Things I learned at AMPLL 2009

by Laurie Claywell

It began innocently enough. I just wanted to support our Lexis Librarian Relations representative since she was on the 2009 AMPLL advisory council. It would look good, I thought, to have people from her territory apply. I wasn’t supposed to actually be chosen to participate. The mission of the conference was Invigorate Your Leadership Skills in Turbulent Times, and I got my first lesson even before setting foot in Dallas. I was reminded by a savvy colleague that VALL offers professional education grants and suggested that I should apply to defray the travel cost. I almost didn’t since I work for a firm that supports my professional education expenses but then I realized that money and the bottom line are what speak to those who occupy the C-offices (CEO, CFO, etc). Resourcefulness is what librarians are all about so I applied, received a grant (thank you) and, hopefully, impressed my boss a bit.

This was not a long weekend of sightseeing or golf in between sessions. It was highly focused, drop any introverted tendencies and get with the program. The breakout sessions and meal time chatter were incredibly informative and stimulating but two of the scheduled programs have really struck a long term chord with me.

The executive director of a Midwestern law firm suggested developing an action plan: set specific goals and objectives; prepare a budget; allocate resources to the highest value; know the cost to support a practice group; justify the return of cost (3x); support all Admin departments (cooperative efforts not adversarial); make changes/improve costs/implement efficiencies; know the firm’s top clients and prospects; be proactive.

To help justify the existence of library staff, track staff billable hours with a goal of a 90% recovery rate. If library time is continually written down or written off by a particular attorney then that attorney’s request gets lower priority; in the eyes of this “C”, collectable equals highest priority; Track cost data and recovery; Track requesting customers and service excellence examples. Record some stats: number of patrons; which practice groups; what kinds of services; ILL trends. Be proactive. Increase visibility -- visit a partner a week: How can we help you or, conversely, this is how we can help you.

Overall, the “C” wished his librarian would talk to him more like an MBA than an MLS.

The other session that had the biggest impact on me was that of building a portfolio – promoting team accomplishments. Too often we are more comfortable working in the background but it was pointed out that we are successful in those support roles and we need to leverage that success: a tree in a forest of accomplishments vs. undocumented successes.

“What Have You Done For Me Lately?” or Starting a Success Portfolio. Capture your kudos and those of your staff. If an attorney passes you in the hall and mentions that your reference librarian really came through in the clutch, ask her to send you a short email to document that help. If she forgets to do it, send her an email thanking her for taking the time to let you know what your staff member accomplished and put that email in the team’s portfolio. What does a Portfolio look like?

Paper or electronic, whichever works best for you and your staff but be consistent. I’m trying out a Workspace in our DM software
Content must make sense to the desired audience (detail; put it in context)
Needs to be more than “thank you!” or “you rock!” One suggestion for content is reviewing the firm’s new client list and noting which clients the library had a role in bringing in

It’s all about perceptions. Dress the part. Exude confidence. Take ownership. Make them look good – and keep a success log of how you did it.

Testing the waters: Reflections for the uninitiated

by Michele Gernhardt

As a relatively nascent law librarian, I felt some intimidation over the prospect of attending an AALL Annual Meeting. The cost, time commitment and travel involved can be overwhelming for a first-time attendee. This year, the convenient location, a generous VALL grant, and a fantastic roommate provided the opportunity and incentive I needed to finally take the plunge. No longer one of the uninitiated, I hope that future first-timers will benefit from my observations and experiences.

Scheduling

If my experience is close to the norm (and I believe it is in this case), you’re not going to spend much time in your hotel room. I had just enough time to shower, change and grab some breakfast or a beverage before dashing off to the first item on my very full schedule each day.

Even with the assistance of AALL’s new online calendar creator, the scheduling process can be quite daunting. The final program for the 102nd AALL Annual Meeting and Conference was 80 pages long and chock-full of programming, meeting details and special event announcements. There were six different programs scheduled during each block of time, meaning it was impossible to attend more than 16% of the programs. I was dismayed at having to choose, and wondered whether I was missing out on some life-changing presentation in another meeting room.

In addition to the programming, one must also make room for chapter meetings (such as the PLL-SIS luncheon and VALL meeting) and events. As if the official AALL Annual Meeting program wasn’t enough, there’s also the deluge of post-cards, e-mails and telephone calls from vendors and library groups announcing special events, meetings and promotions. These little extras started pouring in a few weeks before the meeting and didn’t stop until after my first day in D.C.

Now that I’m on the other side of my first experience, here’s my advice regarding scheduling:
- Don’t schedule every minute. Make peace early with the fact that you can’t attend every program, meeting and special event.
- Make time for fun. You’re in a new and different place. Make sure you get to see more than just the hotel and convention center. Take a library tour, go on an organized outing or just do some sight-seeing.
- Block out a few hours (not necessarily all at once) for the exhibit hall. My biggest regret is not having any time to explore the exhibit hall. Some very generous colleagues saw to it that I didn’t go home empty-handed (thanks for the swag!), but next time I’m going to make sure that I give myself enough time for a leisurely visit.
- Volunteer. I’m especially glad that I made time to volunteer. The online volunteer sign-up form made the process quite simple, and there were a variety of volunteer opportunities to choose from. I worked at the registration desk and also helped out at the closing banquet. It felt very good to give back to AALL and my colleagues in this small way.

Dining

I must admit that I came very close to writing an article solely devoted to my culinary experience at the Annual Meeting. Wining and dining is a constant and pleasant component of the convention. You will have more lunch and dinner invitations than you can possibly oblige. I opted for the more intimate functions this year, with the exception of the closing banquet. I will definitely try the larger West and Lexis functions should I have the opportunity to attend a future Annual Meeting.

Learning

Overall, the programming at the Annual Meeting was excellent. Our colleagues imparted a great deal of knowledge utilizing a variety of presentation styles. There was an even mix of “big picture” and subject-specific programs.

I attended some wonderful “big picture” programs:
- So You Think You Can Teach: Keeping the Audience Awake and Learning Alive
- Got Ideas? Tools and Techniques to Identify, Refine and Communicate Ideas That Stick; and
- Emerging from the Cocoon: Innovative Ways to Reteach Legal Research to Externs and Summer Associates.

I also thoroughly enjoyed two subject-specific programs:
- What’s in a Name? Trademark Searching, Services and Domain Names; and
- Law Librarian: The New Private Investigator.

These programs provided me with a veritable treasure trove of information to share with my colleagues. However, the most lasting and important piece of knowledge that I gleaned from attending these programs is something very personal. I realized that “I can do it.” I can put this knowledge to use to improve myself professionally. I can provide better service to my patrons. And finally, I can now see myself standing up on the podium at some future Annual Meeting, presenting my own program.

Collegiality

Sharing professional experiences with colleagues in both formal and informal settings is perhaps the most significant benefit of attending an AALL Annual Meeting. It was wonderful to listen to law librarians talk about the challenges and issues that they face and realize that I shared similar concerns and experiences. Chatting with fellow law librarians at vendor-sponsored dinners and between presentations made me really feel I was a part of a professional community.

Parting Thoughts

99997.005000 EMF_US 28233313v1I left the annual meeting feeling both humbled and empowered. I am very grateful to the VALL Grant Committee for providing this excellent opportunity. If you haven’t had the chance to attend an AALL Annual Meeting, I hope you’ll jump at the next opportunity.