Management within matrix working by Suzanne Tatham

How can we best foster collegiality and increase awareness of what’s happening in different areas?

statham4 — 2024-05-28 15:27:26 UTC

Would we like more consistency (or a baseline) with how themes are managed? What would that look like?

statham4 — 2024-05-28 15:29:09 UTC

Should Engagement Librarians be given the option to step-down from line management responsibility and others, the opportunity to take it up?

statham4 — 2024-05-29 12:42:54 UTC

Should line management be factored in to the time allocation for themes?

statham4 — 2024-05-29 12:43:57 UTC

Should librarians only line manage people within their own area of work?

statham4 — 2024-05-29 12:45:44 UTC

Consider whether reporting to 3 different theme leads is too many

statham4 — 2024-05-29 12:46:19 UTC

Response to #3

2024-05-29 13:21:19 UTC

Yes, Rotating managers/management lines would benefit individuals who would like the experience, the library culture would be enhanced with the diversity of different styles, methods, etc. from new managers, and the university would benefit in the development of staff. New perspectives can bring in change and innovation. Allowing staff to have a management position to "get their feet wet before diving into the deep end of the pool" can be a positive growth experience.

2024-05-29 13:43:24 UTC

Should certain themes be grouped together? For example, you can choose A and B, or C and D, rather than A and D

Response to collegiality

2024-05-29 13:45:41 UTC

It would be helpful to allow us to meet with other teams directly. A lot of networking / comms between teams happens at management level and this creates walls between teams. It's easier to ask a question directly, rather than through a manager, and as grade 4s we should be able to do this.

2024-05-29 13:46:16 UTC

Please don't make line management compulsory for grade 4s. I really don't want to line manage anyone.

Response to collegiality

2024-05-30 07:41:55 UTC

Agree with previous response that alot happens at management level and the siloed nature that brings. Not everything is shared downwards and things get missed.

I would like to see more take overs/updates in the newsletter - doesn't have to be much just a -hey we are working on xyz. We get this for project work but not ordinary work.

Possibly also need a skills audit of library staff which is shareable and then when someone gets stuck they can reach out to someone who is outside their team but good with excel/content design etc, and it can be a skill sharing exercise

Line Management/ Time allocation

2024-05-30 07:46:11 UTC

Everything should be factored in to time. You can't expect people to complete tasks if they have no time to do anything because they are liasing with schools, line management etc. The role needs to be considered as a whole not as parts (this goes back to the being pulled in many directions) you will not get the best from us if we are stressed and overwhelmed

Response to consistency/Baseline

2024-05-30 07:52:09 UTC

A list of priorities/required outcomes is needed. There is alot of "this would be good". Does that mean we need it or not? When there is so much going on having a set 'I need to work on x' makes it easier to prioritise and structure workload. (I don't necessarily need to be told how to do it I just need a direction so I can figure it out myself) This will then help L5s when it comes to project work because they can see who has capacity or not across the matrix etc

Line Management step down/up

2024-05-30 07:55:36 UTC

Yes...Line management is burdensome...a brain break would be welcome

Line management in work areas

2024-05-30 07:57:51 UTC

YES - it creates extra meetings between the person who line manages and the person who allocates work - trying to set objectives is difficult etc

Providing support is easier as you know the work area etc

response to 3 theme leads

2024-05-30 08:02:40 UTC

Reporting to multiple theme leads is not the problem being pulled in multiple directions is. Working with different managers provides variety (and allows you to get info on other things that other managers may not see as important)

Response to consistency/baseline

2024-05-30 11:55:14 UTC

All heads of themes should commit to regular 1:1s with each of their direct reports and regular appraisal objective reviews throughout the year.

Response to collegiality

2024-05-30 11:57:55 UTC

I agree with other comments that L5s do not always share information in the optimal way with their teams

Grouping themes

2024-05-30 16:12:59 UTC

I agree that some themes should be grouped together - it doesn't work well to have three themes with different L5 managers

Increasing awareness of what's happening in different areas?

