Project Management: Tools and Techniques for Today's ILS Professional

Barbara Allan's objective in writing this book is to provide a practical guide for library and information workers who are either responsible for a project or members of a project team. The publication is based on the author's “experiences as a project manager in academic and workplace library and information units, experiences in project work as an independent consultant, feedback from colleagues attending her project management courses, visits to a wide range of library and information services and professional networks and conferences, and also the literature” (p. 4). Allan is a senior lecturer in student and management learning at Hull University Business School, Yorkshire, England, United Kingdom. Prior to her current position, Allen held positions managing academic and workplace libraries, where she was involved in a multitude of library projects, including moving a library and implementing an information and communication technology (ICT) system and several electronic learning projects. This diverse and wide-ranging background in project management caused Allan to see a need for and to write this book. Often when libraries undertake a project, they generally conduct it with existing staff, who already have multiple responsibilities. Consequently, Allan believes it is essential for those entering into a project to have the necessary tools to manage the work of the project efficiently and effectively. Success of the project depends on the ability to develop a team of members who will be actively engaged in the process, will work collaboratively to take ownership of the project, and will see it to a successful outcome. This component is described as the “soft” or human side of project management and is fundamental for seeing a project to completion. Allan takes the tools and techniques of project management and presents them in such a way that they can be adapted for any size project in either a large or small library. The author provides multiple examples and case studies illustrating the diverse applications of these tools and techniques. The origins of the tools and techniques that Allan presents are adapted from the experiences and work of the construction and defense industries. Known to be very complex and detailed, the projects of both construction and defense industries have life cycles that include these stages: initiating the project, planning the project, implementing the project, evaluating and reviewing the project, and disseminating information about the project and its outcomes. Allan uses these cycles as the framework and core for her publication. Early chapters introduce the concept of project management and describe a project's life cycle, systems, and processes. Chapter 2 presents the life cycle of a project in greater depth, with a focus on the stages of the project. This step is critical, as it is where the preliminary conceptual work takes place. Considerations include: idea generation, search, team formation, risk analysis, legal implications, production of a plan, and approval. Chapter 3 goes into detail regarding planning the project, stressing the application of management tools like Gantt charts and program evaluation and review technique (PERT) diagrams. Greater emphasis is placed on further research, generation of a plan, and preparation of a detailed document describing the process. Management of project staff, resources, and the schedule are also addressed in this chapter. Chapter 4 looks at implementing the project, monitoring the progress of the project, modifying the project as necessary, and completing the work of the project. Reports need to be prepared as well to address any other outstanding activities. Completed projects need to be celebrated, and persons involved with the project need to be recognized. Evaluation of the project is examined in chapter 5. Outcomes are assessed and communicated with funders or sponsors of the project. Examples and guidelines for writing evaluation reports are also included in this chapter. Attention is given to the use of Websites as a way of disseminating project information. Chapter 6 takes a closer look at the funding side of a project. Accuracy in determining the necessary level of support can mean the difference between a project being completed or left partially undone. Not only is it important to obtain financial support, it is essential and often required that an accounting about how the funds were spent be kept. Appendix A provides a brief glossary of funding terminology. Chapter 7 focuses on the technological aspects of the project. The author quite appropriately comments, “nowadays it is almost impossible to imagine managing a project without the use of information and communication technologies” (p. 12). This chapter is divided into three sections: virtual communication tools, project management software, and other software. Here the author discusses the use of email, discussion lists, and videoconferencing among other forms of communication tools used by project teams. Regarding the many project software products, the author focuses more closely on MS Project, described as one of the most widely used packages. Chapter 8 looks at the people issues and the roles that each plays as part of the project team. Facilitating change as it relates to adoption and acceptance of the project is examined. The relationships and partnerships that need to be cultivated for the project to succeed are addressed in chapter 9. Chapter 10 reinforces the need for project participants to balance project work with other work responsibilities. Individuals need to know how to be good personal managers. To support this notion, the author covers topics like goal setting; specific, measurable, achievable, realistic, timely (SMART) outcomes; time management; mentoring; and management of one's career. Finally, chapter 11 focuses on the knowledge and skills required to be a project manager. Allan's publication prepares librarians for the important and unavoidable task of managing a project. She suggests that no matter what type or size project, for it to be handled effectively, the tools and techniques of project management should be applied. Written from a British perspective, parts of the publication address ideas, terminology, and thoughts in a manner that those in the United States may not be accustomed to. However, the overall view that the author shares is not impeded by its British focus. The publication is very readable but often brief in its coverage of a particular topic or concept. This book serves as a good basic introduction to project management, but the reader seeking a publication with more depth would need to consult additional publications. Further information on project management in libraries can be found on the EDUCAUSE (a nonprofit association advancing higher education through the use of information technology) Website, under project management [1]. In addition, the Office of Leadership and Management Services (OMLS) of the Association of Research Libraries conducts an institute on project management [2].