Show Everyone What School Librarians Do! Make a KANBAN

School Librarians can create a Kanban—a large whiteboard with a grid to organize sticky notes—so we can stay on top of all our projects and show everyone the many tasks we perform to make the school library an effective learning center. | No Sweat LibraryA recurring lament on School Librarian listservs & social media is that our education colleagues don’t really know what School Librarians do. Some teachers have even said to us, “It must be nice to spend all day reading books.” If only it were that easy!

The amount of work we School Librarians expend to keep the school library functioning is daunting, not to mention keeping up with everyone’s curriculum and designing meaningful lessons for students. However, there’s a simple way to conquer misconceptions and reveal the enormity of school librarianship…

Hang a KANBAN!

Kanban is a visual process management system that allows us to plan projects, arrange priorities, keep track of progress, and manifest what has been accomplished. More importantly, Kanban is an eye-catching display that shows everyone—teachers, principals, visitors, students—just how busy we School Librarians really are!

THE ORIGINS OF KANBAN

Kanban, from the Japanese word for signboard, was developed by Taiichi Ohno, an industrial engineer at Toyota. Inspired by the “bin” system used in airplane factories in the United Kingdom during World War II, then later applied to shelf re-stocking in their supermarkets, Ohno adapted it as a method to implement “just-in-time” production that responds to consumer demand.

During the early 2000s, software development companies adapted the Kanban from a production system for manufacturing into a software development workflow to coordinate tasks in project teams. Since then it has morphed into systems for change management, marketing, human resources, knowledge work, and personal workflow.

The last—personal workflow—is why a Kanban is useful for School Librarians: the variety of tasks we do—from budgeting to collection development to facility management to creating lessons to professional development to school committees—can all be organized and tracked using a Kanban.

WHY USE A KANBAN?

Instead of a print or digital organizer that no one sees, use a Kanban so everyone can see what a School Librarian can accomplish during a single school year! | No Sweat LibraryWith so many print and digital organizers available, it may be tempting to use one of those for task organization—in fact, many School Librarians already do that. But I say DON’T—no one sees a print or digital organizer!

I do use print and digital checklists for myself during workdays at the start and end of the school year, but during the school year I use a Kanban whiteboard with colorful square sticky notes to display all my ongoing tasks and projects and how they are progressing.

That big whiteboard with its columns of bright-colored notes is pretty hard to miss. In addition to helping me stay focused, it prompts a lot of conversations with others, and conveys to them just how many things we School Librarians must do to make the school library a valuable learning space.

HOW TO CREATE A KANBAN

The simplest Kanban is a whiteboard divided into 3 columns and labeled TO DO, DOING, DONE. Each task is written down on a square sticky note and moved from column to column as the job progresses.

Image of a simple Kanban board with 3 columns labeled To Do, Doing, Done.

Lasovski, Jeff. commons.wikimedia.org/wiki/, 9 July 2022.

I recommend using at least a 24″ x 36″ whiteboard—remember, we’re planning for the entire school year, and it’s amazing how quickly the board fills up with tasks. Instead of drawing column lines with a whiteboard marker, use narrow black (or other color) tape in order to move notes around without smearing the grid.

I prefer to divide my whiteboard into 4 columns, adding an IDEAS column at the left to accumulate possible tasks or projects as they come to mind. I also use IN PROCESS instead of “Doing,” because I’m not always actively working on everything in that column. In addition, I merge the bottom of the two middle columns and label it AWAITING INPUT to indicate that other folks need to do or give me something in order to continue.

A whiteboard divided into 4 kanban columns labeled Ideas, To Do, In Process, Done with bottom of center 2 merged and labeled Awaiting Input. | No Sweat Library

No Sweat 4-column Kanban

To make my Kanban really useful, I color-code the sticky notes for categories of related tasks. In this way I see where the bulk of the year’s work will be so I can prioritize tasks & projects for a smooth workflow. Here are the colors and categories I use:

Image of color sticky notes labeled with my task categories. | No Sweat Library

No Sweat Color-coded Categories for Kanban Tasks

EFFECTIVE KANBAN STRATEGIES

Kanban is great planning & organizing tool for School Librarians. Here are 5 strategies that can make it even better! | No Sweat LibraryA Kanban makes it easy to prioritize activities. I put my most immediate or most important tasks at the top and less needful ones lower down. If timing becomes more critical for something, I just move the sticky note upward.

For large projects with several phases, I use a sticky note for each phase (with project title along the top) and stack them in consecutive order. As each piece of the project begins & progresses, I move notes to the appropriate column, stacking as needed, usually in a single row across the board, and slightly separated from disparate tasks.

One advantage of the whiteboard is being able to use a dry erase marker to draw arrows or symbols next to a sticky note, which is very helpful to align phases of a project. Plus, so much of what we do in the school library is interrelated, so if I have to work on something else before I can go ahead with a task, I can line-link the notes together without moving them.

