The world has always had innovators and inventors. According to Wikipedia the oldest known tools used by humans are 2.5 to 2.6 million years old. In the late 1800’s Benz and then Daimler produced vehicles with an engine. Henry Ford manufactured cars in the United States and his fortunes really took off when he started producing black Model T’s on an assembly line. General Motors started offering colour choice and an annual model change, which forced Ford to change. And so on. From earliest times there have always been those who have had new, interesting, innovative ideas. Where do those ideas come from, what is the spark?

I am looking at a poster on my wall. I picked it up at Christmas in a home decorating store; the price was reduced, but more importantly, it spoke to me. What does it say? I quote the lines on the poster; the musings are mine.

“Say something silly”, raise eyebrows, start people talking. Brainstorming sessions when they are “real”, when people truly speak their mind, can generate some great ideas. Some say that it was not Ford who developed the idea for the assembly line, that it came from his employees.

Start with a chuckle, into a belly laugh and eventually you will “Laugh ‘til it hurts,” and those around you will join in. We have all heard about the health benefits of laughter and if we are healthier we are happier and less stressed and more creative. Collaboration will more likely thrive in a workplace that is fun filled with happy people.

“Take a risk.” Do you have the courage to bet on your ideas? Ever sat in a meeting and had an idea, but before you said it, someone else did. And then everyone agreed that it was pure genius. Need I say more?

“Sing out loud” and if you aren’t a singer, then yell, grab a mike and announce it to the world, write a blog post, tweet, be heard. One small idea, like a seed that is nurtured can grow into a mighty oak.

“Rock the boat” does not mean that we have to tip and drown. Sometimes a little rocking makes us realize that we are in unsafe waters and we need to take precautions. Has Amazon not rocked our (librarians) boat? Replacing the library catalogue with a discovery tool means that we are able to better assist library users. Thanks Amazon.

 “Shake things up” by having everyone in the organisation do someone else’s job today. A new set of eyes will reveal stale ideas, inefficient processes, procedures that are no longer necessary. Remember ‘we do it this way because we always did it this way’ is not a good reason to do anything. Imagine the opportunities you will discover.

“Flirt with disaster.” I’m not talking about courting disaster, à la Amy Winehouse, or inviting disaster by living on a known flood plain or hurricane alley, but a simple flirtation, something that gets the adrenalin flowing, the energy levels up, and you feel like you can do anything. That is when the creative juices start flowing.

“Buy something frivolous” does not have to mean expensive. Frivolous is actually defined as trivial or unimportant, and maybe the candies in the bowl on the circulation desk may appear trivial to you, but to your library users, they may mean a thoughtful gesture.

“Colour outside the lines.” Jeff Tobe teaches companies to “Colour outside the lines without falling of the page.” Is this the new way of saying “think outside the box?”

“Cause a scene” or you will not be noticed and when you are forgotten, people stop coming to your library or using your services and then your budget is cut, staff are lost . . . Causing a scene does not have to be bad, but since most of us do not like attention, it seems like a bad thing. But why shouldn’t libraries be noticed, talked about and the centre of attention for once!

 “Order Dessert” or just ask for more, please. Let your vendors know that you need just a little extra from them, if you are going to sign on the dotted line. Let administration know that the budget cuts have to stop, there’s only so much money that can be saved by the library before the organisation is hurt because of the inadequate library funding.

We are encouraged to fit the norm and not “Make waves.” Why? If Galileo, Newton and Einstein did not make waves where would we be? If Coco Chanel had not come along what would 50% of the population be wearing? Jump in and make your own waves.

 “Get carried away” by your vision for the future and “Have a great day.”

My first article asked, “Where have all the articling students gone?” One of the posted comments prompted this article. The comment was:

When Gen Ys do come to you for advice on how to start researching an issue, where do you get them to look first? Classic texts, online texts or search engines of the literature or cases?

It’s not the resource that determines the advice I provide, it’s the question itself. Most often my advice is straightforward: start broadly with secondary sources, use those to narrow your research, and then finish off updating with primary sources, i.e. case law and statutes. There are always exceptions that more experienced users will follow, but read any blog, book or brief on legal research and the song is the same: Why spend your time blindly looking for the leading case when an esteemed (and far more learned ) legal mind has already done it for you?

Our commentator went on in his post to plainly state one of our biggest challenges:

I’m curious about how much Google-centric habits can be moderated or harnessed to direct them to the best sources.

Little does he realize, his statement also provides the solution.

