Enhancing writing skills for librarians and information professionals

Nap Apolinario, Jr. © 2009-2016 1

Enhancing Writing Skills for Librarians and Information Professionals

Philippine Association of Academic/Research Librarians, Inc. Crown Legacy Hotel, Baguio City

Sept 20, 2016 Nap Apolinario, Jr.

Our Objectives

YOU should know how to create an engaging project proposal

for a library-related project or program


Schedule

• 9:00 – 10:30 AM Lecture

• 10:30 – 10:45 AM Q&A

• 10:45 – 11:00 AM Thinking Break

• 11:00 – 11:30 AM Workshop: Writing

• 11:30 – 12:00 NN Workshop: Presentation

Why do we need library programs?


CHANGE

“This is a remarkably challenging and invigorating time to work in library and

information services. The entire model upon which libraries

were established is being fundamentally challenged by the digital revolution. This is not

only redefining the way that knowledge and information is created and distributed, it is

also redefining the way that it is accessed and used.” (Martyn Wade, 2012)


“… library and information services must respond by similarly challenging and redefining their own ways of working – and achieve this at a time when… there are significant reductions in

funding... However, if libraries do not rise to this

challenge, they are likely to be increasingly marginalized by commercial organizations which can use the ubiquity of the internet to provide

services, without necessarily providing the quality of content or equality of access.”

(Martyn Wade, 2012)

Why Do We Need Library Programs

• Strategic alignment

• Operating necessity

• Competitive necessity

• Sacred cow


Library Programs

• Can you give examples of library programs in your respective libraries?

Definition of a Project

• A project delivers unique results

• A project is temporary – definite beginning and end

– the output usually outlives the project

• A project has progressive elaboration

– Details are broad at the start then become more specific as the project progresses

Definition adapted from PMBOK Guide, 3rd Edition


Projects & Operations

• Similarities – Both are performed by people – Both consume resources – Both are planned, executed, and controlled – Both have desired goals

• Differences – Projects are temporary and unique. Operations

are ongoing and repetitive. – Projects are terminated when the goal is

achieved. In operations, new goals are set when goals are achieved.

Which of the Following are Projects?

1. Conducting an inventory count of the collection

2. Cataloguing 20 books 3. Marketing library services 4. Learning commons duties

Project Operations Conducting an inventory count for the first time

Conducting the quarterly inventory count

Cataloguing 20 books written in a rare language

Cataloguing books everyday

Conducting an aggressive marketing blitz to let people know of a newly opened section of the library

Marketing library services through announcements on Facebook, Twitter, learning management system/s, and bulletin boards

Renovating the library to accommodate the learning commons

Day-to-day management of the learning commons


Where do we start?

Let’s write a project proposal!

Why do Projects Fail


Project Proposal

• The terms of reference of the proposed project

• Decision makers will use this as the basis for their GO/NO-GO decision

• It is oftentimes considered as the first cut of the project plan

• Includes the ff: – Summary – Rationale (problem or opportunity statement) – Objectives and Output – execution strategy, budget, resources needed,

schedule, risks

Components of a Project Proposal

Project Summary

Rationale

Objectives & Output

Scope

Resources

Schedule

Cost

Communications Plan

Risk Management Plan


The problem or opportunity

You are a librarian at an arts and engineering university and your library is

due for repair works and renovation. You were tasked by the head librarian to come up with a proposal to repair and

renovate the library.


Project Summary

Rationale

Objectives & Output

Scope

Resources

Schedule

Cost

Communications Plan


Project Summary

Title: Description and objectives: Duration: Key Stakeholders: Proposed Budget:


The problem or opportunity

Let’s take advantage of the opportunity.

Let’s not just renovate but let’s redesign the library!


Project Summary

Rationale

Objectives & Output

Scope

Resources

Schedule

Cost

Communications Plan


Project Summary

Title: Project Evolve Description and objectives: The project aims to provide a redesigned library which caters to the evolving needs of the university’s students. Three new spaces will be constructed within the current reference section. Additionally, the whole library building will be repaired and renovated. Duration: 9 months Key Stakeholders: Head librarian, librarians and library staff, faculty, students, 3rd parties (architect, contractor, vendors) Proposed Budget: 5,000,000 pesos



• Why is the project needed?

• What is the problem being addressed?

Project Summary

Rationale

Objectives & Output

Scope

Resources

Schedule

Cost

Communications Plan



EXAMPLE:

The library needs of our students are evolving. Aside from needing a place for research and accessing information, students now need a venue wherein they can think, collaborate, communicate, and create with their fellow students.

In addition, the library is in need of a long due repair and renovation as the building is already showing signs of age and neglect.

Project Summary

Rationale

Objectives & Output

Scope

Resources

Schedule

Cost

Communications Plan




• What are the outputs/ deliverables of the project?

• What impact or benefit will the project have?

