Management of Libraries & Information Centres MCQ Quiz - Objective Question with Answer for Management of Libraries & Information Centres - Download Free PDF

The Correct answer is Both (i) and (ii) are correct.

Key Points

• Henri Fayol:
  • ​Henri Fayol (29 July 1841 – 19 November 1925) was a French mining engineer, mining executive, author, and director of mines who developed a general theory of business administration that is often called Fayolism:
  • He listed 14 principles of management.
  • He is also called the father of administrative management theory.
• ​Principles of Management by Henri Fayol
  • Division of Work: Divide tasks based on skills and expertise to improve efficiency. 
  • Authority and Responsibility: Maintain a balance between giving orders (authority) and expecting tasks to be completed (responsibility). Both go hand in hand to avoid issues.
  • Discipline: Ensure obedience to rules through good supervision, clear rules, and fair penalties. Discipline is vital for smooth functioning.
  • Unity of Command: Each employee should receive orders from only one superior to avoid confusion.
  • Unity of Direction: Have a single head overseeing activities with the same objectives to avoid duplication of work.
  • Subordination of Individual Interest to General Interest: Prioritize the organization's interest over individual interests for overall success.
  • Remuneration of Employees: Provide fair and satisfactory wages to foster harmonious relations within the organization
  • Centralization and Decentralization: Balance concentration of authority (centralization) with distribution at different management levels (decentralization) based on organizational needs.
  • Scalar Chain: Maintain a clear chain of command and communication from superiors to subordinates.
  • Order: Establish a proper place for everything and everyone, both in material and social aspects.
  • Equity: Treat employees equally, avoiding discrimination based on religion, caste, language, or nationality.
  • Stability of Personnel: Strive for stability and continuity of employment to enhance employee efficiency and organizational reputation.
  • Initiative: Encourage employees at all levels to take initiative in their work, fostering motivation and commitment.
  • Esprit De Corps: Develop a sense of belonging and team spirit among employees by integrating individual and group efforts towards common goals.

The Correct answer is A, B and D

Key PointsMaturity-Immaturity theory

• Chris Argyris's Maturity-Immaturity Continuum presents a theory of human personality development, suggesting that individuals naturally progress through a development sequence that can be either fostered or hindered by organizations.
• Argyris argues that many organizations impede their employees' progression toward mature, independent personalities by relying excessively on rules, procedures, and rigid structures.
• Seven Dimension/Characteristics given by Chris Argryis  

Motivation theory:

• Frederick Herzberg, a renowned behavioral scientist, introduced the two-factor theory of motivation in 1959, also known as the motivator-hygiene theory.
• This theory aims to explain the factors that influence job satisfaction and dissatisfaction among employees.
• Herzberg identified two distinct categories of job factors:
• Hygiene Factors:
  • Hygiene factors are essential for maintaining a satisfactory work environment but do not directly contribute to motivation.
  • Instead, they prevent dissatisfaction when adequately fulfilled.
  • These factors, also known as maintenance factors, include aspects like pay, company policies, fringe benefits, physical working conditions, status, interpersonal relations, and job security.
  • While the presence of hygiene factors does not necessarily lead to motivation, their absence can result in dissatisfaction among employees.
• Motivational Factors:
  • In contrast to hygiene factors, motivational factors pertain to the intrinsic aspects of the job itself and directly contribute to employee motivation.
  • These factors, also called satisfiers or motivators, include recognition, sense of achievement, growth and promotional opportunities, responsibility, and the meaningfulness of the work.
  • When present, motivational factors lead to positive satisfaction and enhance job performance.

Maslow's Hierarchy of Needs:

• ​​Maslow's Hierarchy of Needs is a psychological motivational theory Belonging to the Behaviour School of thought that presents a five-tier model of human needs, often illustrated as hierarchical levels within a pyramid.
• According to this theory, lower-level needs must be fulfilled before individuals can focus on higher-level needs.
• The hierarchy, from the bottom upwards, includes physiological, safety, love and belonging, esteem, and self-actualization needs.
• The original five-stage model encompasses

Douglas McGregor:​

• He propounded theory X and Theory Y of management.
• His 1960 book The Human Side of Enterprise had a profound influence on education practices.
• Theory Y is the practical application of Dr. Abraham Maslow's Humanistic School of Psychology, or Third Force psychology, applied to scientific management.

The Correct answer is Performance appraisal.

