UNIVERSITY OF ILLINOIS
AT URBANA-CHAMPAIGN
LIBRARY
Faculty Meeting
February 7, 2007
“Feedback from the Library Leadership Retreat”
Renewal and
Transformation
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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
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
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Preparation for
Transformation Survey
Results
Ron Gill, Scott Gill, Ed Craig
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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.
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Renewal & Transformation Process Approach
1
5
9
Assess
Leader’s
Readiness
Review PFT
Results with
Interviewees
Leadership
Team Launch
Sessions
2
3
Conduct PFT
Surveys
6
Form Initiative
Teams
10
Monitor
Metrics and Manage
Strategic Planning
Process
4
Review PFT
Survey Results
with Leader
Decision
to Proceed
7
8
11
12
Launch
and Train Initiative
Teams
Monitor
Initiative Team
Progress
Identify New
Initiatives
Celebrate
Successes
Ongoing Leadership Coaching and Team Building by RTG
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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.
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Category Definitions
MANAGEMENT
LEADERSHIP
– Ensures Order and Predictability
– Creates Change
– Develops Plans and Budgets
– Determines Vision and Strategic
Direction
– Monitors Results Against Plans
– Controls Resources and
Processes
– Delegates and Provides Directions
– Inspires Faculty and Staff to
Overcome Barriers and Achieve
Goals
– Empowers People
– Coaches and Supports
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Category Definitions
COMMUNICATION
– Speaking
– Listening
– Openness to feedback
– Seeking first to understand
– Easy to talk with
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What are the top three key issues facing the University Library?
80 Total Responses
Process
Communication Systems
Management
1%
1%
3%
Vision, Goals,
Priorities
22%
Teamwork
4%
Resource
Management
4%
Marketing, Visibility
4%
Leadership
6%
Funding
20%
Organization
10%
HR Management
11%
Facilities
14%
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What does it take for the University Library to be successful five years
from now?
68 Total Responses
Understand User
Needs
Teamwork
3%
3%
Resource
Management
4%
Communication
1%
Vision, Goals,
Priorities
20%
Marketing, Visibility
6%
Funding
13%
Facilities
6%
Process
Management
9%
Leadership
13%
Organization
10%
HR Management
12%
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If you had all the votes, what three changes would you put the highest
priority on implementing?
Teamwork New Technology
3%
4%
76 Total Responses
Understand User
Needs
1%
Resource
Management
4%
Leadership
4%
HR Management
21%
Communication
4%
Organization
18%
Budget Allocation
4%
Facilities
7%
Process
Management
8%
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Funding
11%
Vision, Goals,
Priorities
11%
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What are the strengths of the University Library leadership, Paula
Kaufman?
172 Total Responses
Management
1%
Process
Management
1%
Scholarship
1%
People Skills
1%
Administration
2%
Teamwork
2%
Marketing, Visibility
3%
Funding
3%
Leadership
61%
HR Management
5%
Communication
6%
Personal Traits,
Values
14%
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What are the weaknesses of the University Library leadership, Paula
Kaufman?
49 Total Responses
Leadership
20%
Other (17)
36%
Conflict
Resolution
12%
Personal Traits,
Values
4%
None
6%
Delegation
8%
Decision Making
6%
HR Management
8%
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What should the University Library Office do less of to be most
effective in its role of support of the individual units?
Less Trouble
Shooting
8%
13 Total Responses
Less Talk-More
Action
8%
Less Redundant
Reports
8%
Less Gate Keeping
8%
Less Email
7%
Less Meetings
61%
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What should the University Library Office continue doing to be most
effective in its role of support of the individual units?
21 Total Responses
Involving Others
24%
Misc. (9)
42%
Communicate
14%
Encourage Faculty
10%
Develop Funding
10%
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What should the University Library Office do more of to be most
effective in its role of support of the individual units?
37 Total Responses
HR Support
14%
Communication
8%
More Team
Building
8%
Misc. (22)
60%
Delegate More
Authority
5%
Fund Raising
5%
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Linkage of Survey Responses to
Strategic Plan Initiatives
Strategic Plan Initiatives
PFT Survey Top Issues
• Vision, Goals & Priorities
• Funding
• Facilities
Priorities
• HR Management
Universit
y
Library
Strategic
Plan
• Organization
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Focus Groups’ Breakout
Sessions
“Leaders translating strategies into action”
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Breakout Topics
1) What is our vision for the University
Library?
2) How should we organize the University
Library for the future?
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Focus Groups – Session #1
GROUP A
GROUP B
GROUP C
GROUP D
*Barbara Ford
*John Wagstaff
*Tom Teper
*Janis Johnston
Cindy Ingold
Rod Allen
Bill Mischo
Tina Chrzastowski
Chris Prom
Tim Cole
Janice Pilch
Karen Wei
Lynne Rudasill
Nancy O’Brien
David Ward
Michael Norman
Scott Walter
Lisa Romero
Greg Youngen
Mary Stuart
*Group Leader
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Breakout Session #1
1. Topic: What is our vision for the University
Library?
2. 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)
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Breakout Session #1
3. 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
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Breakout Session #1
4. 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.
5. Follow-up:
a. Small group to combine picture captions into a
vision statement for the University Library
b. Small group to develop a communication plan for
sharing vision with the University Library employees.
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Breakout Session #1 Outputs
•
Follow up Team:
Lynne Rudasill, John Wagstaff, Janice Pilch, Tina Chrzastowski
•
Assignment:
1. Consolidate the picture captions from the 4 Focus Groups.
2. Wordsmith the captions if necessary to improve clarity.
3. Write a sentence for each perspective that captures as much of
the consolidated picture captions as possible.
4. Review the “Vision” at the meeting of all Retreat participants on
February 28 and lead a discussion and debate.
5. Review “Vision” with all faculty and solicit feedback.
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Focus Groups – Session #2
GROUP A
*Nancy O’Brien
GROUP B
*Bill Mischo
GROUP C
GROUP D
*Chris Prom
*Janice Pilch
Tina Chrzastowski Rod Allen
Barbara Ford
Michael Norman
Tim Cole
Cindy Ingold
Tom Teper
Lynne Rudasill
David Ward
Janis Johnston
Mary Stuart
John Wagstaff
Greg Youngen
Lisa Romero
Karen Wei
Scott Walter
*Group Leader
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Breakout Session #2
1. Topic: How should we organize the University
Library for the future?
2. Questions to be addressed by each breakout
group:
a) What about the organizational structure doesn't work
(with specifics)?
b) What about our organizational structure does work
well, that we should not tinker with?
c) What are the top 3-5 changes you would make first?
d) What are the best ways to go about effecting those
changes?
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Breakout Session #2
3. 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.
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Breakout Session #2 Outputs
• Follow up Team:
David Ward, Bill Mischo, Tom Teper, Scott Walter
• Assignment:
1. Consolidate the answers to the questions from the 4 Focus
Groups. Combine same or similar answers. Making sure to keep
all answers.
2. Wordsmith the answers if necessary to improve clarity.
3. Review the consolidated list of answers at the meeting of all
Retreat participants on February 28 and lead a discussion and
debate.
4. Review the consolidated list of organization ideas with all faculty
and solicit feedback.
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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.
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