• SMART – Specific – Measurable – Assignable – Realistic – Time-bound

Project Summary

Rationale

Objectives & Output

Scope

Resources

Schedule

Cost

Communications Plan


Components of a Project Proposal EXAMPLE: Project Evolve aims to redesign the offerings of the library as well as repair and renovate the library building. The project will determine the needs of the university population, plan ways of address those needs, and address those needs. Three new spaces will be created, specifically the Fab space, the Collab space, and the Lab space. The makerspaces are expected to enhance the critical thinking, collaboration, communication, and creation skills of the students. In addition, the rest of the library building will undergo repair and renovation to keep the building in excellent shape and to align its design to the current architectural design theme of the university.

Project Summary

Rationale

Objectives & Output

Scope

Resources

Schedule

Cost

Communications Plan




• What are included? • What are not included? • Some tools for defining

and refining the project scope: – Product Analysis – Stakeholder Analysis – Work Breakdown

Structure (WBS)

Project Summary

Rationale

Objectives & Output

Scope

Resources

Schedule

Cost

Communications Plan



• Product Analysis

Redesigned library

1. Renovated building and

rooms

2. Redesigned library offerings



• Stakeholder Analysis

Redesigned library


rooms


3. New equipment


• Work Breakdown Structure – It subdivides the work into more manageable work

packages

– It breaks down the project deliverables into more specific sub-deliverables with the associated work packages

Redesigned library


rooms

2. Redesigned

library offerings

3. New equipment

1.1 Acquire architect

and contractor

services

1.2 Move books,

shelves, and

furniture/ equipment

1.3 Renovate building

and rooms

1.4 Move in books,

shelves, and


2.1 Determine

needs of the students and faculty of the

university

2.2 Design new library offerings

based on the determined

needs

2.3 Develop marketing strategy

2.4 Implement new library

offerings and marketing strategy

3.1 Discuss eqpt reqtswith the

dean of the coll. of engg

3.2 Acquire equipment

3.3 Deliver and install

new equipment



• Work Breakdown Structure

2nd Level

1st Level Redesigned library


rooms


3. New equipment

2nd Level



3rdLevel

1. Renovated building and rooms

1.1 Acquire architect and

contractor services

1.2 Move out books, shelves, and furniture/

equipment

1.3 Renovate building and

rooms

1.4 Move in books, shelves, and furniture/

equipment




2nd Level

3rdLevel


2.1 Determine needs of the students and faculty of the

university

2.2 Design new library

offerings based on the

needs






2nd Level

3rdLevel

3. New equipment

3.1 Discuss equipment

requirements with the dean of the colleges of engineering &

architecture


3.3 Deliver and install new equipment



• Work Breakdown Structure Redesigned library


rooms

2. Redesigned

library offerings

3. New equipment

1.1 Acquire architect

and contractor

services

1.2 Move out books,

shelves, and


1.3 Renovate building

and rooms

1.4 Move in books,

shelves, and


2.1 Determine

needs of the students and faculty of the

university

2.2 Design new library

offerings based on the determined

needs




3.1 Discuss eqpt reqts with the

dean of the coll. of engg

& archi


3.3 Deliver and install

new equipment

Components of a Project Proposal • Work Breakdown Structure (WBS) in outline format 1. Renovated building and rooms 1.1 Acquire architect and contractor services 1.2 Move books, shelves, and furniture/equipment 1.3 Renovate building and rooms 1.4 Move back books, shelves, and furniture/equipment 2. Redesigned library offerings 2.1 Determine needs of the students and faculty of the uni ersity 2.2 Design new library offerings based on the determined needs 2.3 Develop marketing strategy 2.4 Implement new library offerings and marketing strategy 3. New Equipment 3.1 Discuss equipment requirements with the dean of the college

of engineering and college of architecture 3.2 Acquire equipment 3.3 Deliver and install new equipment


Refine the Scope

• Some reminders when developing the WBS – Find the right level of detail which will work for

your project; Not too microscopic and not too general

– Details can be progressively added as the project progresses


Who will be involved in the project and what will be their responsibilities with the project?

How will they be organized?

Steps – List down the activities or work

packages from the WBS

– Assign resources to each work package

– Develop project org structure

Project Summary

Rationale

Objectives & Output

Resources

Schedule

Cost

Communications Plan


Scope



• Resources

Activity University Librarian

Librarian I

Library staff

Janitorial services

Others

1. Renovated building and rooms

1.1 Acquire architect and contractor services X

1.2 Move books, shelves, and furniture/equipment

X X X

1.3 Renovate building and rooms Contractor

1.4 Move back books, shelves, and furniture/equipment

X X X


2.1 Determine needs of the students and faculty of the university

X Research assistants,

Faculty, students

2.2 Design new library offerings based on the determined needs

X X

2.3 Develop marketing strategy X


• Resources

Activity University Librarian

Librarian I Library staff

Janitorial services

Others

3. New Equipment 3.1 Discuss equipment requirements with the dean of the colleges of eng’g & archi

X

3.2 Acquire equipment College of

Engineering

3.3 Deliver and install new equipment

Vendors (c/o College of

Engineering)



• Project Organization

Project Summary

Rationale

Objectives & Output

Resources

Schedule

Cost

Communications Plan


Scope

Project Manager/ Librarian I

Internal Providers

External Providers

Project Steering Committee


• What is the project timeline and when will important dates, such as project milestones, be completed?