Key Points

• Performance Appraisal:
  • This is the systematic evaluation of an employee's job performance and contribution to the organization.
  • It helps in decisions regarding promotions, training needs, and compensation.
• Types of Performance Appraisals:
  • Self-assessments: Individuals evaluate their own behavior and job performance.
    • This process allows employees to reflect on their skills, achievements, and areas for improvement.
  • Peer assessments: Group members evaluate each other's performance, often utilizing a graphic rating scale.
    • Peer assessments from multiple members, known as crowd-based performance reviews, address issues associated with assessments from a single member.
  • 360-degree feedback: This involves multiple evaluations from various sources, including assessments from superiors, peers, and self-evaluations.
  • Negotiated performance appraisal (NPA): The NPA is an emerging approach facilitating communication between supervisors and subordinates.
    • It involves a facilitator preparing lists of what employees excel at, recent improvements, and areas needing enhancement.

Additional Information

• PPBS (Planning, Programming, Budgeting System):
  • ​This is a budgeting method that links planning and budgeting to ensure resources are allocated efficiently.
  • It is used for program evaluation, not individual employee performance.
• PERT (Program Evaluation and Review Technique):
  • A project management tool used to schedule, organize, and coordinate tasks within a project.
  • It’s useful for analyzing the tasks involved in completing a project but not for evaluating individual employee performance.
• Operations Research:
  • A method of applying analytical techniques to aid decision-making and problem-solving, generally in organizational or industrial contexts.
  • It is not used for evaluating individual performance.

The Correct answer is ​Douglas McGregor

Key Points

• In 1960 Douglas McGregor formulated Theory X and Theory Y suggesting two aspects of human behavior at work.
• one of which is negative called Theory X.
• the other is positive called Theory Y.
• Theory X presents a pessimistic view of employees' nature and behavior at work, while Theory Y presents an optimistic view of the employees’ nature and behavior at work.

Key Points

• Cycle Counting is a method of inventory management where a small subset of inventory is checked on a specific day.
• This method contrasts with traditional stocktaking, which involves counting the entire inventory at once.
• Cycle Counting helps in maintaining accurate inventory records continuously.
• It is particularly useful in large warehouses and retail environments where counting the entire inventory at once is impractical.
• By verifying a small portion regularly, discrepancies can be identified and addressed promptly, improving inventory accuracy.
• This method is more time-efficient and cost-effective compared to full inventory counts.
• Benefits:
  • Accuracy: Regular checks maintain accurate inventory records.
  • Reduced Discrepancies: Early identification of issues prevents larger discrepancies.
  • Improved Management: Continuous inventory checks improve control and management.
  • Cost Savings: Helps prevent overstocking and stockouts, saving costs.

 Additional Information

• Verifying the entire collection at once
  • This method is often referred to as full inventory counting or stocktaking.
  • It is usually conducted at the end of a financial year or during specific periods.
  • Full inventory counting can be time-consuming and may require the closure of operations to count all items.
• Counting books every time a new book is added
  • This method is not practical for large inventories and can lead to operational disruptions.
  • It is more suitable for small collections or unique items.
• Only verifying digital items
  • This method neglects the physical inventory, which is crucial for most businesses.
  • Digital verification is more applicable to digital assets like software licenses, not physical stock

The correct answer is Job evaluation.

Key Points

•  Job evaluation:
  • ​A job evaluation is a systematic way of determining the value/worth of a job in relation to other jobs in an organization.

  • These are some of the primary methods of job evaluation explained below:

  • Ranking Method

  • Classification Method

  • Point Method

  • Factor Comparison Method

  • Pay Survey Method

  • Job Evaluation Committee

  • Analytical Job Evaluation

• Job description:
  • ​The job description is a broad statement of the purpose, duties, and responsibilities of a job or position.
  • It is abbrivated as JD.
  • it should always be made available to applicants for their study and review.
• Job specification:
  • A job specification is an official document that describes the duties, required knowledge, skills and abilities, and minimum qualifications of State jobs.
  • Job specification lists qualities that the employee should or sometimes, must have in order to qualify for the job.
• Job performance:
  • ​Job performance assesses whether a person performs a job well.
  • John P. Campbell describes job performance as an individual-level variable or something a single person does.
  • Job performance is a consistent and important outcome of core self-evaluations (CSE).

