Being organized is key to a smooth running operation, whether it's a small business, a library, or even a home. Below I have attached artifacts I have create to keep my library organized and running efficiently.
Inventory
All libraries have inventory that must be purchased and maintained. Purchasing materials too soon may cause waste, such as with ink or perishables. Ordering too late may mean a higher purchase price, or simply not having needed supplies in time. Libraries regularly give out materials for free: staples, paper clips and the like. They also require printing supplies, and if supplies are not ordered in time then this may mean a loss in revenue or worse a failure to meet the needs of the patrons.
At the University of Pittsburgh I kept careful record of all inventory, and created documents to allow me to track their usage over time. As always, I color-coded the supplies in order to see which category was ordered the most often, and when. This would allow the library to order supplies when they are cheaper, and always have the correct amount when needed.
These first three documents were the inventory breakdown and change over time, and they are color-coded based on the type of usage.
Staff Organization
A smooth-running library requires excellent organization. This means keeping track of staff hours, issues they face in the library, and related issues.
This first document is a monthly time log for staff or student workers. While at the University of Pittsburgh, I created this document to replace a system of documents. Users had been required to use a separate page for each day that they worked. This placed the same information into one document, thus saving paper, time, and storage. It could easily be a locked document on a desktop at the front of the library that was accessed daily using a passcode.
Tracking Library Issues
Issues arise in a library daily, Some issues, such as security concerns, need to be addressed immediately. But other issues, such as paper jams, rowdy teenagers, dripping facets, temperamental elevators, and special requests do not. However, it is important to track such events to show patterns. Does the printer always jam after the basketball team comes in for their weekly library instruction session? Are rowdy patrons usually rowdiest on Friday afternoon? Patterns emerge with careful tracking and these issues can be addressed. More staff can be onsite when needed. A plumber can be called and so forth. Below are two tracking documents for just these issues. They can be printed and kept at the front of the library for staff, or kept on the Circulation desktop to save paper.
More Information
Want more ideas? If you're keen on organizing a Library, maybe you'd also enjoy my thoughts on a basic Strategic Plan for an academic library. I give ideas for what steps to take in order to bring more patrons to the library with different types of programming and welcoming faculty and staff into the library community by including them in library tasks such as Collection Development, educational programming, and related endeavors. You'd probably also want to view my Experience as the Operational Manager of a dairy farm (aka running the farm) as I discuss budgeting and community relations.
Or you can view some of my past efforts with Instruction in the Library.