Who takes minutes? KM, SNS, SMS, BJM (note shortened list of attendees)
Next Meeting Date: November 12?, 1:30
Discussion Items:
Incident log--what to keep, where to keep, and how to inform staff--sms will have sample (sms)
blog instead of emails (sms) --searchable, in a single place.
communication survey See the 2004 one below--what additional questions or clean up? (sms)
decluttering the library--too many signs, too much info, too many pieces of paper--committee? (KM, MD)
What are people getting now with library cards? New library card info packet: trifold on lib, safe child, ILL info, home delivery, programs? (MD)
Any open house details? (sms)
Prepping for meeting (sms): see below
ManagersTasks
Probations ending:
Sandy-- 11/27/08
Marianne-- 12/3/08
Chip--12/10/08
Sharon S.-- 12/30/2008
Cheryl--1/1/09
Tara --3/16/08
COMMUNICATION SURVEY RESULTS
April 20, 2005
Number of Surveys Received: 18
Communication between staff members
1. I am satisfied with the amount of communication I have with my co-workers about library policies, procedures, programs, and news:
strongly agree: 3
agree: 14
neutral:
disagree: 1
strongly disagree:
Comments: People do caution to keep all views to myself at times.
Communications within departments
2. I am aware of what is happening in my department:
strongly agree: 7
agree: 10
neutral:
disagree: 1
strongly disagree:
3. I speak with my supervisor:
several times/day 13
once/day 1
several times/week 4
once/week
seldom/never
4. I am satisfied with the amount of work related communication I have with my supervisor:
strongly agree 10
agree 7
neutral 1
disagree
strongly disagree
5. I attend department meetings:
every time 12
75% of the time 4
50% of the time 1
25% of the time
seldom/never
(blank) 1
6. I don't attend department meetings because of (check all that apply):
timing 5
topics
not interested
other
n/a 12
(blank) 1
Are there topics you would like to discuss at department meeting that are not covered?
Communications within the library
7. I am aware of what is happening in other departments:
strongly agree 1
agree 8
neutral 6
disagree 3
strongly disagree
Comments: 1) Staff meetings, the log, and email make it easy to know what's happening.
2) Some nit picky details I don't care about. Over all info good. If I need more,
I'll ask. If decisions that affect my job are made - I need to know those details.
3) More cross-training would be good to be aware of need/functions of other departments.
4) Sometimes I am aware of what's going on. Sometime I find out after the fact.
8. I read my e-mail:
several times/day 7
once/day 10
several times/week
once/week 1
seldom/never
Comments: 1) I scan for most important info.
9. I read the log:
several times/day 2
once/day 13
several times/week 2
once/week 1
seldom/never
Comments: 1) Extra pages taped in are distracting.
2) I would like to keep the log somewhere. I think it's useful to have several different spots with information.
3) I think it's redundant to put copies of emails sent to staff in the log. People shouldn't be working here if they don't/can't check their email regularly.
10. I read notices/calendar/white board in the staff room:
several times/day 1
once/day 3
several times/week 9
once/week 4
seldom/never 1
Comments: 1) I usually walk right past them.
2) I think there's too much junk on the break room table.
3) If it's on the door.
11. I read minutes/reports from my department, privy or staff meetings when they are available:
strongly agree 3
agree 9
neutral 4
disagree 1
strongly disagree 1
Comments: 1) My personal responsibilities seem to fill my shift.
2) Why are privy meetings called privy meetings? I've heard other people ask this too. Perhaps it should be called the dept. head meeting. Sounds like some secret, privileged group.
3) I usually scan them.
12. I use the public directory (p:\drive on the computers) for schedules, agendas, forms, etc.:
several times/day 5
once/day 1
several times/week
once/week 11
seldom/never 1
13. I attend staff meetings:
Every time 5
75% of the time 6
50% of the time 2
25% of the time
seldom/never 3
n/a 2
Comments: 1) They are still too long. Perhaps each department head could speak for their entire department. I don't think every committee needs to speak either, especially CE. They should always be held in a meeting room.