In that first blog, we looked at a number of the characteristics of the cohort called Gen Y or Millennials that differentiated them from their predecessors. Some of these attributes have made imparting our hard earned knowledge and experience a challenge for both sides. We have answers to questions they haven’t even asked yet, and then when the questions come up, they don’t bother to ask.

At the risk of repeating myself, this is the first generation that grew up with a fully formed and functional internet at their fingertips. The one thing they are used to finding is information. In life before law, general information, serendipitously found, was good enough. They were raised being told they were wonderful and everything they did, any effort they made, was excellent and sufficient unto the day. Why should graduating law school change anything? The Wikipedia / Google double shot had always worked before, why shouldn’t it work now? The Information Professional has come up against information pros.

I believe that the amount of productive, successful research time the Gen Ys spend with librarians is directly related to moderating their Google-centric habits. As things stand right now we have a few short hours to convince them that we have knowledge of methodologies, protocols and resources they couldn’t possibly find and learn in the time it takes us to teach them the same. We have to get them to trust that we can actually help them become more efficient and effective students / lawyers and in so doing, make their lives easier. We are the liaison between old timey research techniques and shiny new people who can type faster with two thumbs than we can with 10 fingers. We have to get them to buy into a new world of research methods and information analysis. Serendipity is not a plan. With tougher task masters good enough is not enough any longer.

In the past most law firms provided formal training in legal research to summer and articling students. They all got the same training. Some students would recognize the library staff as the allies they are: always there to answer questions, assist in information gathering, and or just to listen and help suss out garbled instructions. Students used the opportunity to build a relationship with the staff. The more they came to us, the better the work they produced, a difficult year was made that much less stressful.

But more frequently, and we’ve all seen them, there are those who grudgingly endure the training sessions, only to then disappear believing they can manage on their own. But all it takes is one question, one seemingly impossible legal problem to see them return, confused, frazzled, and somewhat sheepish when they realize their way isn’t efficient or effective or acceptable to their superiors. These Gen Ys making their way into our libraries are different in that they are more like Adult Learners than ever before. These young adults have spent their whole lives in learning situations, and they need to be treated as the professional students they are. Adult learners need to sold on the “why” more than the “how”. So, the question is, how do we ensure we develop a productive relationship.

Studies indicate that learner-centered instruction is the best approach when working with adults. They learn tools and resources better through training that is problem or task based. For example, instead of baldly informing them of the existence of such resources as personal injury quantum digests, when to use it, how to find the call number and whether or not you have it available electronically, rather present an interesting slip and fall issue, and then task them with finding answers using Google, other internet resources and what’s available in the library. Then of course, the proof in the pudding, comparing results afterwards to see what worked best!!!

While I would suggest reading the article “Guidelines for working with adult learners,” here are some helpful hints to keep in mind when designing lessons or training:

• Capitalize on the first session
• Incorporate group work
• Break the traditional classroom routine
• Use humour
• Support opportunities for individual problem solving

Great – we have spent some time with Gen Ys and convinced them to come into the library/information centre. If they are like more than 60% of recent undergrad, they have managed to get a degree without setting foot in a library. Your work is not yet done. We have convinced them they need to use a book (e-resource, database), but where to start, which book is the best one? Consider the following:

• Books with “Recommended” stickers on the spine and / or in the library catalogue, so when they are looking they can be assured they will find the best books easily
• Perhaps a resource list / pathfinder on the core essentials in the general areas of law
• Remember that everything you have, print and electronic, has to be easily accessible from one place, ie, a catalogue record to an e-resource with the sign-on protocol included. Make your catalogue a true Discovery Tool.
• If your firm has a portal with a search engine, are the library results coming up in a general search?

John Papadopoulos, in his SLAW post Born Digital Students and Research identified a recent study that showed even though Millennials may have grown up with computer and internet access, their use of it is not as sophisticated as we might assume and they believe. It’s an unfortunate confluence between universal access to mediocre information sources and a softening of our expectations when it comes to education and results. While it’s important to try to think like Gen Y articling students/lawyers, and understand where they are coming from, their world is changing, from student to future lawyer. Google does have a place; we just need to help them understand what it is, and while we shouldn’t dismiss free online tools that are available, in the interest of efficient, accurate research, our best efforts would be to prove to students they are better served using established methods and resources.

A big thanks to my co-author Linda Zardo, Reference Librarian and Articling Student Go-To person here at the Toronto Lawyers Association.

