Maximizing librarian efficiency with collaborative solutions

Key points:

I love the flexibility that comes with working in a school library. I interact with students and teachers from all subject areas every day. I began my career as a high school science teacher, teaching Advanced Placement Biology and Environmental Science. However, I changed careers six years ago after witnessing how much one of my former colleagues enjoyed being a school librarian. I am still able to share my Advanced Placement science background in my role as a library media specialist, where I am involved in our Advanced Placement Seminar and Scientific Research programs.

One of my favorite parts of my job is helping teachers choose what their students might want to read next. Instead of finding one novel for the entire class to read, I often help English teachers find interesting books for 26 different students—and that's just for one class.

The role of the school librarian and library media specialist is dynamic and constantly evolving to meet the needs of teachers and students. Today's school library staff are tasked with managing budgets, evaluating and expanding collections, overseeing makerspaces and technology, planning special programs, and assisting students with research. In some cases, library staff are even asked to split their time between schools, serve as substitute teachers, or supervise lunch and recess periods.

Add to this the need to attend additional meetings and professional development sessions, and it is clear that school librarians face a significant challenge in finding enough hours in the week to fulfill their responsibilities.

A recent Library Journal/School Library Journal Survey One study found that while 62 percent of school librarians said they were satisfied with their jobs, their overall satisfaction rating has fallen 8 percent since 2013. What has happened in the past decade? Both public and school librarians cited “not enough time to get everything done.” Nearly a quarter of school librarians took on extra work voluntarily, while 30 percent were given more responsibilities due to staff cuts.

As a library media specialist, I am fortunate to work with a team of four experienced librarians across my district buildings. Our collaborative approach allows us to share new ideas and strategies, while our administrators provide us with the time needed to implement these strategies. I believe that collaboration, coupled with the use of time-saving digital tools, can significantly alleviate the pressure of librarians’ workload and ultimately improve student outcomes.

Creative collaboration with “book tastings”

We’ve all heard of wine and cheese tastings, but I’ve started inviting English classes to “book tastings.” I’ve mentioned before that I work with English teachers to customize students’ book selections. If you multiplied that effort by six or seven classes, it would take a librarian a long time to find the right books for 180+ students. Here’s how my book tastings work:

• I send each student Google surveys, asking them about their interests: from what shows they like to what they like to do in their free time.
• I invite students to an organized “book tasting,” where I set up tables that include books of different genres.
• Students rotate between tables and gain exposure to books of high interest.
• At the end of the event, students select which book they would like to borrow.

This is just one example of how creative collaboration can save time and help teachers better understand what students like to read. The interesting thing about librarianship is that it can sometimes feel a little isolating because there is only one person in a building most of the time. We have to actively seek out that collaboration piece, while classroom teachers are part of departments working toward the same goal.

Students also need to understand how their library supports what they are learning in class. When I work with a teacher and students see my relationship with them, that gives the library credibility. After I have made a small connection with a student when teaching their class a lesson on information literacy, for example, they often seek me out in the library for something completely unrelated. These connections are essential and help create a shared culture of reading in our schools.

Use digital tools to streamline processes and improve learning

There are several tech hacks school librarians can employ to maximize their time and efficiency. For example, I allocate blocks of time in my planner each week for various activities. On Mondays, I focus on checking current circulation, while Fridays are dedicated to summarizing the week and sharing information with the principal or parents. Automating routine tasks, such as sending reminders to staff through my book circulation system, frees up time for other important work. I also use Canva templates to update library signage or event posters, and many librarians find the app useful for creating weekly or monthly newsletters. ai tools like ChatGPT help me brainstorm titles for events or create writing prompts that I can share with students.

One of the most impactful digital tools that we have implemented in our school is the Sora reading app. We discovered this digital app when we were looking for a solution that would allow us to continue our elementary school read-aloud program during the pandemic. It integrated with Google Meet, allowing us to continue read-alouds and host virtual book clubs. Now, students access the app to access digital materials, giving them the option to read or listen to books on any device. Because our school is a 1:1 district and every student has the app downloaded on their device, all students have access to our entire district collection. When they add their public library card information to the app, they can also choose books from the county collection. Not only has this tool offered students greater choice and access, but it has also supported our foundational piece of librarian-teacher collaboration, allowing us to better control expenses and provide timely access to new titles.

In addition to offering students greater choice and access, Sora supports that critical part of the collaboration between librarians and faculty. We can search for titles and decide which books to “rent,” allowing us to better control spending. Faculty can assign students new titles available for 90 days in one day. If we were to purchase print copies, we would have to wait for purchase orders to be processed and books to be shipped.

I'm particularly excited about Sora's ability to adapt to readers of different abilities. Students can mark pages, add notes, get word definitions, and listen to sections of text read to them. They can even adjust the audiobook's playback speed. We're committed to using the app's features to empower our ESL learners to become more confident readers.

Understanding what children like to read and what formats they prefer takes the guesswork out of purchasing books. Data that tells us which titles students are most drawn to helps us better plan future lessons and independent reading options. Sora’s dashboard allows us to share reports with teachers, offering key insights into their students’ reading preferences and habits. Not only do these features allow librarians to do their jobs more efficiently, they also give teachers insights that can help them better accommodate struggling or reluctant readers.

Bottom line: Be your own advocate

We all know the stereotype of the strict, quiet librarian, known for being the one who enforces the rules of the school. It's time to break that stereotype and start recognizing school library staff for the creativity and innovation we bring to our work. By advocating for ourselves and our space, we can find the time to advocate for literacy in our schools.