Certain of our school librarian chores recur from year to year, so we can reuse those notes. For example, I do mini-inventories of sections of the library over a 5-year period instead of one big inventory—it takes less time and is less disruptive to students and teachers. I use five 3”x5” rectangle sticky notes and list a column of Fiction Subjects and a column of Dewey numbers for each year. When I complete each section, I check-mark it. At the end of the school year I move the top note to the bottom of the stack and put the stack back in the TO DO column, ready for the next school year’s mini-inventories.

Example of a recurring project: inventory with double-sized note for each year, 1-5. | No Sweat Library

When a task or project is finished, it’s tempting to throw away the note, but don’t do that! I accumulate them near the top of the DONE column until the end of the grading period so I am sure to include finished tasks in my Report to Principal. Then I move them as a batch toward the bottom of the Done column. There’s great satisfaction in watching the sticky notes build up toward the top in that last column, seeing how much I’ve accomplished throughout the school year!

Be sure to place your Kanban in a prominent place to easily check status and to show others what School Librarians do! | No Sweat Library

A No Sweat Library Kanban with Tasks & Projects

KANBAN IS A SPECTACULAR ADVOCACY TOOL!

It’s important to hang the Kanban in a prominent place where it’s easy to keep updated, and also where it can be seen by others. I hang mine on the back wall of my librarian office, where anyone at the circulation counter could see the colorful display through the windows. Many students and teachers ask about my Kanban, which gives me an opportunity to talk about how the school library can assist them.

At the end of the school year, I take a snapshot of the Kanban with all the finished tasks, then paste it into the final Report to Principal and include it in my professional evaluation report to visually emphasize how busy my year has been!

So, go to it! Create your own KANBAN!

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41 Useful Websites for School Librarians

41 Useful Websites for School Librarians - School Librarians will find these 41 quality Websites very helpful to gather information & ideas on professional development, library advocacy, library lessons & activities, reading promotion, and educational technology. #NoSweatLibrarySchool Librarians accumulate dozens of great websites as we read education and library listservs, bloggers, Facebook group comments, and Twitter feeds. The hard part is trying to keep these sites organized in a logical manner.

I’ve tried numerous curation tools, but for personal use I find a simple browser folder—Library & Librarian—with topical subfolders is faster than an external site for storing and using my most useful sites. Alas, always in a hurry, I often just save a URL to the main folder, so I have a lo-o-ong list of uncategorized sites to organize into topical subfolders.

While I do that, I’m sharing out these valuable resources on professional development & advocacy, library lessons & activities, reading promotion, and technology, accompanied by short annotations on why they’re helpful. So here they are: 41 Useful Websites for School Librarians.

PROFESSIONAL DEVELOPMENT, ADVOCACY

AASL eCOLLAB51 Free Webinars from the American Association of School Librarians on professional learning topics. 

Library Impact Studies Infographica compact advocacy tool from Library Research Service. Available for print & online viewing.

Library and Information Science EncyclopediaIf you encounter library terminology in your readings, but may not be quite sure what it is, consult this brief list for an explanation! From internationally-known blogger librarian Salman Haider.

Mackin CommunityBook vendor Mackin’s blog with resources for libraries & classrooms, makerspaces, and professional learning. Add this site to your feed!

Project ConnectSponsored by Follett, this site offers guidance for the Future Ready Librarians framework, including PD and teaching ideas.

School Librarians: Why we still need them!article by Jamie McKenzie with some strong support to use for advocacy.

School Libraries WorkWhile you can still download the 2008 version directly, the newer 2016 version wants you to submit your email address and other info. Still, a valuable document to use for advocacy and justifying (alas, we need to) having a certified School Librarian in a school library.

Top School Library BlogsA list maintained by Laura McPherson with 50 librarian bloggers you can add to your blog feed!

Virtual Middle School LibraryWith dozens of links to useful resources for school librarians, this site, maintained by Linda Bertland, retired school librarian, has an especially valuable resource page for professional learning.

Web JunctionA free learning site from OCLC Research offers self-paced courses, webinar recordings on a variety of topics related to library services and management.

What Works Clearinghouse (WWC)a U.S. Dept of Education website with research on programs, products, practices, and policies that answers the question “What works in education?”

LIBRARY LESSONS & ACTIVITIES

AASL Best Websites for Teaching & LearningEvery year our national association picks, what they consider to be, websites of ” innovation, creativity, active participation, and collaboration. … free web-based sites that are user friendly.” What’s especially nice is the little icons that show which of our Shared Foundations each one addresses.

Bingo Cards & Word Searches are quick ways to engage students for reviewing content. Here are 3 sites that generate customized bingo cards on a 3×3, 4×4, or 5×5 grid: BingoBaker & ESLactivities both generate cards with words or graphics; MyFreeBingoCards has thematic backgrounds for words or numbers. WordSearchLab has already created searches, or create your own of any size and number of words.

5 Minute Lesson Plan Series37 different downloadable graphic templates to quickly create a lesson plan. Whatever your admin wants, you’ll probably find it here.

HyperDocs Interactive Content & MultimediaAs stated on the site: “The most difficult and time consuming part of creating a HyperDoc … is finding the content to engage your students in the learning process. I’ve curated several lists that I hope will help get your started.” There are a dozen categories with a varying number of websites with resources and tools.