Additional Information Human Resource Management: HRM means employing people, developing their capabilities, utilizing, maintaining, and compensating their services in tune with the job and organizational requirements.

The correct answer is PERT:

Key Points

•  PERT;
  • It stands for Program Evaluation and Review Technique. it was developed in 1958 by US Navy.
  • PERT is the method of system analysis.
  • PERT chart depicts tasks, duration, and dependency information.
  • In PERT activities are shown as a network of precedence relationship using activity on arrow network construction and it is used for non-repetitive 
  • This technique uses probabilistic time estimates.
• TQM:
  • It stands for Total Quality management and its concept was developed in Japan.
  • It was promulgated by Edward Deming and Joseph M Juran.
  • TQM focuses more on employees and Customers.
  • TQM can be applied in libraries by applying ISO.
  • Important Elements of TQM include;
    • Customer driven quality
    • TQM leadership from top management
    • continuous improvement.
    • fast response
    • Action Based on Facts etc
• Decision Tree analysis;
  • A decision tree is a flowchart that starts with one main idea and then branches out based on the consequences of your decisions. It’s called a “decision tree” because the model typically looks like a tree with branches.
  • Steps in Decision Tree Analysis
    Define the problem in structured terms. ...
    Model the decision process. ...
    Apply the appropriate probability values and financial data. ...
    “Solve” the decision tree. ...
    Perform sensitivity analysis. ...
    List the underlying assumptions.
• CPM;
  • it stands for the critical path method used for planning and scheduling a set of project activities.
  • It was developed by Morgan R Walker and James E kelly.
  • CPM was first time used in 1966 
  • CPM charts are similar to PERT charts and are sometimes called PERT/CPM 
  • The network analysis technique consists of PERT/CPM
  • CPM is the statistical technique of project management.

The correct answer is the Maintenance Section.

Key Points

• Maintenance Section-
  • The maintenance Section in a library is responsible for maintaining the condition of library materials.
  • Shelving, Weeding, Sewing, and Stock Verification are some of the important functions of the Maintenance Section.

Additional Information

•  Acquisition-
  • The acquisition is the department of a library that is responsible for the selection and purchase of library materials.
  • Document selection, Document Procurement, and Document Assessioning is some key responsibility of the Acquisition Department.
• Circulation-
  • Circulation is an important responsibility of the Circulation and the Lending Department.
• Serial Control-
  • The serial Control system is responsible for managing the materials that come into the library on a frequent basis such as periodicals, newspapers, annuals, etc.

The correct answer is Ranking Technique.

NOTE: Expert-Estimate Technique, Trend Projection Technique, Modelling Technique, and Unit Demand Forecasting Technique, are all methods of Human Resource Planning technique but Ranking Technique is not a method of HRP.

Key Points

• Human resource planning is a process whereby courses of action are determined in advance and continually updated with the aim that the “Library is a growing organism” and it will grow in terms of building, services, equipment, and reading material or sources of information.
•  Keeping in view the above-mentioned factors, the following methods and techniques of human resource planning can be undertaken:
  • Expert-Estimate Technique: 
    • ​According to this technique, the opinion of the experts is invited based on their personal experience.
    • This technique can be more effective if experts use the 'Delphi Technique, which is a set of procedures to obtain the most reliable consensus of opinion of a group of experts.
  • Trend Projection Technique: 
    • According to this technique, the trends of services and staff in the past are taken into account.
    • Staff strength can be matched against the staff that is actually involved in the work.
  • Modeling Technique: 
    • ​Staff requirements can also be estimated using the most sophisticated forecasting and modeling techniques. 
    • Mathematical models are designed on the relationships. Estimates are projected, using methods such as 'The Markov Model' and analytical formulations such as regression analysis.
  • Unit Demand Forecasting Technique: 
    • ​This technique is a bottom-up approach to forecasting staff estimates.
    • The top management sums up the unit forecast to project the total employment forecast

The correct answer is Bolman and Deal:

Key Points

• Lee Bolman and Terrence Deal introduced the four-Framework model of leadership in 1984.
• The four frames in the Four-Frame Model are as follows:
  • The structural frame: The structural frame is a task-oriented frame. It focuses on strategy, setting goals that can be measured, clarifying tasks, etc.
  • The human resource frame: The human resources frame focuses on providing employees with power and the opportunity to do their job well while addressing needs such as personal growth, human contact, and job satisfaction.
  • The political frame: The political frame addresses the problem of different and often hidden agendas people may have under one organization.
  • The symbolic frame: The symbolic frame is focused on inspiring people by providing the organization with a direction that’s distinctive and significant to its members.

