“Feedback from the Library Leadership Retreat” UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN LIBRARY Faculty Meeting February 7, 2007 “Feedback from the Library Leadership Retreat” 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

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 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Preparation for Transformation Survey Results Ron Gill, Scott Gill, Ed Craig 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

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. 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Renewal & Transformation Process Approach Decision to Proceed 4 Assess Leader’s Readiness 1 Conduct PFT Surveys 2 3 Review PFT Survey Results with Leader 5 Review PFT Results with Interviewees Form Initiative Teams 6 7 Launch and Train Initiative Teams 8 Monitor Initiative Team Progress 9 Leadership Team Launch Sessions 10 Monitor Metrics and Manage Strategic Planning Process Identify New Initiatives 11 Celebrate Successes 12 Ongoing Leadership Coaching and Team Building by RTG 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 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. 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 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 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 Category Definitions COMMUNICATION Speaking Listening Openness to feedback Seeking first to understand Easy to talk with 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

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Library Faculty Meeting 2/7/07 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Linkage of Survey Responses to Strategic Plan Initiatives PFT Survey Top Issues Vision, Goals & Priorities Funding Facilities HR Management Organization University Library Strategic Plan Priorities 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Focus Groups’ Breakout Sessions “Leaders translating strategies into action” 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 Breakout Topics What is our vision for the University Library? How should we organize the University Library for the future? 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

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 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 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) 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 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 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 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. 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

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. 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Focus Groups – Session #2 GROUP A GROUP B GROUP C GROUP D *Nancy O’Brien *Bill Mischo *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 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 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? 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 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. 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

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. 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07

Library Faculty Meeting 2/7/07 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. 2/7/07, Revision 1.6 Library Faculty Meeting 2/7/07