How Can I Encourage Advocates to Update the Library Register in Our Law Firm?

Dear Sir and Members,

I am working in a law firm, and now the firm insists on me implementing the Library Policy. We have a librarian coming part-time. There are a good number of books in the library where the advocates sit and refer to the books. Now, the firm wants to ensure that the books' records are maintained. I have maintained a register, but the advocates are not noting down the books they are removing from the shelves.

I need your suggestions on how to go about maintaining the register. I would like the register to be updated by the advocates whenever they take the books.

Kindly suggest.

Regards,
Shiela Shetty
Manager HR

I would suggest you to visit a nearby central library or a college library and talk to the librarian about how he maintains the register and ensures proper recording. This would greatly help you in solving the problem.

Best regards,
Venkat

Hi, Mr. Venkat has rightly said that you can go to the nearby library and see how they work. Alternatively, there are many software options available in the market for managing library functions. You can also ask some vendors to provide you with a brief overview.

Cheers,
Archna

Hi,

Look at it like this:

1) The library is a resource center.

2) The advocates benefit from this center.

3) It is in their interests to ensure that books are not lost, mishandled, or tampered with in any form.

4) The library (and the books) must benefit a large number of users, both present and future ones.

The assignment given to you involves enforcing "discipline" without creating bitterness or ruffling any feathers. Normally, the Librarian should be doing this herself/himself. Evidently, in this case, he/she needs help, and that's how you seem to have come into the picture.

Dealing with an educated class such as the advocates can be simple at one level or very tricky at another level. We have to choose an innocuous, seemingly harmless communication to achieve our objectives.

If I were you,

1) I would first meet the "seniors" amongst the borrowers individually and broach the topic to try and understand the reasons for their non-compliance with the system. Either remove the obstacles in their path so that they find it easy to follow the system and then get them on my side to support the necessary discipline (call it streamlining the system, if you like!).

2) I would encourage discussion among the group of users only on the subject so that hopefully they adopt a self-imposed commitment to keep the records up to date on a regular basis.

3) I would bring it to the notice of all users of the library a few old (or current if available) cases when our own brethren had to suffer because the right books couldn't be traced when they were urgently required.

The above strategy should yield desired results in about four weeks (depending upon the frequency of book borrowing cycle). If, however, that does not happen, then I have to restore the priority of maintaining the interests of the library at the highest level at the costs of rubbing some senior advocates also on the wrong side! (I naturally hate to do that, but when one has to choose between the individual and the institution, I shall uphold the interests of the institution higher than that of the individual, please!

When people do not respond to "reason", they invite imposed rules and sanctions and lose the right to complain. In any case, is it wrong to expect the seniors—educated, experienced practicing advocates to set an example to others?

One of the two approaches has to yield results. Try it!

Regards,

Samvedan

November 10, 2006

Dear Shiela,

I agree with Samvedan. You must have a dialogue with Adv and try to make a point that as individuals who see the law every day, we should also follow the law and the system. This emotional dialogue may have a significant impact. If they do not listen, then a meeting with all office concerns may be called to discuss non-compliance at length.

At times, a few books may be purposefully kept missing, which could make them suffer for some time.

Regards,
Manoj