Library strategic planning 2013 
Focus groups
Four stakeholder focus groups met last week, to provide feedback on the four UQ Library future scenarios written by Library staff. Sandra Rothwell attended all four groups. At least one other strategic planning team member attended with her.
Brett Mayze facilitated the groups, and captured discussion. His report will provide important input to the rest of the planning process.
The strategic planning team will meet to debrief later this week.
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Team meeting #11
Brett Mayze, consulting psychologist working on the strategic planning
process, met with the team on Tuesday 30/4.
Brett asked that the wording of the four scenarios be altered slightly, so as
to provoke stronger reactions at the stakeholder focus groups. This is common
practice, and can be seen in the examples provided to the Scenario Writing
Group (e.g. from the ARL)
He also requested that four or five dot points be insert at the end of each
scenario, to clearly summarise the impact of the scenario on the Library
user.
The format of the focus group events was discussed. Stakeholder attendees will
be divided into small groups. After reading a scenario, the group is asked a
set of questions regarding the attractiveness of the description. Scores are
assigned to the reactions, and issues are explored. Then, the next scenario is
read, and the same procedure is followed.
The focus groups have been advertised, and are being held:
For undergraduates: on Thursday May 2nd, at noon, at DHESL
Library
For UQ/hospital staff: on Thursday May 2nd, at 2:30pm, at
Herston Library
For post graduate students: on Friday May 3rd, at 10:00am, at
DHESL Library
For academic staff: on Friday May 3rd, at noon, at DHESL
Library
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Team meeting #10
Held 23/4. Members discussed the four completed future Library scenarios,
prepared by a
group of eight Library volunteers. The documents will be used in the four
stakeholder focus groups, on May 2nd and 3rd. Mary will submit a bouquet to
eLinks, expressing appreciation of the writing group's efforts.
Posters advertising the focus groups have been circulated, and e-versions are
appearing on Library plasma screens. In addition, respondents who provided
details with their Genie wishes will be approached, along with Faculty
Executive Officers. Librarians have been asked to pursue their contacts.
Stakeholders have begun RSVP-ing. At least one Strategic Planning member will
attend each focus group led by Brett Mayze, to assist with questions.
The next meeting will be attended by Brett, to finalise focus group meeting
details.
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New Library tagline (vision statement)
Give us your suggestions for a new Library tagline (vision statement) using this online form. There is also a link from the following spotlight image on the Library homepage:
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Team meeting #9
At the meeting held April 9th, discussions focused on the four stakeholder sessions scheduled for the beginning of May:
- How the four future library scenarios written by the sub-group of eight (see blog entry of 21/3) will be used
- Promotion of the four sessions
- Location of the sessions
Other matters covered:
- The team roadshows in June - rostering, locations, attendance
- The quest for a new tagline (to replace 'Enriching World-Class Scholarship' as our vision statement) - promotion, and responses to date. Invitation to submit new tagline (vision statement) currently appearing in a Library spotlight
- Photos from the launch - inclusion of a couple on the Strategic Planning webpage
- The values received to date via Checkbox (survey open until 30/4)
(library staff received an invitational email from Joanne), and collected at
the launch on 25/3
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Genie wishes received
By the time the lamp image (below) came down from the spotlight on the Library home page on the 27th of March, 271 sets of wishes had been submitted to the Library Genie.
To see the wishes, please go to the Strategic Planning website.
There are two access points - under:
Timeline - dates: 21 Feb -25 March, or
What's been happening - under 21st February, below the image
(there) of the lamp.
The team is happy to take any questions or comments.
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Library's strategic planning website: ready for business
The Library's strategic planning website is ready for your viewing pleasure!
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Official launch of UQ Library's strategic planning process
At yesterday's launch, the Library Conference Room was filled with the strains of Sultan Selim III's Magnificent Ottoman Empire Turkish harem music. Genie wishes captured via the 'Three wishes to the UQ Library Genie' form scrolled in a continuous loop, along with 15 tag clouds representing the 248 sets of wishes received to date.
Sample tag cloud, showing respondents' wishes.
UQ Executive perspective
Sandra Rothwell introduced Professor Deborah Terry, the University's Senior
Deputy Vice Chancellor. Prof Terry spoke of the great importance of the
planning process, over the outcome: gathering together, communicating, and
creating a shared vision for the Library over the next three years.
The room resonated with her statement that 'culture eats strategy for breakfast'. Prof Terry underscored the need for strong underlying values to be articulated in such times of change. She quoted Donald Rumsfeld, saying whilst it was necessary to identify the known knowns (the elephants in the room), it was critical to scope the unknown unknowns - the tigers in the room - in order to manage blindsiding.
