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The Library & Information Science Professional's Career Development Center |
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Time Management for Library Professionals |
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Wikipedia , the internet encyclopaedia, defines time management as “a number of techniques that aim to increase the effectiveness of a person in getting the things done that need to be done.“ It also points out that time management should be called self management, as “time passes without regard to what we do; the only thing we can manage is ourselves.” Therefore time management is really about self management, which can be facilitated by a number of different “tools, techniques and attitudes.” In her review of time management literature for librarians, Lisa Peterson states that working in a library presents unique situations as libraries are service-oriented institutions and their clients mostly “drop in.” This creates special time management challenges, whereas in most other professional environments clients are scheduled. Time Wasters and Negative Attitudes Check this list of frequently-cited time wasters and negative attitudes to discover your strengths and weaknesses:
In his hugely popular book The 7 Habits of Highly Successful People, Stephen Covey suggests writing a contract with yourself. In a recent presentation, Deborah Wilcox Johnson suggested writing something like this:
Although much has been written on time management in general, Johnson points out two major flaws in commonly recommended techniques for managing time. One is delegating (most of us in library land are not in a position to do this). She suggests this technique should be called “get someone else to do it.” The second flaw is having too linear an approach – for example, “first do this, then this” – because life does not usually work this way. Strategies, Attitudes and Techniques for Managing Time Peterson reminds us that individual librarians must develop their own strategies, attitudes and techniques in order to choose the most appropriate time management tools for their own unique circumstances. Some strategies include: · Setting goals or setting priorities. First you decide what you want to achieve; then you assign each item a level of importance. Developing a personal mission statement can add focus, direction and a sense of purpose to this decision-making process. On his useful website, Stephen Covey provides an interactive tool to help you develop a personal mission statement. He points out, "The key to the ability to change is a changeless sense of who you are, what you are about and what you value." After you have developed your personal mission statement, you might draw up a to-do list. Wikipedia has the following to say on this: "A to-do list is a standard tool in time management. It usually is a flat list of tasks that a person needs to complete. To increase the efficiency of the ordinary to-do list, prioritize the tasks in four different categories:
Wikipedia continues, "Effective time management is learning to say “no” to tasks in categories 3 and 4 to make more time for tasks in categories 1 and 2. Freeing yourself from doing the unimportant tasks leaves more time to focus on the important matters. However, some doubt the effectiveness of prioritizing by importance, pointing out that so-called “unimportant” tasks have a tendency to become emergencies if they are neglected. If tasks need to be done, then it makes no difference in what order they are done – the essential thing is that they get done. If they don't need to be done, what are they doing on the “to-do” list in the first place?" It might also become necessary to stop doing low priority items – the things least noticed by your environment – possibly by getting someone else to do those tasks. · Eliminating time wasters. · Being proactive. An attitude of ”highly successful people,” according to Covey, this means you anticipate things and don’t wait for them to happen to you. · Analyze how you do things. Look at the sequencing of things to see if there are ways to accomplish them more efficiently. · Adopting the attitude “no one (including me) is irreplaceable.” Johnson also recommends the following techniques: · Be aware of yourself. This means being aware of what motivates you, how orderly your workspace needs to be for you to function optimally, and knowing your energy level highs and lows. Try to arrange your schedule accordingly; for example, come to work earlier or trade service desk shifts if possible. · Be kind to others and respectful of their time. For example, when writing a report, you could edit out unnecessary text or highlight important passages. · Make use of time fragments. When waiting for the computer to boot or a meeting to begin, do “portable” activities such as going through mail or writing a note.
Andrea Delumeau is a reference librarian at the American Library in Paris, France. In November 2001 she had a brain injury on the job, which affected her mobility and speech and forced her to stay home for the time being. However, she plans to go back to work shortly. Article published Sept 2005 Disclaimer: The ideas expressed in LIScareer articles are those of their respective authors and do not necessarily represent the views of the LIScareer editors.
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Page last updated
10/03/2005
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