Project Summary

Rationale

Objectives & Output

Resources

Schedule

Cost

Communications Plan


Scope



• Steps – Estimate effort and duration for

each activity

– Determine dependencies

– Draw the project network and identify the critical path

– Review constraints and revise the schedule as necessary

Project Summary

Rationale

Objectives & Output

Resources

Schedule

Cost

Communications Plan


Scope


• Schedule – Estimate the effort and duration for each activity

– Research on Program Evaluation & Review Technique (PERT) duration estimation methods

Activity Duration


2 months


1 month

2.3 Develop marketing strategy 1 month



• Schedule – Determine dependencies

Activity Duration Pre-requisite


2 months -


1 month 2.1

2.3 Develop marketing strategy 1 month 2.2


• Schedule – Develop the actual schedule

Oct

2016 Nov 2016

Dec 2016

Jan 2017

Feb 2017

Mar 2017

Apr 2017

May 2017

2.1 Determine needs of the students and faculty of the university 2.2 Design new library offerings based on the determined needs 2.3 Develop marketing strategy



• Schedule – Review constraints and revise schedule as

necessary

Oct 2016

Nov 2016

Dec 2016

Jan 2017

Feb 2017

Mar 2017

Apr 2017

May 2017

2.1 Determine needs of the students and faculty of the university 2.2 Design new library offerings based on the determined needs 2.3 Develop marketing strategy


• Assign costs to the following: – Human resources – Purchased, rented, or leased

equipment, materials, and services

– Administrative expenses

Project Summary

Rationale

Objectives & Output

Resources

Schedule

Cost

Communications Plan


Scope



• When/how often do we update those concerned (both internal and external parties)?

• What do those concerned need to know?

• Who is responsible for each type of communication?

Project Summary

Rationale

Objectives & Output

Resources

Schedule

Cost

Communication Plan


Scope

Components of a Project Proposal • Sample Communication Plan

Stakeholder Information Needs Timing Medium Head Librarian General project cost

schedule showing planned vs. actual figures

•Monthly - Every 1st Monday of the month

•Written report •Management Meeting

General project progress in a Gantt chart showing planned vs. actual activities

•Weekly – Every Monday morning

• Written report to be emailed

Issues affecting the schedule and/or requiring action from management

• Non-critical issues – Weekly

• Critical issues - ASAP

•Non-critical - written report to be emailed •Critical – written or verbal

Finance Department

Detailed project cost schedule showing planned vs. actual figures

•3 days before any major purchase

•Excel spreadsheet (project cost yymmdd.xls) to be emailed


Components of a Project Proposal • Risks – an uncertain even or

condition which can have negative or positive impact to the project if it happens

• The Risk Management Plan details how you will manage risks, both good and bad

• Some sources of risk – Poorly defined and/or

miscommunicated scope, schedule, quality, cost, roles, etc

– Wrong estimates, human uncertainties

– Changes in project scope, schedule, environment

Project Summary

Project Rationale

Project Objectives & Output

Resources

Schedule

Cost

Communications Plan


Project Scope


• Other parts of a Project Proposal – Procurement Plan

• Make or buy • What type of contract/s will be used in procuring

products or services • Procurement schedule

– Quality Plan • Which quality standards are relevant to the

various elements of the project • How will the project satisfy them • Tools – research, benchmarking, cost-benefit

analysis


Tips and Reminders

• GET MANAGEMENT SUPPORT: No one will move a finger if management doesn’t support the project.

• PLAN AND SCOPE PROPERLY: The more time you invest in planning, the better and less mistakes your project will have. Do not skip the work breakdown structure. Set deadlines.

• COMMUNICATE: Project stakeholders do not want to guess what’s is going to happen in the project. Provide and get feedback.

• CLARIFY ROLES: Make sure that roles are very clear for each project team member

• BE REALISTIC!

How to make it more engaging?

• Make it short and sweet – Provide summarized information; – Do not put every detail in the body

• Aesthetically pleasing – Easy to read formatting and layout – Graphs and illustrations should be straight to the

point and easy to understand • Grammatically correct • Accurate content • It should touch the heart



Project Summary

Rationale

Objectives & Output

Scope

Resources

Schedule

Cost

Communications Plan


These are also the components

of the project plan!

Education

Enhancing writing skills for librarians and information professionals