Let’s call this the day everyone came down with Super Bowl Fever.
Our office is located on the eastern edge of downtown Indianapolis, less than a mile from the heart of Super Bowl Village. The excitement is building outside my window as I write this. A military helicopter just touched down at Indianapolis Heliport, and there are at least four others hovering in the sky around downtown. There’s a police officer on the corner controlling the traffic light. Our parking lot has been leased out, and our otherwise free spaces will now cost you $40 (probably more tomorrow and Sunday). People are outside walking like you never see here in February. Last year at this time, I’d just come back to work after an ice storm closed the office for three days. This week, we’ve had highs in the 50s. It feels like spring, and we all just want to go outside and play. Can you blame us for being a little distracted?
I suppose the work day wasn’t a total waste, as I did cross a few things off my list.
- Spent some time working with our VP of finance to research payments for our annual conference that was held in December – our registration system wasn’t matching up, and we had to figure out who still needs an invoice
- Pulled together lists of conference attendees by counties, so that our board members can see who’s attending from their region
- Chatted with my boss about a unique grant inquiry. Even after all these years, our customers still find ways to surprise me.
- Responded to a question on the listserv for Indiana school counselors, related to study skills curriculum. I stay subscribed to this because we often have resources in our library that correspond to these types of questions. I think of it as “embedded marketing,” and would like to do more of this eventually.
- We finally have a live link to the college/career bibliography I made earlier this week, so I sent that off to the person who had requested it, and updated the dashboard in our ILS. I realized I forgot to do the latter for the mentoring bibliography earlier this week, so I fixed it too.
- Sent a list of people who’d checked the “Sign me up for the Weekly Update” box on their grant applications to my colleague who manages those subscriptions.
- Packaged up the hold requests I’d pulled yesterday, put postage on them, and luckily fit them into the mailbox outside. Our downtown post office would be next to impossible to get to today, since it’s right across the street from Lucas Oil Stadium.
Well, that last point has brought the conversation back around to the Super Bowl, which means it’s probably about time for me to give up the fight for the day.
Today was just a weird hodgepodge of a day in which I’m not completely sure where all the time went.
This morning, I tackled the various tasks involved with closing out the month’s grant cycle. I created the check requests, updated the numbers in my boss’s tracking spreadsheet, tallied the stats for the marketing tracking report, and sent the results to my volunteers. I also pulled the list of people who had attended their funded activity in January, so we could send our monthly follow up survey. Finishing all of these steps means it’s probably safe to file away this month’s paperwork and make room for the next round. That is, until the calls and e-mails start rolling in. In my message to the folks whose applications we decline, I welcome them to contact me for feedback and advice on how to improve their proposal. This morning, I had two people take me up on that offer. Sometimes it’s easy to give specific pointers, and other times people were so close to the cutoff that it’s hard to articulate just what they should do better. I always try my best to help, though, and have definitely seen people improve on their second attempt.
Later on in the morning, I worked on the “clearinghouse” for our training/webinar registration system. This is where people’s registrations go if the system doesn’t find a match in our database. From there, staff can determine whether the person may have simply changed organizations or whether a whole new entry should be created. This can be tedious work, that often involves some internet sleuthing to figure out if the Mary Smith who’s registered with XYZ Agency is the same Mary Smith who used to be at ABC Agency…or if XYZ Agency has a new address or a second location…or if ABC Agency used to be called 123, Inc…etc. The result is a fairly clean database with a clearer picture of the ways we’ve served people and organizations over the years. Unfortunately, it takes an average of 3-4 minutes to research each record that appears in the clearinghouse and make any necessary updates. In the hour I spent on this today, I sorted out 14. :(
After lunch, I spent some time down in the library. I checked in some books and gathered some requests that need to go out the door tomorrow. I got an e-mail from a patron saying she didn’t have a certain book that’s three months overdue, but she did have two other ones that she had previously claimed were mailed in early 2011. It’s lovely that she found them nearly a year later, after we’ve spent money to replace them! I asked her if she could attempt to track down the other book at her former workplace because we sent it there roughly six weeks prior to receiving her address change request, and I’m not totally sure how I could call and ask about it without revealing her name. We’ll see about that. The item isn’t that expensive, but I’m fighting for the principle. I chatted with my coworker about this bit of frustration, as well as the progress our intern is making with inventory/weeding. I also helped her brainstorm about logistics for partaking in Super Bowl festivities tomorrow, since the parking lot at our building is being leased out starting at 6pm tomorrow. I spent the last hour or so browsing the web for materials we may want to purchase to support our upcoming spring trainings, considering they start a month from now. I usually put some stuff in an Amazon Wish List, and our director takes it from there.
In between all of this, I’m sure I answered plenty of e-mails, took a couple phone calls, and browsed my Twitter/RSS feeds. I don’t have anything really cool to show for the work I did today, but I got quite a few little things crossed off my list!
Today was another busy and library-heavy day, seemingly tailor-made for Library Day in the Life.
