2/7/07

  6. The Survey • The survey questionnaire is not a scientific study, but is a step in the Renewal and Transformation Process approach with the purpose of engagement. • Scott Gill interviewed a total of 26 leaders in the Library. • Similar responses to each question were grouped together and categorized for the summary charts. Library Faculty Meeting 2/7/07

  7. Category Definitions MANAGEMENT • Ensures Order and Predictability • Develops Plans and Budgets • Monitors Results Against Plans • Controls Resources and Processes • Delegates and Provides Directions LEADERSHIP • Creates Change • Determines Vision and Strategic Direction • Inspires Faculty and Staff to Overcome Barriers and Achieve Goals • Empowers People • Coaches and Supports Library Faculty Meeting 2/7/07

  8. Category Definitions COMMUNICATION • Speaking • Listening • Openness to feedback • Seeking first to understand • Easy to talk with Library Faculty Meeting 2/7/07

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  17. Linkage of Survey Responses to Strategic Plan Initiatives Strategic Plan Initiatives PFT Survey Top Issues • Vision, Goals & Priorities • Funding • Facilities • HR Management • Organization University Library Strategic Plan Priorities Library Faculty Meeting 2/7/07

  18. Focus Groups’ Breakout Sessions “Leaders translating strategies into action” Library Faculty Meeting 2/7/07

  19. Breakout Topics • What is our vision for the University Library? • How should we organize the University Library for the future? Library Faculty Meeting 2/7/07

  20. Focus Groups – Session #1 *Group Leader Library Faculty Meeting 2/7/07

  21. Breakout Session #1 • Topic:What is our vision for the University Library? • Process: • Each Breakout Group member has a disposable camera. • You are taking pictures of the University Library on February 6, 2012, from various perspectives. (30 minutes) • The pictures taken are what you want the University Library to look like in 2012 • Write a caption for each picture taken. (film is bad) • Group decides on one caption for each perspective and prepares report-out on memory stick (30 minutes) Library Faculty Meeting 2/7/07

  22. Breakout Session #1 • Pictures are to be taken from the following perspectives: • From the user's perspective • Student • Instructor • Researcher • From a Dean's perspective • From the Provost's perspective • From the inside looking out • From 40,000 feet Library Faculty Meeting 2/7/07

  23. Breakout Session #1 • Outcome: A collection of pictures (captions) of the future University Library from various perspectives that will be used to create a Common Vision of Success. • Follow-up: • Small group to combine picture captions into a vision statement for the University Library • Small group to develop a communication plan for sharing vision with the University Library employees. Library Faculty Meeting 2/7/07

  24. Breakout Session #1 Outputs • Follow up Team: Lynne Rudasill, John Wagstaff, Janice Pilch, Tina Chrzastowski • Assignment: • Consolidate the picture captions from the 4 Focus Groups. • Wordsmith the captions if necessary to improve clarity. • Write a sentence for each perspective that captures as much of the consolidated picture captions as possible. • Review the “Vision” at the meeting of all Retreat participants on February 28 and lead a discussion and debate. • Review “Vision” with all faculty and solicit feedback. Library Faculty Meeting 2/7/07

  25. Focus Groups – Session #2 *Group Leader Library Faculty Meeting 2/7/07

  26. Breakout Session #2 • Topic:How should we organize the University Library for the future? • Questions to be addressed by each breakout group: • What about the organizational structure doesn't work (with specifics)? • What about our organizational structure does work well, that we should not tinker with? • What are the top 3-5 changes you would make first? • What are the best ways to go about effecting those changes? Library Faculty Meeting 2/7/07

  27. Breakout Session #2 • Process: • Brainstorm answers to each question. (60 minutes) • Group discussion and decide on top 3 to 5 answers to each question. (15 minutes) • Prepare report-out on memory stick. Library Faculty Meeting 2/7/07

  28. Breakout Session #2 Outputs • Follow up Team: David Ward, Bill Mischo, Tom Teper, Scott Walter • Assignment: • Consolidate the answers to the questions from the 4 Focus Groups. Combine same or similar answers. Making sure to keep all answers. • Wordsmith the answers if necessary to improve clarity. • Review the consolidated list of answers at the meeting of all Retreat participants on February 28 and lead a discussion and debate. • Review the consolidated list of organization ideas with all faculty and solicit feedback. Library Faculty Meeting 2/7/07

  29. Wrap Up and Next Steps • Next Steps • Develop a common understanding of the Library Vision. • Reach consensus on the Vision. • Develop action plans to implement the Vision. • Reach consensus on the Library organization. • Develop action plans to implement the Library organization. • Possible Next Retreat (not decided) • Best practices for Leadership Teams. • Team building – Dealing with change, values, behavior, etc • Focus Groups identify top 5 goals required to achieve the Vision. Library Faculty Meeting 2/7/07

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