Using data to strategically deploy staffing resources

DOIhttps://doi.org/10.1108/LM-09-2017-0098
Published date11 June 2018
Date11 June 2018
Pages166-171
AuthorMichael Williams
Subject MatterLibrary & information science,Librarianship/library management,HR in libraries,Library strategy,Library promotion
Using data to strategically deploy
staffing resources
Michael Williams
Bodleian Libraries, University of Oxford, Oxford, UK
Abstract
Purpose The environmentallycontrolled librarywarehouse stores ten millioncollection items and its team of
staff providesa delivery service to thestudents and researchers.Statistics show that the demandfor the service
was much higherthan the forecast at the design stageand, as a result, the operationallyintensive environment
had bottlenecksand backlogs, which were affectingthe service-level agreements.It was clear that the staffing
levels were inadequate to meet the demand, so there was a need to capture data to enable evidence-based
decision making to restructure and supplementstaffing. The paper aims to discuss these issues.
Design/methodology/approach Each of the activities undertaken by staff were observed and timed over
extended periods, which resulted in detailed measurements for each elemental task. On the basis of known
demand for services, the author was able to extrapolate these measurements to modelthe demand on services
and, therefore, the staffing requirement for a whole year.
Findings The author was able to provide evidence to show that the levels of staffingwere inadequate and
two further full-time equivalent staff were required. The data also highlighted specific areas that required
higher and lower levels of resourcing than those were currently provided.
Originality/value The research was motivated by operational need in an environment where meeting
service-level agreements is a key performance indicator. The methods can be applied to many library
activities and are especially applicable to repetitive or high-intensity tasks. It is equally valuable in library
operations where there is a perception that staffing levels are inadequate but it is not clear how additional
staffing should be deployed.
Keywords Library, Management, Staffing, Data, Resourcing, Evidence
Paper type Case study
Legal deposit storage solution
The Bodleian Library is the main research library of the University of Oxford and takes its name
from Sir Thomas Bodley who re-founded the library within the university in 1602. It is a part of
the wider university library service, the Bodleian Libraries, which includes major research
libraries, libraries attached to faculties, departments, and other institutions of the university.
In 1610, Sir Thomas Bodley made an agreement with the StationersCompany of London
under which a copy of every book published in England and registered at the Stationers
Hall would be deposited in the new library. This was the precursor to the Legal Deposit
Libraries Act and the Bodleian Libraries remains ones of six legal deposit libraries that is
entitled to receive a copy of every book published in the UK.
This results in a large intake of printed material that we have to store in perpetuity
so our solution is the book storage facility BSF) at Swindon, approximately 30 miles
(about 50 km) from Oxford. Opening in October 2010, it cost £26 million to construct and
has 153 miles (246 km) of shelving capable of storing approximately 13 million books.
It is designed to store low-use collections including modern collections, rare books, archives,
manuscripts, maps, and heritage collections including portraits. Up to 7,000 new items are
acquired each week (Plate 1).
Library Management
Vol. 39 No. 3/4, 2018
pp. 166-171
© Emerald PublishingLimited
0143-5124
DOI 10.1108/LM-09-2017-0098
Received 19 September 2017
Revised 17 November 2017
Accepted 21 November 2017
The current issue and full text archive of this journal is available on Emerald Insight at:
www.emeraldinsight.com/0143-5124.htm
This paper forms part of a special section: Communicating value and leadership: from strategic to
micro assessment: Papers from the 12th International Conference on Performance Measurement in
Libraries, 31 July-2 August 2017, Oxford, UK are Guest Edited by Professor Judith Broady-Preston
(Aberystwyth University) and Dr Frankie Wilson (Bodleian Library).
166
LM
39,3/4

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