Communication, Project Management & Decision-Making

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Slides from MSCS Program Manager Matthew Revitt's presentation at the ALCTS ALA Pre-conference event on June 27th, 2013 in Chicago.

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Communication, Project Management & Decision-Making

  1. 1. Matthew Revitt, Maine Shared Collections Strategy Program Manager Communication, Project Management & Decision-Making www.maineinfonet.net/mscs/
  2. 2. MSCS 101  Project goals & objectives  Unique mixture of academics & publics: www.maineinfonet.org/mscs
  3. 3. Governance Structure: Project Team  Overall management of MSCS  The famous five: Program Manager, Technology Director & Project PI’s:  Also Systems Librarian Sara Amato www.maineinfonet.org/mscs
  4. 4. Governance Structure: Collection Management Committee  Representatives from MSCS partners contribute to:  Data pull  Collections analysis criteria  Retention & potential withdrawals scenarios www.maineinfonet.org/mscs
  5. 5. Governance Structure: Technical Services Committee  Representatives from MSCS partners  Contribute to:  OCLC reclamation project  Data pulls #1 & #2  Display of retention commitments in catalogs  Coordinated by MSCS System Librarian www.maineinfonet.org/mscs
  6. 6. Governance Structure: Directors Council  9 MSCS Directors:  Review progress  Q & A  Commit cost sharing funds  Approve MSCS policies www.maineinfonet.org/mscs
  7. 7. Governance Structure: Advisory Board  Shared print experts: Bob Kieft, Constance Malpas & Lizanne Payne  Provide oversight, review, feedback & guidance on best practice  6 month progress reviews and two in-person visits www.maineinfonet.org/mscs
  8. 8. MSCS Program Manager role  Full-time position  IMLS funded for grant period  Duties & responsibilities  Administrative tasks  Financial management  Project documentation  Publicity & promotion  Contribute to nitty gritty work  Importance of project management skills www.maineinfonet.org/mscs
  9. 9. Decision-Making Hierarchy Project Team Directors Council Collection Developme nt Technica l Services Systems Librarian Advisory Board Program Manager www.maineinfonet.org/mscs
  10. 10. Barriers to the Decision-making Process  Delaying Decisions—losing ground between meetings  Lack of focus—keeping the end result in mind  Some more engaged than others in process  Meeting distractions  Librarians’ love of detail  Technical difficulties getting data  Large and dispersed group  People feeling out-of-the-loop  Lack of information resources www.maineinfonet.org/mscs
  11. 11. Barriers to the Communications Process  www.maineinfonet.org/mscs
  12. 12. Third Party Consulting Support Contract with  Take a step back—justify what we want and why  Data Wrangling—being able to see the data in useful ways  Focus—working with manageable chunks of the collection  Trying out Scenarios—seeing actual outcomes of possible decisions www.maineinfonet.org/mscs
  13. 13. Trust in one another  History of shared collaboration www.maineinfonet.org/mscs
  14. 14. Organized meetings  Invite the right people  Clear agendas & supporting documentation  Clear meeting leader  Make decisions  Action points www.maineinfonet.org/mscs
  15. 15. Setting Deadlines, Follow-up & Chase www.maineinfonet.org/mscs
  16. 16. Project documentation  Internally  Detailed summaries with actionable points  Keeping people in-the-loop  Tracking progress  Externally  IMLS reporting requirement  Important for legacy of MSCS  Report on lessons learned  Useful for articles or presentations www.maineinfonet.org/mscs
  17. 17. Communication tools www.maineinfonet.org/mscs
  18. 18. Thank you! Matthew Revitt MSCS Program Manger matthew.revitt@maine.edu www.maineinfonet.org/mscs/ @MESharedColls www.maineinfonet.org/mscs

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