Prof Terry outlined three themes central to UQ Executive's current frame of reference:
- Disruptive technology, such as MOOCs. It is reshaping higher education, world-wide. Attending a conference in Boston recently, she observed an unusually high number of Vice Chancellors and Provosts in attendance. UQ will take leadership in the area, and not merely react. Four UQ MOOCs will be delivered this year - a call for expressions of interest has been issued.
- Funding, particularly in this, a Federal election year. The Vice Chancellor sees the diversification of income sources as critical in an environment fiercely competitive for students (e.g. through partnering, and alumni)
- People. The importance of attracting and retaining excellent staff. Not only for its own sake, but also for its impact on world rankings.
Academics tell Prof Terry that the Library is fantastic, and a cornerstone of the University. She wished us well in the process, and applauded our efforts.
Outline of the process, and the Genie video
Next, Sandra spoke of the team, the blog, the website to go live following this
launch, and the wishes gathered via the online Genie form.
A video of wishes expressed by three UQ staff, and several students was shown (additional thanks to Teik, from LTS).
Bob's thee wishes concluded the video, and he rose to the podium to expand on them. In essence, Bob's wishes are for the Library: 1) to be the best exemplar of an innovative academic research library, nationally and internationally; 2) to be a strong contributing partner to UQ's priorities, and 3) to be a fun and rewarding place to work.
Timeline
Helen Morgan outlined the following milestones in the strategic planning
process:
19/3-30/4: Preparation of four scenarios to be presented
at stakeholder sessions
2-3/5: Four stakeholder sessions, with Brett
Mayze
25/3-30/4: Consideration of the Library's vision and mission
statements, and values
April-May: Refinement of statements/values, and a new tagline
(to replace 'Enriching World-Class Scholarship')
28-30/5: Strategic planning workshop for Library managers
leading to a draft strategic plan, with Brett Mayze
June: Strategic planning team roadshows, to gather
Library staff feedback on/input into, the draft plan
July: Presentation of the final strategic plan to
Bob.
Helen asked launch attendees to complete the forms placed on their chairs. These asked for three genie wishes, and for six aspirational values to be chosen for the Library. The values represent collective beliefs on how the Library will achieve its mission and vision. An online Checkbox form will be available shortly, to capture input from those who did not attend the launch.
Attendees were then invited to afternoon tea.
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Team meeting #8, and the scenarios writing group
Team meeting #8
The team focussed on the upcoming formal launch of the 2013-2016 Strategic Planning process on Monday (25/3 at 2pm in the Library Conference Room).
Sandra played the excellent Genie wishes videos filmed to date. Speakers include academics, students and the University Librarian. More to be added for use at Monday's launch.
Decisions were made on:
- The running order of the launch
- Content of the presentation slides
- The use of clickers (no - safer to use paper sheets)
- Re-subscribing to Checkbox (for online polling)
- Swapping the Genie feedback form to a Library tagline feedback form, following the launch (to replace the current Library tagline, Enriching World-Class Scholarship)
- Updating the tag cloud images on Monday morning, to capture the most up-to-date Genie wishes, for use at the launch.
The 'four scenarios' writing group
The eight members are: Anne Draper, Justine Cawley, Karen Borchardt, Julie Oates, Anna Bagshaw, Belinda Spinaze, Sarah Evans, and Michael Whiteway.
Joanne and Sandra spoke of the first meeting of the writing group, held the day before. Seven of the eight volunteers attended. The meeting covered the group's context, the role of scenarios, and conducted an environmental scan brainstorming session. The second meeting is to be held on Thursday (21/3). The futuristic Library scenarios will be used in the four stakeholder focus group sessions.
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Team meeting #7
The Strategic Planning team met on Tuesday 12/3.
The team discussed:
- The expressions of interest received for the four scenario writing exercise
- Progressing the strategic planning webpage. It will go live after the official strategic planning launch (of 25/3, 2pm)
- Creating a registration process for attending the official launch (via the LibNet Training Calendar)
- Gathering feedback on Library values via clickers, and on paper, during the official launch
- Using Checkbox to capture feedback online, on Library values
- The increased number of Genie wishes, generated by the Library spotlight, and emails to UQ T&L and Research committees (have you wished yet?)
- Filming of Genie wishes videos
- Generating a Genie wishes tag cloud
- Using Twitter and Facebook to disseminate strategic planning activities
- Changing the feedback form: from Genie wishes to tagline suggestions (i.e. to replace 'Enriching World-Class Scholarship')
- Possible dates for the 2.5 day strategic planning workshop (end of May, in the Library Conference Room)
- Possible dates for, location of, and marketing for, the four external stakeholder focus groups: undergraduates, postgraduates, academic staff and hospital staff (early May)
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