The Ontario provincial government's decision to terminate all of the permanent Masters' Registrar positions, and to have other people do their jobs (with per diem registrars in Court and other government employees performing the other job functions of the Registrars) has been noted and commented upon by Sam Marr, TLA President. He has written to Lynne Wagner, Assistant Deputy Attorney General and Lynn Norris, Director, Court Operations (Acting) after learning of these developments.

Below is an excerpt from Mr. Marr's letter:

Masters play a vital role in the administration of justice in this city. They have unparalleled and unsurpassed expertise in the Rules of Civil Procedure and in the management and trial of Construction Lien Act matters. They provide vital case management functions in complex multi-party cases. They conduct settlement conferences in simplified procedure actions, they handle the lion's share of procedural motions and, I expect, most members of the civil litigation bar have more contact with the Masters, and their Registrars, than with judges. It is fair to say that the Masters work is the 'bread and butter' of civil practice in Ontario. Any impediment to the smooth operation and functioning of the Toronto Masters' Office will inevitably lead to costly and expensive delays in Toronto's civil justice system.

Historically, each Master had his or her own Registrar, who sat with the Master in court, scheduled matters, conducted data entry and interfaced with the Bar and self-represented litigants. I have personally had many opportunities to deal with the Registrars and I can attest to their professionalism and the vital role they play in ensuring that Masters’ courts run smoothly, and that justice is carried out quickly, efficiently and fairly.

It has very recently come to our attention that the provincial government, as far I know with no consultation with the Bar, and virtually no consultation with the Masters, unilaterally decided to terminate all of the permanent Registrar positions, and to have other people do their jobs (with per diem registrars in Court and other government employees performing the other job functions of the Registrars).

Due to the judicial role of the Masters, they cannot aggressively or publically engage the government in debate. As members of the Bar it is our role to advocate for them, and for us, to ensure the public interest is protected.

We understand the fiscal pressure the government faces in this difficult economic environment. However, the justice system is a core government service, and the Masters are central figures in that service, without which justice cannot be dispensed in Toronto. More consultation should have occurred before the terminations were announced.

Having said that we want to make sure that as you now enter a new phase in this process, you consult with the Masters and the Bar as to how the system can work better. There may be efficiencies we can think of that you have not considered. It is also vital that you carefully consider the Masters' requirements so that any “new system” and staffing allocations be done in a way that minimally disrupts the Masters' working environment and ensures the most efficient delivery of justice to the citizens of Toronto. As just one example we must ensure that those assigned to the Registrar in Lien court are familiar with the unique issues and functions of the Registrar in posting monies and bonds to vacate construction liens.

 I would be pleased to attend a meeting with you and the Masters to canvass these issues.

This is my first column for Slaw, and may I say, it is an honour to be asked to contribute. Of all the reading material that crosses my desk and my computer, Slaw is one of the few for which I have always made time, even if it’s just to scan titles. The combination of blogs and columns always seems to bring me information, just when I need it, or even better, before I know I need it.

By way of introduction, for many years I worked as a Law Librarian in Bay Street law firms. I even spent a few years as the Library Manager at a very prestigious private school just outside Toronto. In the summer of 2010, I became the Library Manager/Executive Director of the Toronto Lawyers Association and that meant that, among many other duties, I was now responsible for the Court House Library at 361 University Ave; a few blocks from Bay St, but, in fact, a world away.

Imagine my chagrin, this beautiful library with access to QL, Criminal Spectrum, and an excellent current and historical collection, to find it so little used by younger lawyers. Nothing new you say, but if you think it’s difficult to get students to come to your library when it’s a couple floors away, try when you’re five blocks from their office. We are all encountering the same challenge; the generation known as the “Gen Ys” (Millennials, Generation Next, Echo Boomers -generally people born anywhere from 1977 to 1995) are not to be found in the library in the same numbers as their older counterparts, even though their need for information hasn’t changed, if anything, it’s become even more complicated.

In large law firms that have one, lawyers and students still use the library; with a good collection and capable staff, word spreads. Research procedures get taught, even if it’s only by virtue of standing next to a librarian, and observing. Experienced lawyers will tell an Articling Student, ‘Go the library and see so and so; they’ll help you.’ And sometimes when a student is absolutely stumped – endless hours on QL or Westlaw have not retrieved the desired results, as a last resort, they will go to the library.

But not everyone practices on Bay Street (my Toronto point of reference, feel free to fill in your own local reference). There are many small firms out there who do not have the luxury of a library or trained library staff. How do their Articling Students find information? They don’t have the time come to my library when an answer is needed immediately, so they resort to the Internet – they simply can’t help it. As a librarian I worry about their approach, the quality of their research and the fact that important decisions may be based on inadequately researched issues.
There are two or more generations involved in this problematic scenario: First the Gen Y’s; they may not fully appreciate what a library can do for them; and the Baby Boomers, who have forgotten what they knew about legal research best practices and to some extent have been lulled into believing everything is free on the Internet. Too much to tackle for one column, so let’s concentrate on the Gen Y`s.

