Tips

10 Time Management Tips for Busy Librarians

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If there’s one thing I’ve learned over the years, it’s that librarians wear a lot of hats. From helping users with research to managing collections, attending meetings, and keeping up with new trends—there’s always something demanding your time. It can feel overwhelming, but the good news is that small changes can make a big difference. Here are 10 practical, tried-and-tested tips to help you manage your time better and, hopefully, find a little more balance along the way.

1. Prioritize with a To-Do List 📋

There’s nothing quite as satisfying as crossing items off a to-do list! Start your day by jotting down what needs to get done and focus on the most important and urgent tasks first. I also include a couple of easy-to-complete items—because, let’s face it, checking things off feels great and gives me the momentum to tackle the bigger stuff.

2. Time Block Your Calendar 🗓️

Instead of letting tasks bleed into one another, I block out time for specific activities on my calendar—an hour for emails, two hours for project work, or 15 minutes to grab a coffee. Time blocking helps me stay focused and prevents tasks from taking over my whole day.

3. Learn to Say “No” (Politely) 🙅‍♂️

Saying “yes” to every request is tempting, but sometimes you have to protect your time. I’ve found that politely saying no—with a little kindness—works wonders. Something like, “I’d love to help, but I need to focus on a priority task right now. Can we revisit this later?” sets boundaries without burning bridges.

4. Automate and Delegate When Possible 🤖

Over time, I’ve learned that I don’t need to do everything myself. Automating small, repetitive tasks (like sending reminders) saves time. Delegating tasks to team members also helps lighten the load—a great way to allow others to grow.

5. Use Focus Tools for Deep Work 🧘

We’ve all fallen into the trap of quick distractions (hello, endless emails!). Using tools like the Pomodoro Technique—where you work in bursts with short breaks—has helped me stay productive. Apps like Forest block distracting websites, keeping me focused when I need to dive deep into a task.

6. Make Meetings Short & Purposeful 🧑‍💼

Meetings can be helpful—but only when they’re managed well. I always ask: “Is this meeting really necessary, or could it be a quick chat or an email instead?” If a meeting is essential, I stick to a clear agenda and aim to finish early. It’s incredible how much more efficient meetings can be when everyone is on the same page.

7. Take Breaks to Recharge ☕

I used to power through long workdays, thinking it would help me accomplish more. Spoiler alert: it didn’t. Now, I make time for short breaks throughout the day—even if it’s just five minutes to stretch or sip coffee. Those small pauses help me recharge and come back more focused.

8. Reflect & Adjust Your Routine Regularly 🔄

No routine is perfect, and things change. I take time every week to reflect on what worked well and what didn’t. Did I manage my tasks effectively? Could I have scheduled things differently? This reflection helps me make small adjustments and keeps me on my game.

9. Leverage Apps Like Trello & Outlook 📱

Keeping track of tasks and schedules can be overwhelming, but tools like Trello and Evernote help me stay organized. I also rely on Outlook to block time on my calendar and manage meetings. The right apps can make life a lot easier—just find what works best for you and stick with it.

10. Celebrate Wins, No Matter How Small 🎉

Getting caught up in what’s next is easy, but taking time to celebrate small wins is important too. Whether it’s wrapping up a tricky project or helping a student with research, those little moments of success keep me motivated. Every achievement counts—big or small!

Final Thoughts

Managing your time as a librarian isn’t about cramming more into your day—it’s about finding balance and staying focused on what matters. The key is to be intentional with your time and kind to yourself when things don’t go as planned (because let’s face it, they won’t always).

So, what’s your secret to staying on top of everything? Share your tips in the comments—I’d love to learn from you too!

#LibraryLife #TimeManagement #WorkSmarterNotHarder

Managing conflict in the intergenerational library workplace

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Conflict is inevitable in any workplace, and libraries are no exception. Some of the factors that can cause conflict may be similar within a generational cohort but can vary substantially across age groups. For managers who lead intergenerational teams, an understanding of how different age groups function can help you deal effectively with conflict should it arise.