2) I leave when I get off work - have other responsibilities.
3) Only when necessary.
14. I don't attend staff meetings because of (check all that apply):
timing 12
topics
not interested
other
n/a 6
Comments: 1) I think they should be used more for getting staff input on ideas (i.e. mission statement & values) than repeating things you should know if you read the log and your email.
2) They are on Wednesday.
Is there anything you would like to discuss at staff meetings that is not discussed?
Patron interactions - funny info or stories about things that have happened involving patrons.
Communications with the board
15. I read the board minutes/packets posted in the staff room:
every time 1
75% of the time 1
50% of the time 5
25% of the time 8
seldom/never 3
Comments: I never read the foundation minutes - it's all numbers.
16. I am aware of library board decisions:
strongly agree 3
agree 7
neutral 5
disagree 3
strongly disagree
Comments: I'm glad you cut the board meeting summary out of the staff meeting.
Communications outside the library
17. I am aware of how the library is communicating with groups and individuals outside it (i.e. newspaper articles, Channel 11, posters, flyers, etc.):
strongly agree
agree 3
neutral 11
disagree 2
strongly disagree 2
Comments: 1) I think this is an individual's responsibility to do if they please.
2) Information in the log is good.
3) I know about newspaper articles and any other advertisements that are documented in the log.
4) Not always sure just when.
18. Rank from 1 to 5 with 1 being most preferred how you would prefer to receive communications: (see separate page for specific results)
|
Communication Method
|
Final
Priority
|
|
Direct e-mail with text
|
1
|
|
E-mail with notice of info in public drive
|
3
|
|
Print-out filed in log
|
4
|
|
Print-out posted in the staff room
|
5
|
|
Face to Face
|
2
|
Comments: 1) Email with notice of info in public is annoying. Put it in the email - attach it! You can't access public if you're at home.
2) Only like direct email or face to face, all others are bad.
19. Do you have any suggestions for improving communications?
I'm glad we're doing this survey. Communication is a major issue here because we have so many part-time employees. I think the best way to improve communication is to reduce the staff size and create more full-time positions.
20. Demographics:
I have worked at the library:
0-5 years 13
6-10 years 4
11-15 years
16+ years 1
I work in:
Administration 1
Adult Services 3
Branch
Circulation 6
Children's 4
Tech Services 3
(Unspecified) 1
Compiled by: Suz Groendyk
sg
How to hold an online meeting
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Chair
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Participants
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Before
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1. Review notes from last meeting
2. remind participants
3. Collect items for agenda
4. Prepare draft agenda a week before:
a. Include start and ending times
b. Who is doing the presentations
c. Links to materials
d. Possible next meeting dates and times
e. Be realistic about what you can accomplish during a meeting.
5. Provide links to documents
6. Know who is taking the notes
7. Prepare a list of participants
8. Download software if any Yugma
9. Test equipment if any
10.Know how to operate it—at the barest minimum: Wiki
11.Shut down other windows
12.Have backup in place
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1. Prepare presentation, materials
2. Review draft agenda
3. Report if you can’t come
4. Read documents
5. Download software if any.
6. Experiment with the software
7. Test equipment if any
8. Shut other open windows
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During
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13.Start on time in a room with no interruptions
14.Have parking lot
15.Stay on tasks
16.Summarize actions at the end of the meeting—what went well and what didn’t
17.Set next meeting date and time
18.If it’s the first meeting, introductions.
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9. Be on time in a room with no interruptions
10.Generally identify yourself at first (voice not recognizable at first)
11.Don’t multitask
12.Recognize that differences of opinion sometimes produce the most powerful results when common ground is found.
13.Participate!
14.Volunteer!
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After
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19. Put date and time of next meeting on WSL calendar and personal calendar
20. Schedule meeting on Yugma
21. Report dates, time, participants to WSL
22. Review notes
23. Draft agenda for next meeting
24. Set tickler for materials to prepare or action to take
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15.Put date and time of next meeting on person calendar
16.Set tickler for materials to prepare or actions to take
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