Endless Multitasking: Tips for Managing Busy Schedules

Saturday’s to-do list: 

• Set up for Summer Reading Magic Show (expecting a large crowd), 
• Get library ready to open (count money, set up till, empty book drop, check-in books, set up schedule for front desk & back room/phone, start computers) and 
• (with only two employees and a page), try to find extra personnel before opening.  

How can children’s librarians manage everything that lands on their plates? For many librarians facing staffing challenges, this is the new normal. The desire to excel professionally often comes at great personal expense, and reality reminds us that time and energy have limits. Hence, planning is more important than ever. 

Here are some suggestions to address these neverending challenges.

Managing Programming

• Examine the entire year to see what events/celebrations/projects are already planned for yourself and the library. For all mandatory annual events/celebrations, block off time not only for it, but also planning time. List all the things you need to do, select what you can do.
  
• Look at the year seasonally, quarterly, or monthly and make adjustments to alleviate over-extending. For example: Summer Reading is a must for most libraries so “normal” programming could be scaled back. What ages do you see most frequently in the summer? Programming for other ages could be limited or given a break.
  
• Consider offering monthly or quarterly options instead of weekly programs. Could you oversee a drop-in, volunteer-led program instead of a weekly special events? Create a STEM location in your branch where materials, instructions, and objectives are available for patrons to pick up and do at home.
  
• Could you coordinate with any other libraries/librarians to create rotating programs? Each librarian creates a program that can be presented at each location. This would necessitate cooperation and communication since staff would have to exchange places for the program to take place at different locations.
  
• Storytimes, a vital part of library services for children, should be examined.
  • Plan breaks, not only to enable you to take a breath, but so you can work on other areas of service.
    
  • Inform the community about why you are taking the break, so they understand the reasoning. Examples could include:
    • “I’m going to visit all the schools to promote summer reading” or
    • “I will be working on the children’s collection making sure we have the best books for you” or 
    • “We are partnering with the Community Health Department on a project” or
    • “I have to cover the desk.”

• Review your programming records to recycle or reimagine them. Adding a new title, song, action rhyme, flannel board or music/STEM/dance activity (that means one not all!) can revive a well-loved program. Present a favorite story in a different way: puppet, flip book, flannel board, etc.
  

Managing Collections

• Create a yearlong schedule to spread out maintenance of the collection over the year. Mark it on your work schedule so all staff will be aware of it.
  
• Delegate tasks: volunteers or staff that check in and out materials can examine books for wear and tear, putting them where they can be evaluated or do simple repairs.
  

Managing Outreach Work

• Focus on one school a month if you serve more than one school instead of all at once.
  
• Alternatively, focus on one grade at a time. If you see multiple schools, all the fourth grade classes can experience the same lesson, program, or activity.
  
• Nurture partnerships that exist keeping your involvement realistic.
  
• Offer your meeting room for the preschool directors in your area to meet. Send a brief newsletter/email update monthly to all your preschools to stay in touch.
  

Other Ideas

• Keep staff informed of your plans, programs, and intentions. Ask for assistance when possible.
  
• Make management/administration aware of your activities and services with updates (formal and/or informal). Record your workday so they know all you are doing and the time involved.
  
• Create time, if not daily then weekly, to reflect on how things are going and adjust where necessary. Remember the relationships you create with your families, community, and staff are critical. Make sure you prioritize taking care of yourself also!
  
• Delegate when possible and with approval. Consolidate programs and services when necessary.

Linda Ernst has worked as a children’s librarian for over 30 years, publishing a variety of books, presenting trainings, and acting as an advocate for children. Linda is a member of the ALSC Membership Committee.  

This blog post relates to ALSC Core Competencies of: VI. Administrative and Management Skills.