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Analysis of Hensen Research Library

Group 3B – Physical Structure

Group members: Zandra Lopez, Jan Michael, Lisa Nocita, Marilyn Sherman, Ann Tandoc

      How does physical environment affect social culture?  The analysis of the Hensen Research Library shows the affect can be quite profound. 

     An analysis of the physical structure of the Hensen Research Center yields interesting results.  The exterior décor of the Hensen Research Center is Pacific style, which implies simple, open style architecture.  This exterior style contradicts the interior décor of the library.  The interior of the facility reveals a segmented, closed, confusing and rather forbidding environment.  The first thing a patron of the library would notice upon entering the Center is that the entrance to the library seems very far away.  After making the long trek across the foyer, the patron is confronted with several doors.  These doors lead to the side of the main Center building and several different library collections.  If the person chooses to enter the General Collection, she will have to cross through a metal detection machine.  Once inside, there is a tall counter where library staff occasionally sits to receive visitors.  The General Collection opens into the Reading Room.  While the Reading Room is open and well lit, there are again numerous doors within this room leading to more library collections.  The library boasts of its special collections but many of them are not easily accessible by the public.   

     The offices of the reference librarian, the cataloging librarian, the library support staff, the historiographer, and the curator, as well as the Spanish collection, are located on one side of the Reading Room, which is on the first floor.  The offices of the Director and the administration office are on the second floor of the building with the research faculty offices.  The library occupies half the Center’s space, while another department occupies the other half of the building.

     All these physical elements of the library create a space that is less than inviting to the general public.  Before beginning any renovations, it is wise to ask the users of the facility what they think will make it more inviting and easier to use.  Get their feedback then implement it as much as possible.  Here are some ideas to start with. 

     To make the space more user friendly there are several environmental changes that could be made.  Starting with the entrance to the library, replace the metal detector with a device that is built into the frame of the door or place it at the entrance to the Center itself so it doesn’t present a forbidding presence before the patron ever gets into the library.  Provide highly visible signage in the lobby and throughout the library to help patrons navigate.  Move the other department in half the center to another location.  Create as much open space as possible by knocking down walls where necessary and removing as many doors as possible.      

     This new space can be used to expand the varied and special collections.  With this new space a safe method of displaying more of the collections would be possible.  This would require making many of the collections safely accessible to the general public.  Currently there is extremely limited accessibility and many restrictions about whom can view materials and when.  If materials cannot be left entirely open to the public, student workers could assist in the retrieval of materials for the public.  Another suggestion would be to display more of the collection, especially rare materials, in locked or closed glass cases.  If the materials are not available simply because of the backlog in cataloging, then priority needs to placed on funding extra staffing to get the job done as expediently as possible.      

     To make the staff of the library more physically accessible to each other and to the public their configuration in the building must be changed.  Move all the library management and staff to the first floor and make their offices more open.  Possibly, the staff for each area of the library could have their desks in the center of the area.  Consider classifying the materials in the library differently.  The present system of organization within the library is not user friendly as patrons must make appointments to view some of the collections and the hours of each collection vary.  It seems unlikely that a patron could find all of their needed information in one visit.  Reorganization of the collections would make them more accessible to patrons by grouping materials of the same content together regardless of the type of media.  A patron would be able to locate all materials on a given subject easily rather than going from collection to collection.  Organizing materials by content rather than by format would make the classification easily understood by the public.  This may mean breaking up some of the special and restricted collections in a classification that will combine them with the general collection.

     There are two management theories that support the changes described for the Hensen Research Library.  The first theory that supports the suggested changes is the Enactment theory.  This theory suggests that the administrators of an organization can enact a certain kind of culture by their actions.  Assuming the goal is to make the library more accessible to all users, making these major physical structural changes will force a more open environment on the staff and users of the library.  Changing the physical structure will cause more positive interaction and hopefully dispel some of the mistrust and isolation among staff and the director.  More positive interaction will create a different, more open environment supported by more open space.  The physical changes will only be the beginning of the application of the enactment theory.  Long held cultural norms in the library must be addressed to help the staff adjust to the new expectations.  The physical structure is a good place to start, though, as environment can definitely affect the moods and behaviors of people.   

     The second theory is the Open System theory.  This theory depends on a continuous cycle of feedback, implementing changes, and analyzing these changes for effectiveness.  The organization must be constantly re-evaluated based on the community served.  This theory is appropriate for the Hensen Research Library if these fairly radical environmental changes are made because once the renovations are complete the staff and administration of the library will need to constantly seek feedback from the library patrons and implement continual changes to maintain an environment that is pleasing to the largest number of people.

     It is important for the administrators of the library to believe that making changes to the physical environment will not necessarily lead to a change in the culture.  Changing the habits, behaviors and attitudes of the library staff and the public will take a strong vision, strong leadership and positive marketing.  Hopefully the ultimate goal is to make the library friendlier and more useful to everyone who wants and needs to use it. 

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