This document summarizes a presentation given by Vivienne Piroli and Shanti Freundlich of Simmons College about their library's use of priority groups to manage initiatives. Key points: - Simmons Library formed priority groups with cross-functional membership to identify, plan and implement projects. - Groups focused on initiatives like streaming media, online learning support, and a collection development policy. - The process helped structure many projects, encourage collaboration, and link individual work to broader goals. - Lessons included balancing priority work with other duties and clearly defining goals, projects and workflows.

1. Vivienne Piroli
Deputy Library Director
Simmons College
Shanti Freundlich
Research Services Librarian
August Simmons College
2012

2. 1. Identify + articulate the purpose, scope, goals, and
resources of a priority in order to transform it into an
actionable project.
2. Generate project documentation in order to structure a
high volume of library initiatives.
3. Prepare to implement an effective cross-functional
project management approach in order to encourage
non-hierarchical leadership throughout the library.

3. A bit of context.
DIY Activities.
Lessons Learned.
Wrap up.

4. Simmons College
• Small, liberal arts college in Boston, MA.
• Over 1,900 undergraduate women.
• Over 3,000 graduate women and men.
Beatley Library
• During the Priority Groups projects,
we had 24.6 FTE in the library.
• 21 professional librarians and
paraprofessional library assistants
served on Priority Groups.
• Professional librarians were each on
three groups.
• Library assistants were each on two
groups.

5. Planning Write Project Definitions
2nd iteration
Brainstorming
Implementation
Initial Plan
Go Live!
Evaluation
Recommendations
Future Directions

6. Streaming Media.
Support Online Learning.
Library Services Needs Assessment.
Policies and Information Audit.
Patron Driven Acquisitions.
LibGuides.
Internal Information Architecture.
Journal Article Acquisition.
Collection Development Policy.
Discovery Systems.
Access to Archival + DIR Collections.

7. Accomplishment Highlights:
• Analyzed current PDA practices and strategies in
order to define and describe the options, and to
recommend next steps to pilot.
• Based on PDA practices, created a Purchase
Inclusion Checklist to streamline request
approvals, to assist the Collection Development
group, and to set up profiles in pilot e-Book PDA
system and GIST.
• Successful chose a PDA pilot program.

8. Accomplishment Highlights:
• Created a three-tiered Collection Development Policy
model.
• A draft of tier one was approved and shared with all
Library staff.
• A draft of the tier-two outline was developed and
approved.
• Several segments of tier two were drafted, including
some that were influenced by the work of other
priority groups.
• Created a timeline for completing the second tier and
developing the third tier.

9. Accomplishment Highlights:
• Based on literature review, background data, and
product trials, recommended Swank’s Digital
Campus product for feature films, VAST:
Academic Video Online for documentary films,
and Classical Music Library for music.
• Created a library how-to guide to finding and
using streaming media.
• Marketed collaboratively with Academic
Technology; and providing outreach and training
to faculty.
• Followed best practices for streaming media in
academic libraries; including recommending
collection- and title-level access to the videos in
the VAST collection.

10. The Simmons College Mission:
To provide transformative learning
that links passion with lifelong
purpose.
The Simmons Library Mission:
Beatley Library connects the
Simmons College community to
information, discovery, and
learning.

11. Information
Literacy
Resource
Management Discovery
Engagement
+
Outreach

12. Information
Literacy Patron Driven
Acquisitions
Discovery
Resource Streaming Media
Management
Collection
Engagement
Development Policy
+
Outreach

13. • Write down 3 potential drivers:"big
picture" ideas, constant to-do items,
concepts from ShareAcademy, etc.
• Give each potential priority a driver.

14. • How does [this idea] support my library's
driving principles?
• How does my functional area support
[this idea]?

15. WHAT WE'LL DO + WHY.
AND
DEFINE YOUR OWN
SUCCESSFUL END.

16. “The priority has been successfully met when this
group presents a recommendation for pilots and/or
systems to implement in the next fiscal year.”
“The priority will be successfully met with the completion of a
three-tiered collection development policy model, the draft
and approval of tier one, the design and completion of at least
three segments of tier two, and the proposal of timelines for
completing tiers two and three.”
“The Streaming Media group will make
recommendations for the acquisition and
implementation of appropriate media collections
and platforms for media delivery.”

17. Write down your favorite DIY Priority, and your name.
Pass it to the left.
Write down 1 thing the group will accomplish.
Pass it to the left.
Write down 1 reason why this project will benefit a library.
Pass it to the left.
Write down 1 thing that must be done to complete this
project.
Pass it to the left.

18. Take the "pie" out of the sky
and turn it into a recipe.
Articulate what you are
definitely doing AND not doing.

19. Project Definition
Task Sheet
Final Summary
You're welcome to use and
adapt these templates; let us
know how you're using them!

20. Purpose
Goals + Objectives
Scope
Tentative Timeline
Summary Statement

21. Task Definition
Schedule
Responsible
Accountable
Support
Informed
Consulted

22. Summary
Assessment of
Objectives
Recommendations

23. • Provides an organizational structure.
• Offers consistency across groups.
• Intent, action, and results are evident at a
glance.
• Library administration can easily view the
progress and status of any project.
• Helps to manage resources and time.

24. Working in groups of 3-4, look at the project
definition document and think about a priority for
your library:
• What resources would help you complete the
definition document? Are some headings
challenging? Why?
• Are there headings you would omit or others that
you would add?

25. • Structure groups for variety of perspectives
and experience, not for comprehensive
representation.
• Maximize all available resources.
• Generate a culture of collaboration.
• Provide connections between priorities.
• Link individual functional work to big-picture
ideas.

26. • Appoint coordinators with project administrative
responsibilities.
• Develop a steering group of project coordinators.
• Communicate progress to library administration and
across the library staff.
• Refer to the RASIC outline in the Task Responsibility
Matrix.

27. In groups of 3-4, discuss strategies you
would use to:
• Create cross-functional teams
• Facilitate non-hierarchical decision
making

28. Defining goals clearly.
Creating cross-functional groups.
Developing collaborative work opportunities.
Accomplishing a large volume of work in one
year.
Using all available resources.
Linking big ideas to individual functional work.
Sharing diverse points of view.
Encouraging information transfer through
librarians being on multiple priority groups.
Standardizing the documentation for all groups.

29. Ensuring we don’t emphasize process over
deliverables.
Balancing the work of the priority groups
with other projects and functional
responsibilities.
Understanding clearly how a priority differs
from a project and from regular workflows.
Offering and sharing more regular updates
on the status of priority projects across the
staff.

30. Priority group structure?
Priority project work?
Other lessons learned?

31. Vivienne Piroli
Deputy Library Director
vivienne.piroli@simmons.edu
Shanti Freundlich
Research Services Liaison Librarian
shanti.freundlich@simmons.edu
Simmons Library
www.simmons.edu/library

32. 1. flickr/vancouver 477/Rick E Dick
3. flickr/long division/Marty Desilets
10. flickr/Untitled [Explored]/Dave Morrow
15. flickr/vancouver 216/Rick E Dick
17. flickr/minimal#18/Namelas Frade
18. flickr/Apple Pie/Vita Arina
19. flickr/Brainstorm/Marcos C.
23. flickr/More(fle)tti/Jean Lemoine
25. flickr/Crayon Test/Paul Stein
26. flickr/Well isn’t this nice/Silke Gerstenkorn
30. flickr/Weconomy: un cervello di cervelli/weconomy book
31. flickr/hello?/splityarn