First on the agenda today was tallying the score sheets for this month’s round of grant proposals. Basically, I gather up all of the score sheets that have been returned and input the scores into the Excel file I use for program tracking. Simple Excel formulas tally up the totals and let me know which proposals meet our cutoff score. I sent a link to this document to my boss, so we can review it during our scheduled afternoon meeting. It’s good to have one more set of eyes on it before sending notifications to the applicants.
Before exiting the spreadsheet, I also needed to pull a list of everyone who received a grant in 2011. Our fundraising department is developing county fact sheets (we’re a statewide organization), and will incorporate this data into the overall picture of how our services impact each county. I cleaned up the list a little bit, removing irrelevant information and scrubbing the names and organizations of people who’d opted out from list dissemination. This opt-out business is fairly new for us, as we only started giving people an option in July. We don’t sell information or anything, but weren’t exactly feeling right about indiscriminately sharing our customers’ information with our funders. Our intentions are good, as we basically only use it to show what types of organizations and professionals we assist, as well as how far our services reach within the state, but that doesn’t mean we shouldn’t make people aware of this. Oh, and before you get too concerned, the library data is and always has been a separate animal. We’re OK with releasing aggregate data about which counties patrons are from, but we never attach personally identifying information. This often results in jokes about the top-secret library data, but we just smile and stand our ground.
After this, I moved on to responding to e-mails from library patrons. At about 10:15, a coworker came into my office to let me know there was a man in the lobby who wanted to use the library. Since our library director, whose office is actually IN the library, was out today, I said I’d take him down in a minute. I quickly wrapped up the e-mail I was writing, gathered some stuff I needed to work on downstairs, and headed out to the lobby. There was nobody there. Weird. I decided to just go downstairs to the library anyway, just in case the person had decided to wait down there. There was nobody waiting in the hallway. Weirder. I called back upstairs to my coworker to let her know that I hadn’t found the guy, and if he showed back up, to let him know to meet me in the library. A couple minutes later, she let me know he was headed down. These very odd circumstances gave me a good hunch about who this person might be, and it proved accurate. We hardly EVER have walk-ins, but this one guy comes in from time to browse. He’s not much for small talk and never wants help finding anything. He just looks around for a little bit and then comes over to check out a handful of pretty obscure and fairly old stuff. He always returns the materials on time in the postage-paid envelope we provide, so all in all is a good customer.
After that bit of excitement, I settled in to check some things off my to-do list. I created an account for a new coworker and set her up on the routing lists for some of our journals. That reminded me that I haven’t checked in an issue of a certain title for almost four months, which is weird, so I shot an e-mail to the library director to reminder her to investigate the status of this subscription. I wonder if maybe they’ve moved all online now, but dealing with the vendors is her job. I also sent an e-mail with the finalized college/career bibliography to our webmaster, so that she could use it to replace the older version. I checked out all of the items that I had flipped to “held” yesterday, and got them ready to carry upstairs for mailing. Before heading up, I also coordinated a Girl Scout cookie handoff for a coworker who’d come to pick up her order from our library director.
After a quick lunch and perusal of the interwebs, I packaged up all of the books needing to go out in today’s mail. I’ve gotten pretty good at fitting things into the smallest/cheapest options for postage, and we’ve been saving quite a bit of money using the new regional flat rate boxes. While I was in the workroom, I chimed in on a conversation between some coworkers trying to print envelopes. Since the copier was acting up today, I recommended they use one of the other printers, which works better for envelopes anyway, in my opinion. That resulted in an impromptu lesson on how to use said printer to do envelopes. I also had a quick hallway conversation regarding registration needs for upcoming trainings.
These detours had me arriving back at my desk just in time to log into the project management webinar that I’d signed up for awhile back. We have a lot of project management type activities going on in my organization, so I figured some extra tips and tricks could be useful. Personally, I thought January’s session was more helpful. Today’s list of case studies just seemed to me like a really sad display of professionals lacking common sense!
Immediately after the webinar, I grabbed my stack of grants and scoresheets and headed to my boss’s office for our meeting. I clarified a few comments I had made on proposals that we’re declining to fund. We chatted briefly about how we’re doing budget-wise, whether or not to lower our cutoff score by a point to help a few more people get training and be sure to spend our available funds. We decided to go ahead with a slightly lower score, as we should be able to cover it even if we go a little over budget in June. Since this meeting also doubles as my monthly touch-base, we also talked a little bit about how things are going in the library, and about a few new registration-related things. Nothing too serious, since we’d just gone through much deeper discussions about operations and program strategy last week.
After the meeting, I mail-merged out the e-mails to notify this month’s grant applicants to let them know whether or not they’d won. We used to do this all by snail mail when I first started, but making the switch to e-mail has saved a fair amount of time, paper and postage. There wasn’t much time left in the day at this point, so I mostly just cleaned up my Inbox before heading home.
Three days down, two more to go. Time for #libchat!