Source: Managing conflict in the intergenerational library workplace

Get a head start by attending the Library Orientation

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https://twitter.com/rindra/status/1161104105865015296
  1. Get to know the library’s resources (books, journals, articles, research papers, final year project reports, etc.) and how you can search for them via OneSearch (NTU Library’s discovery layer powered by Primo and Alma). Don’t just limit yourself to using Google Scholar / Google Search. Try out the features of the library’s web discovery layer, and you’ll be surprised by the results that you get. Some of the features include: filtering by format type, limiting to a specific period, emailing, exporting your results to a citation management software such as Endnote and many more.
  2. Join the library tour, and explore the library facilities and services. Be inquisitive and ask questions, lots of them. There are spaces for you to study or even get a cat-nap also exercise on the Eco-Bike while charging your mobile phone. Get to know the library’s resources (books, journals, articles, research papers, final year project reports, etc.) and how you can search for them via OneSearch (NTU Library’s discovery layer powered by Primo and Alma). Don’t just limit yourself to using Google Scholar / Google Search. Try out the features of the library’s web discovery layer, and you’ll be surprised by the results that you get. Some of the features include: filtering by format type, limiting to a specific period, emailing, exporting your results to a citation management software such as Endnote and many more.
  3. If you missed the library orientation, don’t fret. Simple approach the friendly librarians at the Desk and request for one. You can also learn more by scheduling a 1-on-1 session with the librarian. You will get to know the available resources relevant to your area of study, assignments, and projects.
  4. Last but not least, all the best in your education journey.

Give me 5 minutes and I’ll share with you some Project Management Tools

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As a librarian, I had managed numerous projects in my line of work. One of the most challenging aspects of project management is juggling project tasks. I had to ensure that these tasks are completed on time within the allocated budget and manpower; especially the critical ones.

I tried out a few project management tools to help me better manage, monitor and track the project tasks. Among them are:

Some are offered for free while you may need to get a few days/weeks of trial period for others. There are a few things to consider when you are choosing the “right” tool. Some of them include:

  • Pricing
  • Number of users in the project team
  • Collaborative features
  • Reporting features
  • Alerts/Reminders
  • Export/Archival features
  • Integration with other cloud tools
  • Mobile devices integration
  • User Friendliness
  • Easy to learn

I am using Trello for my stuff that is to track life/family events and To-Dos and use Basecamp for my office work. Both work well, and there are pros and cons. An important thing to note is that you need to be comfortable in using them and it suits your needs. This criterion may vary from person to person. There’s not a one size fits all solution. Check out these tools, and I’m sure you’ll find one that fulfills your needs.

How To Promote a Library Event on a Small Budget

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Effectively managing the budget of the library is an important and continuous task. Any strategies to help promote library services, raise awareness for libraries and attract library visitors at a low cost are enticing for libraries to review and potentially implement. Egor Gerashchenko, chief of Marketing & Development Department, Central Library System of Moscow Region

Source: How To Promote a Library Event on a Small Budget

5 things I’ve learned that enriched my experience

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I read an interesting article on “Libraries have a People Problem” written by Jill Hurst-Wahl. I do agree with her opinions and her suggestions on job swapping/rotation as well as doing the same thingy for long periods. I felt the need to move out of my comfort zone – to learn more about myself and others, to expand my horizon, to broaden my thinking and to share and acquire knowledge in my work area and to seek new challenges.

Throughout my 20 years in the library field, I have had the opportunity to work within my country Singapore and then move to the Graduate Research Library located in the Middle East. After working there (Middle East) for nine years, I decided to come home again.

What I’ve learnt?

  • Do different things in the library at various places: I’ve started as a Reference Librarian, moved to Access and Digital Services, expanded my portfolio to include Electronic Resources Management, Web Discovery Layer and User Experience Studies. I’m now an Assistant Director at a local university. I was fortunate to be given opportunities to learn and grow in different roles. It has helped me to gain new insights in the library field. They say, the more you learn, the more you realized that there are a lot more than you didn’t know. Well, that’s true. As I move along, I noted how many things have changed, and libraries cannot remain stagnant. Change is imminent and is always happening. If we don’t do anything about it, we will be left behind.
  • Learn to lead (even though you may not have the official title given to you). Take initiatives to resolve work issues rather than let them exacerbate. Speak up for yourself and others. Speak the truth. Help others.
  • Get out of your comfort zone: Learn new things; Be adventurous and take risks.
  • Be ready to accept criticism: keep an open mind to feedback and constructive criticism. Block out the negative ones. If you cannot accept the fact that we have shortcomings, then we would not be able to grow. We are imperfect creatures. One of the best things to do is to accept our weaknesses; deal with it and improve on our strengths.
  • Stay abreast of new trends. Use the ready resources to read up on current patterns in the field. Network with fellow professionals. Share your knowledge.

These are the five main ones amongst others. I am sure you will have yours. Do share them.