Library Management Principles: HR, Finance, and Operations
Human Resources and Management (HRM)
Human Resources
Human Resources: Total manpower, categorized as Top, Middle, and Lower levels. These are living, dynamic, and skill-upgradable resources.
HRM Definition
HRM – Definition: Strategic and coherent management of people to achieve organizational goals.
Unit 13 – HRM Fundamentals
Need for HRM
- Learning and adaptability
- Organizational culture
- Innovation and growth
Purpose of HRM
- Survival and stability
- Quality services
- Competitive advantage
HRM Planning
- Strategic: Policy, professionalism, ICT integration, culture development.
- Operational: Recruitment, placement, and training.
Performance Measurement
Includes appraisal, training and counseling, rewards and incentives, and participative management.
Human Resource Planning (HRP)
Ensuring the right people have the right skills at the right time.
Unit 14 – Human Resource Planning (HRP)
Capital Types
- Human Capital: Skills and abilities.
- Intellectual Capital: Knowledge, goodwill, and brand value.
Need for HRP
- It is a continuous process.
- Manpower must align with organizational goals.
- Adapting to technological and environmental changes.
Elements of HRP
Estimation; Recruitment & selection; Induction & deployment; Training & development; Performance assessment; Communication.
Indian Libraries Context
Focus areas include automation & digitization, ICT-based services, and developing blended skills (subject knowledge + ICT + management).
Unit 15 – Human Resource Development (HRD)
HRD Definition
HRD: Continuous learning and development aimed at improving performance at all levels.
HRD Strategy
Focuses on long-term capability building, intellectual capital enhancement, and fostering self-learning.
HRD Philosophy
- Learning for all.
- Performance-oriented approach.
- Emphasis on individual responsibility.
HRD Elements
Learning, Education, Training, and E-learning.
Human Behaviour Theories
Key theories include Hawthorne studies, McGregor’s Theory X & Y, and Maslow’s hierarchy.
Leadership
Involves vision and influence; democratic styles are effective and leadership exists at all levels.
Motivation
Crucial for productivity, retention, and morale.
Quality Approaches
Includes participative management, Total Quality Management (TQM), career development, and health & safety protocols.
Unit 10 – Financial Management
Financial Management
The process of procuring and utilizing funds, balancing income and expenditure, and ensuring proper accounting, control, and audit.
Components
Planning, Forecasting, Allocation & utilisation, and Accounting & auditing.
Principles
Control, Simplicity, Regularity, Economy, and Flexibility.
Libraries as Non-Profit Foundations (NFP)
- No profit motive.
- Often labour-intensive.
- Output is hard to measure quantitatively.
- Reliance on non-monetary indicators of success.
Sources of Finance
Government/parent grants, library cess, UGC/State grants, fees, donations, and sale of withdrawn stock.
Types of Grants
Recurring, Non-recurring, and Ad-hoc grants.
Unit 11 – Budgeting
Budget Definition
An annual financial plan that serves as a tool for control, coordination, and evaluation.
Functions
Planning, Control, Evaluation, and Motivation.
Budget Methods
Line item, Formula, Programme, Performance, PPBS (Planning-Programming-Budgeting System), and ZBB (Zero-Based Budgeting).
Estimation Techniques
Per capita method, Proportional method, and Detailed estimation.
Unit 12 – Budget Preparation
Preparation Responsibility
The librarian is responsible, considering past, present, and future needs.
Estimates Used
Actual expenditure, Budget Estimate (BE), Revised Estimate (RE), and projections for the next year.
Budget Contents
Objectives, Achievements, Salaries, Books, Equipment, Services, and Maintenance costs.
Budget Principles
Adequacy, Accuracy, Flexibility, Timeliness, and Justification.
Approval & Control
Involves authority approval, fund allocation, encumbrance tracking, and audit.
Handling Budget Excess
Requires adjustment in the next year’s budget or securing an additional sanction.
Unit 5 – Library Building
Building Requirements
Must be functional, flexible, and economical. Key considerations include location, space, light, ventilation, and safety. Specific areas needed are reading, stack, staff, technical, and digital zones.
Unit 6 – Furniture & Equipment
Furniture
Should prioritize comfort and efficiency. Must be durable, simple, and safe. Examples include racks, tables, and counters.
Equipment
Includes computers, RFID/barcode systems, photocopiers, and attention to ergonomics.
Unit 7 – Stacks & Reading Rooms
Stacks Management
Types: Open, Closed, or Compact shelving. Must maintain classification order, adequate lighting, and ventilation.
Reading Rooms
Must be silent and well-lit, with separate areas for reference, periodicals, and digital resources.
Unit 8 – Preservation
Preservation Goal
Safeguarding social memory by preventing the loss and deterioration of library resources.
Causes of Deterioration
- Internal: Issues with paper quality, ink, or binding.
- External: Light, humidity, pests, fire, and misuse.
Preservation Methods
Preventive care, proper storage, repair techniques, and digitization.
Stock Verification
Involves checking accession/shelf lists for loss control; it can be time-consuming.
Weeding
The process of removing outdated, damaged, or unused materials.
Unit 9 – Disaster Management
Disaster Definition
A sudden event causing damage to library resources.
Disaster Types
Natural disasters and man-made incidents.
Management Phases
Prevention, Preparedness, Response, and Recovery.
Disaster Plan Components
Risk assessment, established procedures, defined staff roles, and salvage priorities.
Security Measures
Fire alarms, CCTV surveillance, and insurance coverage.
International Initiatives
Involvement with UNESCO, IFLA-PAC, and the Blue Shield network.
Management and Total Quality Management (TQM)
Management Definition
Achieving goals efficiently and effectively through people.
Nature of Management
It is universal, continuous, goal-oriented, and dynamic.
Management Levels
Top, Middle, and Lower levels.
Functions (POSDCORB)
Planning, Organising, Staffing, Directing, Coordinating, Reporting, and Budgeting.
Library Management Focus
Primarily service-oriented, emphasizing user satisfaction.
Total Quality Management (TQM)
Focuses on continuous improvement, customer focus, and broad participation.
TQM Gurus
Key contributors include Deming, Juran, Crosby, and Ishikawa.
Quality Circles
Small groups dedicated to collaborative problem-solving.
Unit 3 – Change Management
Defining Change
Movement from the present state to a future state, often driven by ICT adoption in libraries.
Types of Change
Developmental, Transitional, Transformational, and Planned/Unplanned changes.
Change Process
The sequence: Need identification → Planning → Implementation → Sustaining the change.
Resistance to Change
Common causes include fear, lack of necessary skills, and increased workload.
Unit 4 – Role of the Library Manager
Managerial Roles
The manager acts as a Leader, Planner, Decision-maker, Change Agent, and remains User-oriented.