2024-05-30 16:15:05 UTC

I find the team updates documents really helpful. You can read through them before team meetings and that way we're all aware what's going on without using up lots of time in the meeting itself. It also makes you reflect on what you've done and reminds you what you've achieved.

Management / consistency

2024-05-30 16:20:57 UTC

There's lots of good practice that we need to bring together. Regular team meetings with specific actions work well, and it's also useful to have a good overview of what different sub-groups are doing. But that being said, some people may like a lot of structure and some people don't like that way of working.

Reporting to 3 different theme leads

2024-05-30 16:22:35 UTC

Yes, this is too many, although it sounds like we may be moving to working on two themes in future

Time allocation

2024-05-30 16:23:45 UTC

Yes, please factor in line management and also subject work

2024-05-31 07:11:58 UTC

I like Anna's curriculum engagement updates that are shared in the E&I communications channel

Consistency/baseline

2024-05-31 07:15:45 UTC

I value Anna's approach to setting clear outcomes at the start of each year. It makes it easy to understand what we should be working on, be confident that we are meeting expectations, manage our time effectively and enhances my wellbeing.

Time allocation

2024-05-31 07:20:14 UTC

I hope we don't end up with a workload allocation model but ALL of the work we do should be recognised and valued, and we should feel confident building it into our schedules. This includes line management, business as usual (themes, School liaison, 1:1s, Engagement enquiries), project work, time for CPD and knowledge exchange, and active encouragement from our managers to submit to conferences/write Campus + pieces, write journal articles etc

2024-05-31 07:22:21 UTC

If we are no longer having the "developmental" role would that give the opportunity for Engagement Librarians to change manager within our themes?

Response to: should ELs be given the option to step-down from line management responsibility

2024-06-03 08:44:28 UTC

My personal response is that I do not wish to step down from line management responsibility at this time, as this is a new area for me. I am enjoying learning and developing in this area.

Response to: how can we best foster collegiality and increase awareness of whats happening in different areas?

2024-06-03 08:49:47 UTC

I think that this is a really challenging task in and of itself - the danger is that it can become very time-consuming to share, receive and keep up to date with lots of information that is not directly relevant to your role. I personally think that we are doing a great job of this at the moment and we have improved a lot. I feel less siloed. I find it easy to reach out and ask if I need more information from another team.

One new thing that could help is for all themes to input relevant information into a 'Planner' or 'Year at a Glance' - so you could get an idea of the big-picture activities which are coming up.

My preference is to receive 'top-level' information from other teams and then know how I can contact them if I need further details.

Response to should librarians only line manage people within their own areas of work?

2024-06-03 08:51:59 UTC

Yes - agree with other comments that I think line managing outside of work areas would create a lot of extra work.

Response to: should line management be factored into the allocation for themes?

2024-06-03 08:53:11 UTC

Yes - there are a lot of activities and responsibilities associated with line management.

Line-management

UoS_Library — 2024-06-03 10:01:56 UTC

I also second not making line-management compulsory, I do not want to line manage either. It doesn't play to my strengths.

Time allocation

ps61 — 2024-06-03 10:59:02 UTC

I think that line management should be factored into workload. I think we should support colleagues who would appreciate the opportunity be a line manager, and respect those who would rather not be a line manager.

I also think that there should be some guidance on what expectations there are for answering enquiries and 1-2-1 appointments (as we have in curriculum engagement/digital literacy for group training sessions).

Response to should librarians only manage people within their own area of work?

ps61 — 2024-06-03 11:05:11 UTC

I think yes, it is difficult to support someone if you are not directly involved with a key aspect of a colleagues role. This can lead to more meetings and can be burdensome.

Time allocation

2024-06-06 13:53:46 UTC

As other people have said, only theme work is included in the time allocation, but we also have other commitments like subject work and line management.

I think it's great that people are writing articles and presenting at conferences, but I feel like just managing our everyday tasks is taking up all my time and I can't even think about doing things beyond it.