Richard Sweeney, University Librarian at New Jersey Institute of Technology, said the following about Gen Y’s: “they have such vastly different needs and expectations . . . that libraries are being forced to rethink and redesign library services, technologies, and buildings.” He goes on to warn, “In the future, all organizations will have to meet these demands in order to sustain their own existence.” Some may say his warnings are overly dire, but whatever you believe, we need to learn more about this generation that is entering the work force and seemingly changing the world to suit them.

Some Characteristics of Gen Y`s:

• High self-esteem: They grew up in a world where everyone was cherished or special. Every day Mr. Rogers told them just how special they were
• Risk adverse: looking for security, benefits, comfort and not confrontation
• Positive, optimistic: In their lives the economy grew, technology became cheaper and generally things were on the up and up — often called the can do generation
• Peer and peer group oriented: They rank peers as their number one source of information and want to have what each other has; they are often seen to move in a herd.
• Want to make a difference: They are issue oriented and will buy for a cause.
• Love technology: Not all are tech-savvy but they are the first generation who has had technology throughout their whole lives. It is part of their identity. They are impatient in any setting that is not technologically up to date.
• Appreciate diversity
• Multi-taskers: They have short attention spans and are accustomed to instant gratification.
• Teachable, open to training. Educated, they are the most educated generation or on their way to becoming so and the first generation in which a majority will have some form of education beyond high school.
• Value collaboration
• Adult-olescent: Delaying marriage and childbearing until later than any previous generations. Many live with parents and value their parents and think of them as friends.
• Value their individuality: Feel strongly that they are unique individuals and as such value their identity.

Some thoughts on how to work with them:

Communication style

Be concise. They are impatient. They have lots on the go with multiple text conversations, Facebook to update and real work to do. They like short – if we use email, it should be short, although email is their least preferred method of electronic communication. If you want to be sure to reach them, send a text.

Positive feedback is expected; they are the generation that grew up with the last place team on the soccer pitch getting a participation trophy. They continue to expect that and if you will not do that, let them know. They don`t know that your generation does it differently, nor does it occur to them to find that out.

In libraries, we can be a trusted guide during their early years of legal practice. Articling and the subsequent first few years of practice can be stressful; however, with a librarian’s assistance those important years can be made more successful. While at the law firm I made sure to study the pictures that accompanied bios of new students that were sent around before we had library training. They were really impressed when I could call the new students by their first names in those first few weeks. Remember, while they travel in a pack, they also consider themselves unique.

Training

Whether it be library research, docketing procedures or using internal firm systems, remember to set them up for success. Break processes into small manageable tasks that build on the success of the previous task. That also agrees with short attention spans. Any handouts, pathfinders, or guides should be easy to use.

“Free” appeals to them. Why not ask a vendor or supplier if they have any swag they can provide for your training session? When I did training I liked to reward the first person who answered a question, or if an answer was really “awesome”, an unexpected prize was always greeted with pleasure.

Use technology

If the IT/IS department in your firm or organisation can use remote technology to troubleshoot or teach, why can’t you do that when someone calls with a question? I can’t tell you how to use the various technologies available to you, just keep in mind that if you are not using them, you are not going to be noticed or taken seriously. Did you know that 2/3 of Gen Y’s spend more time on WiFi than watching TV? And when they are out and about if they can’t find WiFi for free, they will go elsewhere.

Here’s a sampling of technologies that you may want to consider:

social media (LinkedIn, facebook, Twitter, Foursquare); social bookmarking; mobile apps; QR codes (barcodes on steroids, see what Sarah Glassmeyer says about those); converting a PowerPoint to flash and then putting it on YouTube using ISpringFree; a YouTube channel for your organisation; using screencasting to create a video to use for tutorials; using Join.me for screen sharing and online meetings; wikis; tablets; iPads; eBooks; photocopiers that can scan and send to email; digital picture frames that can run PowerPoint presentations; Mail Chimp or Constant Contact if you do have to send communication via email.

I am just in the beginning stages of trying to build connections with Gen Y’s. With the information and insight into their habits, characteristics and preferences I hope to forge long lasting relationships with a whole new group of library users. I hope that I have provided you with a few ideas on how to work on those relationships too. I would love to hear about your success stories.