2013 ARL Leadership Symposium Library Residencies: OSU Mary P Key Diversity R...
ENSURING STAKEHOLDER UNDERSTANDING THROUGH EFFECTIVE COMMUNICATION
1. Juleah Swanson ENSURING STAKEHOLDER UNDERSTANDING THROUGH EFFECTIVE COMMUNICATION THE OHIO STATE UNIVERSITY THOMPSON LIBRARY APRIL 14, 2011 JULEAH SWANSON MARY P. KEY DIVERSITY RESIDENCY PROGRAM ELECTRONIC RESOURCES ACCESS LIBRARIAN CANDIDATE CC: Xavi Talleda
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3. Juleah Swanson “ When completing a project, how would you communicate with stakeholders —for example, colleagues, patrons, and vendors--to ensure that all individuals understand the project?” CC: Xavi Talleda
4. Why is UNDERSTANDING so important? CC: Xavi Talleda
Everyone has a unique perspective of the world Developing understanding brings these diverse perspectives together and melds into a stronger vision and project.
Understand the goals and objectives in order to achieve them A lack of understanding of the goals and objectives may drive inconclusive results May go through a project but in the end not have the outcomes or results desired because of a lack of understanding
Increase Stakeholder investment One important aspect of successful engagement of stakeholders is ensuring their buy-in into a project. When stakeholders understand the value of a project for them and all the other stakeholders
How do we achieve understanding through communication? I believe there are three main components to successful communication.
Sharing an initial vision, the purpose behind the project and the clear objectives with stakeholders. In addition, if the project is loosely defined, refining the vision and objectives with stakeholders will create more understanding
Define clear roles and expectations Lay out the who does what, when and how. Ensure the stakeholders understand their role, their importance and value to the project. Everyone on a project is there for an important reason.
Ask for feedback, input, response. Communication is not just sharing its about listening. Asking for feedback enables one to listen to the stakeholders and Allow stakeholders to express the project in their own words. What does the project mean to them? One essential component of asking for feedback create an open culture for honest dialogue. Stakeholder understanding is dynamic, not static and may change over time.
Team Work: Project requires teamwork and support from other librarians and colleagues Communication style- heavy emphasis on face-to-face, in person interaction Share the vision- share a preliminary vision, mission and objectives and refine as a team. Define Roles and Responsibilities- Use a Venn Diagram to define roles as a team. Who will take ownership of what task/area and where do we overlap or need to make team decisions? Ask for feedback- schedule recurring status checks into the project operating rhythm. Review the objectives/goals on a regular basis and ask specific questions Have any external conditions have changed that may impact the project plan or goals
Vendor/Publisher Life cycle cost of an e-book from inception of idea to “end of life” whenever that is. For 1 & 2 I would create a formal document such as a team charter that defines the vision, objectives, roles and responsibilities for all stakeholders and participants. Ask for signature. Long term projects- people come in and out of teams, vision and objectives may be forgotten, new participants may be unclear of roles and responsibilities. With a vendor, important to document the responsibilities. Not necessarily a legally binding contract, but a memorandum of understanding, a commitment from their organization that they will participate and understand the terms of participation. 3. Ask vendor to provide their own insight into the risks, challenges, and plans for them to participate. Enables one to assess their level of understanding while also enables them to share how they can contribute to the project.
Student For both 1 & 2 Undergraduate is busy and may not have time to come into the library for formal training- Create a blog, website, or even a facebook page for the project and upload an instructional video introducing the project, the objectives and the roles and responsibilities of the student evaluator. I would also document the roles and responsibilities in text form and include the instructions on the website/blog as well for easy reference. 3. Within the blog/website/ facebook page enable participants to discuss and share learning and thoughts on the project via comments/wall posting/discussion boards.
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