Introduction
The programme “Digital Organization of Institutional Libraries: New Tools and Techniques” develops professional practice in Secretarial and Office Management. It connects the subject with workplace challenges by examining existing evidence and practices and choosing methods appropriate to the organization and its available resources.
The learning progresses from library service development and knowledge organization to professional communication, negotiation, and conflict management, with practical work on designing digital transformation and developing services, procedure analysis and work simplification, office, communication, and meeting management. Participants prepare outputs to support workplace application and review the quality and results of implementation.
Learning objectives
- Design a library service and organize its resources to facilitate access and use in an application related to “Digital Organization of Institutional Libraries: New Tools and Techniques”.
- Assess digitization opportunities and define implementation requirements that improve a service or process.
- Redesign a procedure to reduce delays and rework while maintaining controls.
- Organize office work, information, and follow-up to support decision-making.
- Select a communication and negotiation approach that addresses interests and preserves professional relationships.
Learning areas
1. Library Service Development and Knowledge Organization
- Analyze beneficiary groups, their needs, and search and access methods, identifying gaps between available resources and actual use.
- Develop an acquisition and collection development policy considering specialization, currency, rights, budget, and multiple content formats.
- Apply principles of description, cataloging, authority control, and access points, reviewing rules and fields appropriate to the system in use.
- Design research and guidance services and a digital repository with metadata, permissions, and accessibility features suited to beneficiaries.
- Select indicators for discovery, lending, use, and satisfaction, and prepare a pilot to improve a library service and evaluate its results. The application examines a case related to “Digital Organization of Institutional Libraries: New Tools and Techniques”.
2. Designing Digital Transformation and Developing Services
- Distinguish information digitization, step automation, and business model transformation, and identify the problem targeted by the digital intervention.
- Map the beneficiary journey, touchpoints, and repeated data requests, and identify opportunities for simplification before selecting technology.
- Analyze readiness across procedures, skills, data, and technical infrastructure, and document gaps and dependencies on existing systems.
- Specify solution, integration, access permission, usability, and accessibility requirements, and establish testable acceptance criteria.
- Design a limited-scope pilot with indicators for time, quality, and use, and define conditions for continuing, adjusting, or stopping.
3. Procedure Analysis and Work Simplification
- Define the procedure's start, end, owner, inputs, and outputs, and collect data on processing time, waiting, and rework.
- Map the actual workflow between roles, identifying approvals, handovers, bottlenecks, and duplicate data entry.
- Analyze the value added by each step and the controls it provides, and propose combining, removing, or running steps in parallel with reasons for the choice.
- Document the improved procedure with clear authorities, forms, timelines, and standards, and review its effects on beneficiaries and delivery teams.
- Test the procedure on a limited case, measure time, errors, and output quality, and document adjustments and the rollout plan.
4. Office, Communication, and Meeting Management
- Analyze the flow of requests, correspondence, and appointments within the office, and classify work by priority, deadline, and responsible party.
- Organize mail, files, naming rules, and permissions, and apply a mechanism for tracking incoming and outgoing correspondence while retaining the follow-up trail.
- Prepare a meeting agenda specifying the purpose, topics, required documents, and participants, and distribute materials at the appropriate time.
- Write minutes covering decisions, actions, owners, and deadlines, and track open items and evidence of closure.
- Develop a concise management report template highlighting facts, alternatives, and the required decision, with checks on language, confidentiality, and data accuracy.
5. Professional Communication, Negotiation, and Conflict Management
- Analyze the communication objective, audience, context, and sensitivity, and select the channel, message, and timing to support the intended result.
- Practice listening, checking understanding, and questioning, and distinguish facts from interpretations and personal assumptions.
- Identify the parties' interests, limits, alternatives, and comparison criteria, and prepare a list of negotiable points.
- Handle objections and disagreements by reframing the problem, generating alternatives, and documenting agreements.
- Simulate a communication or negotiation situation, assess message clarity and response quality, and plan improvements for subsequent practice.
Practical outputs
- A library service plan, resource description card, and usage indicators.
- A digital transformation roadmap covering the beneficiary journey and implementation requirements.
- An improved procedure map, service profile, and acceptance criteria for implementation.
- An office work plan, decision follow-up template, and meeting minutes.
- A communication plan, interests matrix, and actionable negotiation scenario.
Who should attend
- Practitioners, specialists and supervisors whose work relates to the programme subject.
- Managers and teams working in secretarial and office management, according to their practical responsibilities.
- Professionals responsible for applying the outputs of “Digital Organization of Institutional Libraries: New Tools and Techniques” within their organizations.
Prerequisites
- Working familiarity with the programme field and the ability to discuss a professional case or challenge.
- Confirm the suitability of your experience and any specialist prerequisites with the Union before participation.
Conclusion
The programme “Digital Organization of Institutional Libraries: New Tools and Techniques” brings together concepts, case review and a practical application. Participants prepare steps that can be adapted to their responsibilities and organizational resources, with an indicator to follow application and review results after returning to work.
Participation arrangements and any special requests are specified in the confirmation issued by the Union.