Additional Information

• The Tannenbaum-Schmidt Leadership Continuum:
  • ​In 1958, contingency theorists Robert Tannenbaum and Warren Schmidt identified a continuum of seven distinct leadership styles, which they published in the Harvard Business Review
  • The model highlights seven leadership styles that occur across the continuum:
    • Tells,Sells, Suggests, Consults, Joins, Delegates, Abdicates
• ​William James Reddin 3D Theory:
  • R​eddin's research published in his 1983 Ph.D. thesis, Managerial Effectiveness and Style: Individual or Situation indicated that the notion of a single ideal management style was not sound nor useful. 
  • Reddin wrote in his book that explains his theories and models, called Managerial Effectiveness published in 1984.
• ​Blake and Mouton's Leadership Model (Managerial Grid):
  • The managerial grid, also known as the management grid, was proposed by Robert Blake and Jane Mouton and is a behavioral leadership model.

The correct answer is the Per capita method

Key Points

•  Per capita method:
  • In this method, a minimum amount per head is fixed, which is essential for providing standard library services.
  • University Grants Commission Library Committee ` recommended that a university provide Rs. 15 per student and Rs. 200 per teacher for acquiring reading material for its library.
  • The Kothari Education Commission (1964-66), however, recommended that as a norm, a university should spend each year about Rs. 25 for each student and Rs. 300 per teacher.
  • Ranganathan suggested that per capita expenditure on university and college libraries should be Rs. 20 per student and Rs. 300 per teacher, or Rs. 50 per student.
  • Ranganathan suggested a 50 paise per capita expenditure way back in 1950.
• Method of proportion:
  • ​This method presupposes that the authorities provide adequate finances to the library from their regular budget and that a particular minimum limit is fixed.
  • The University Education Commission had recommended that 6.5 percent of a university's budget would be a reasonable expenditure on its library.
  • UGC also suggested “this expenditure could vary from 6.5 to 10 percent.
  • Ranganathan suggested that either 10 percent of the total budget or 6 percent should be earmarked for public library purposes.
• Method of details:
  • ​According to this method, all items of expenditure of a library are accounted for while preparing the financial estimates.
  • These are of two types, viz., i) recurring or current expenditure and ii) non-recurring or capital expenditure.
  • Ranganathan suggested the circulation of recurring/ current expenditure and non-recurring/capital expenditure.
  • The Advisory Committee for libraries, Government of India followed almost a similar method for estimating the financial requirements for establishing a countrywide public library system. 
• Formula method:
  • In this method, a formula based on financial norms and norms is accepted. This appears to be a detailed and dynamic method. Hence saves a lot of time. But it is not responsible for minor variations in each library and its consumers and services.

Additional Information

•  University Education Commission (1948-49) was the first Commission on education after Independence.
  • The Commission was appointed under the chairmanship of Dr. S. Radhakrishan.
• Education commission was appointed under the chairmanship of Dr. Lakshamanaswami Mudaliyar in 1952 to address the issues
  related to school education.
  • The Commission introduced the policy of developing a three-year national system of secondary education (after eight years of elementary education).
• The Education Commission (1964-66): Drawing on Nehru’s Mission and articulating most of his key themes, the Kothari Commission (1964-66) was set up under the Chairmanship of Dr. D. S. Kothari to formulate a coherent education policy for India.
• National Knowledge Commission (NKC) was constituted in June 2005 by the prime Minister Dr. Manmohan Singh, under the Chairmanship of Mr. Sam Pitroda,

The correct answer is Wilfried Kruger.

Key Points

• The Change Management Iceberg was proposed by Wilfried Kruger.
• It highlights that managers tend to focus primarily on the tangible aspects of change such as cost, quality, and time, which make up only about 10% of the overall issues, Beneath the surface lie the more significant, but often overlooked, soft issues.
• Only a small fraction, approximately 10%, of organizational change is visible above the surface, while the remaining 90% remains concealed beneath the iceberg.
• Change impacts four types of individuals within an organization:
  • Promoters: Those who actively support the change.
  • Potential promoters: Individuals who might support the change once they are fully convinced.
  • Opponents: People who resist the proposed changes.
  • Hidden opponents: Those who outwardly seem to support the change but secretly oppose it.