Interactive Learning Menus (Choice Boards)Ideas for differentiated learning that give students a menu or choice of learning activities; can be part of a HyperDoc. From Shake Up Learning.

Makerspace Starter KitThe Daring Librarian, Gwyneth Jones, provides a list of great tools for starting a makerspace in your library.

Primary Source Setsthe Digital Public Library of America has more than 35 million digital resources including these curated collections on topics in history, literature, and culture, with teaching guides for class use.

Skype in the ClassroomMicrosoft’s FREE go-to source for Virtual Field Trips, Guest Speakers, classroom connections, and live collaboration projects. I first heard about this from Stony Evans, and think it’s one of the most engaging activities you can do with students.

Smithsonian Learning Labfree, interactive, easy-to-use tools using the millions of Smithsonian resources to adapt one of thousands of existing collections, or to create your own lessons, like digital research skills with built-in tools for creating & using proper citations.

Spruce Up Learning Centers w/ Tech – Tony Vincent’s blog post with lots of specific information and examples to make any learning station in your library that much better with technology.

READING PROMOTION

Biblionasiumsort of a GoodReads for kids; free, protected site for ages 6-13 to encourage independent reading. Use their tools to create book reviews, reading logs, and personalized reading lists.

Classroom Libraries: Best apps for keeping trackWe Are Teachers blog post offers 6 apps teachers can use to keep track of their class books. Hey, they’re gonna have ’em, so we might as well support them…and they’ll love us for it and support the library even more! 

NEW!Educational Resources For Individuals Working With Blind & Visually Impaired Childrenchildren who are blind or visually impaired navigate a world primarily designed for sighted individuals. This site provides a comprehensive guide of resources, techniques, and organizations to help these children, including lessons & reading materials. Read the Comment below from William Moore to learn where this wonderful resource came from. 

Librarians Lovenifty book talks and display ideas from secondary school librarians.

Library of Congress Center for the Booka rich resource for librarians with recommended books, author webcasts, book awards, and the National Library Service for the Blind and Print Disabled.

The Online Books Page –  Plain website listing over 3 million free books on the Web, along with archives & indexes in languages around the world. This large database is maintained by a digital librarian at UPenn.

Social Justice BooksBooklists and other resources to help librarians build a diverse collection of titles and encourage a more culturally responsive reading experience for students.

State Award Reading ListsThis Simon & Schuster site has current Award Reading Lists from every state, along with curriculum, teaching, & reading group guides, themed collections, & reading levels. If you need labels for your State Award Reading List, they’re available as a customization in my Reading Promotion for ELA product at No Sweat Library, my TPT store. 

SYNC If you’ve never heard of this site, you are in for a treat. SYNC offers FREE audiobooks for teens every summer—2 complete audiobooks a week for 14 weeks. I always told students about it at their last library visit of the school year and provided a bookmark with a QR code link to the site.

TECHNOLOGY

AASL Best Apps for Teaching & Learning – As with the websites, AASL picks, what they consider to be, apps of “exceptional value to inquiry-based teaching and learning.” They also have little icons to show which of our Shared Foundations each addresses.

BEAM Chart MakerYes, we teach students how to make spreadsheet data graphs, like MS Excel, but this online app is quick & easy. Just choose the style, click the graph element, and fill in the information. Graphics like this can add so much to those end-of-grading-period library reports for principals & teachers. (If you don’t do that, this is a great way to get started!)

GooseChase EduFree and reasonably priced options to create educational scavenger hunts with mobile technology (IOS or Android app). Students (or teachers!) earn points by submitting a photo, video, or text.

Internet Archive Digital Library – Hundreds of millions of important webpages and media. Their Wayback Machine is a searchable database of 20+ years of web history.

Kathy Schrock’s Guide to EverythingIf you need information or guidance on educational technology, this is the place to go! Kathy has been blogging about edtech for more than 20 years and is still the best one-stop spot for general edtech info.

Media Literacy Educator CertificationDeveloped by PBS/KQED & Digital Promise, you can earn 8 media literacy micro-credentials to become a PBS Certified Media Literacy Educator.

Minecraft Education EditionIf you want to use Minecraft in your library, this site is the gateway to the education edition of the popular game. Special features for educators such as easy tutorials, classroom management tools, secure sign-in, classroom collaboration and tons of sample lessons, plus a global network of mentors and tech support.

100 Useful Websites for Educators and Students – With YA Books & More, Naomi Bates blogs about books, websites, and anything else a librarian might need. This page is a list of what she considers the most valuable website collection a librarian can have. It’s about 3 years old, but most of the links are still valid…and on my own “best” list!

Top 20 PowerPoint AlternativesPost from the Visme blog offers an open-minded examination of free & paid apps to use for presentations. Video demos are helpful. (Heavy content, allow time to load in browser.)

You may be wondering about sites for information literacy or subject areas. Those are also huge unorganized lists, so we’ll save them for future blog posts. For now, have fun looking these over and adding them to your browser bookmarks. If you have some bookmarked sites on these 4 topics you’d like to share, add them into the comments!

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