As a social institution, a library must evolve alongside other social entities. Like these institutions, a library must adhere to certain policies to manage its administrative functions effectively and efficiently. The role of the library is not just to provide resources but also to ensure effective administration.
On one hand, librarians must understand the theoretical aspects of management, while on the other hand, they need to align with the policies of public administration. Consequently, these administrative policies are crucial for skilled librarians. Below, we discuss the essential policies necessary for the smooth management of a library.
1. Assigning Duties for Efficient Library Operations:
In today’s era of information overload, dividing labor is essential for effectively managing any library, except for a personal library. If a single librarian or employee handles all the tasks alone, it can lead to inefficiency and mistakes. Therefore, it is important to assign specific duties and responsibilities. A well-structured organization with an appropriately sized team is necessary for effective work distribution in a large library. When dividing tasks, it is crucial to assign responsibilities to those who are competent in those areas. Additionally, no single person should be overwhelmed with excessive work, as this can compromise the quality of the output.
2. Authority and Responsibility:
According to Fayol, authority and responsibility go hand in hand. It can be of two types. Namely, statutory and personal. Statutory authority is conferred on a person by virtue of his position. And personal authority is acquired through his qualities. Authority is the power to issue orders which are carried out by subordinates. For an organization to run smoothly, there needs to be a balance between authority and responsibility. The amount of responsibility assigned to subordinates by the chief executive should be exercised in accordance with the amount of authority. Abuse of authority creates obstacles in the proper performance of work.
3. Unity of command:
Centralization of power is necessary for a good organization. If power is in the hands of ten, no one wants to perform their duties properly. If more than one administrative authority is vested in an employee, chaos is bound to arise. Wilson and Tober say, “One person should receive orders from and be responsible to one administration only.”
There must be consistency between decision making and its implementation. Otherwise, the decision taken will not be implemented. This is very important in administration.
4. Unity of management:
Unity of management accelerates decision-making and makes work efficient. As a result, unity comes between plans and goals and orientation towards that goal is seen everywhere. Above personal ideas, then a single goal guides everyone. According to Wilson and Tober, ‘There will be a common goal for all work where a manager will move forward with a plan.
5. Establishing an Effective Chain of Command:
Hierarchy refers to the hierarchy of the administration from the highest peak to the lowest level. The hierarchy consists of several steps, starting from the head librarian to the lowest employee. It is necessary to have a proper organizational structure and a clear diagram of the distribution of power in terms of authority. Then this administrative skill will be effective. Because in the administration, the requests of the officials and employees will be upward and the orders will be downward. This is called the chain of command or the ladder of authority in the administration.
6. Maintaining Professional Standards in Library Administration:
Discipline plays a crucial role in effective administration. An organization that lacks discipline is likely to face challenges. When employees demonstrate qualities such as a sense of responsibility, adherence to instructions, obedience, and respect, discipline is upheld within the organization. To foster these qualities, strong leadership is essential. The administrator must take an active role, treating all employees fairly and equally. If any disorder arises, it is important for the administrator to address it firmly and uphold the law. By doing so, discipline will be maintained, leading to a more effective administration.
7. Managing Departments and Staff Effectively:
It is advisable not to have all the departments and all the employees of an organization under the direct control of an administrator. Although there is no rule that limits the number of employees an administrator can successfully control, it is still better not to have all the departments or employees under the authority of the CEO. In that case, if he maintains his control over the departmental or branch assignments, then more benefits will be obtained.
8. Promoting Fairness and Equal Opportunities in the Library:
A key quality of an administrator is the ability to uphold equality among employees. In an organization where the administrator treats all employees impartially, the likelihood of achieving desired goals increases. In a library, all employees should receive equal treatment. The salary structure should be based on factors such as educational qualifications, experience, and responsibilities. There should be no bias in providing training and other resources, and impartiality must be maintained at all times. Even if an administrator has a close relative within the organization, that individual should not receive any additional benefits or facilities.
9. Coordination:
Coordination is essential for the smooth operation of an institution, particularly in a library. On a larger scale, it is important for the various departments—such as administration, accounting, collection and distribution, and reader services—to work together effectively. When there is good coordination among these departments, books can be collected according to readers’ needs, which enhances the quality of library services. The head librarian plays a crucial role in ensuring collaboration among the different departments within the library.
10. Ensuring Workforce Continuity and Organizational Efficiency:
For good governance, it is necessary to have stability in the work of officials and employees. Frequent transfers or changes in responsibilities create dissatisfaction among employees. This leads to loss of work. Therefore, in the case of transferable jobs, no harassing transfers should be made. Wilson and Tober say, “Rapid turn over of staff is a cause of and indication to lack of success.” Of course, with the larger library, the responsibilities of employees can be changed at regular intervals.
11. Building Effective Communication Between Management and Staff:
The chief administrator should maintain open communication with subordinate employees. It’s important for him to occasionally check in on their professional, family, and personal challenges and opportunities. To facilitate this, he can attend meetings with them. By engaging in conversation and building rapport, the administrator can gain a clearer understanding of the employees, which is beneficial for effective management.
12. Leadership :
Leadership is crucial for driving an organization to its highest potential. The success of a library largely hinges on the personal qualities of its librarian. In this context, the librarian must embody the responsibilities of an effective leader, serving as an ideal for others. They should be a source of inspiration for the staff, encouraging colleagues through their actions and demeanor. Characteristics such as qualifications, honesty, wisdom, efficiency, commitment, consistency, and dedication will naturally attract others to follow their guidance. Only with a strong leader can a library thrive. Conversely, if the librarian lacks these essential qualities, the library will struggle to operate successfully and achieve its goals. Therefore, effective leadership is vital for the success of the library.
13. Encouraging Innovation and Continuous Improvement:
Librarians can implement new initiatives to enhance the quality of library services. When their subordinates propose positive ideas, they should be encouraged to pursue them. It is important not to discourage any valuable initiative. Instead, library employees should be motivated to take new initiatives, fostering an environment of creativity and improvement.
14. Rewards:
Establishing a reward system is a crucial step in enhancing the quality of service. If an employee demonstrates integrity and efficiency in their responsibilities, they should be eligible for a special reward. Implementing such rewards will foster enthusiasm among employees, leading to improved service quality and contributing to the library’s overall success.
15. Promoting Collaborative Decision-Making and Organizational Unity:
To enhance the quality of library services, the Chief Librarian is responsible for developing plans and making decisions on key issues. It is essential that everyone adheres to these decisions, which should be made in consultation with the branch heads. Unilateral decision-making without prior consultation can lead to confusion for all parties involved. Therefore, the Chief Librarian should demonstrate competence, prudence, and clarity in their approach.
If a librarian manages a library with the right policies, it can achieve the desired results. Library users will benefit from a well-organized space.