The Correct answer is F. W. Taylor.

Key Points

• Taylor is often considered the father of scientific management, also known as Taylorism.
• The term “Scientific Management” was first of all given by Louis Brandeis in 1910.
• Taylor gave much concentration on the supervisory level of management and the performance of managers and workers at an operational level.
• The five principles of management by F.W Taylor.
  • Science, not the Rule of Thumb,
  • Harmony, Not Discord,
  • Mental Revolution,
  • Cooperation, not Individualism,
  • Development of Every Person to His Greatest Efficiency.

Additional Information

• Peter Drucker-
  • Peter Drucker coined the term "Management By Objective (MBO) in 1954.
  • He is an Austrian-American management consultant, educator, and author.
  • Drucker also coined the term "Knowledge Worker" in 1959.
• Henry Fayol,
  • ​He is also known as the ‘father of modern management theory’ and gave a new perception of the concept of management.
  • He introduced a general theory that can be applied to all levels of management and every department.
  • He postulated the fourteen principles of management.
• Peter Pyhrr developed the idea of Zero-based budgeting.

The correct answer is "Zero-based budgeting".

Key Points

• Zero Based Budgeting
  • ​The preparation of the Library Budget without considering the previous year's budget is known as Zero Based Budgeting.
  • It is an operating, planning, and budgeting process which requires the entire budget request in detail from scratch. Hence, It is also known as Start from Scratch Budget.
  • This method of budgeting was developed by Peter Phyrr during the early 1970s.
  • It is an operating, planning, and budgeting process which requires the entire budget request in detail from scratch.
  • It has much in common with PBBS and is opposite to Historical Budgeting.
• Program Budgeting-
  • This method of budgeting ​"tries to answer the questions 'what purpose the money is being spent" and 'how resources have to be deployed for each program?"
  • This method of budgeting was propounded by Hoover in Hoover Commission Report (1949).
• Formula Budget
  • ​Use of Mathematical Formulas to determine the capital required to produce a given output.
  • It was developed by Eric A. Hanushek.
• Performance Budget
  • It is based on the relationship between program funding levels and expected results.
  • It reflects both the input of resources and the output of services.
  • It reflects the estimated expenses and revenues of the libraries.

The Correct answer is Behavioral school.

Key Points

• Maslow's Hierarchy of Needs:
  • ​Maslow's Hierarchy of Needs is a psychological motivational theory Belonging to the Behaviour School of thought that presents a five-tier model of human needs, often illustrated as hierarchical levels within a pyramid.
  • According to this theory, lower-level needs must be fulfilled before individuals can focus on higher-level needs.
  • The hierarchy, from the bottom upwards, includes physiological, safety, love and belonging, esteem, and self-actualization needs.
  • The original five-stage model encompasses:
    • Physiological Needs:
      • These are basic biological requirements for human survival, such as air, food, drink, shelter, clothing, warmth, sex, and sleep.
      • Maslow regarded physiological needs as the most crucial, as other needs become secondary until these are satisfied.
    • Safety Needs:
      • ​This level involves protection from elements, security, order, law, stability, and freedom from fear.
    • Love and Belongingness Needs:
      • After fulfilling physiological and safety needs, the third level pertains to social needs, including feelings of belongingness.
      • This involves interpersonal relationships, such as friendship, intimacy, trust, and acceptance.
    • Esteem Needs:
      • ​Maslow categorized esteem needs into two types: (i) self-esteem (dignity, achievement, mastery, independence) and (ii) the desire for reputation or respect from others (status, prestige).
    • Self-Actualization Needs:
      • This level focuses on realizing personal potential, seeking self-fulfillment, and experiencing personal growth and peak experiences.
      • It reflects a desire "to become everything one is capable of becoming."

• It is important to note that Maslow's (1943, 1954) five-stage model has been expanded to include cognitive and aesthetic needs (Maslow, 1970a) and later transcendence needs (Maslow, 1970b)

Additional Information

• Bureaucratic school:
  • The Bureaucratic school, influenced significantly by Max Weber (1864-1920), often hailed as the 'father of the bureaucratic management theory,' emphasizes the rational and efficient aspects of organizational structure.
  • Weber proposed a bureaucratic management theory that he deemed more logical and effective than historical models
  • This theory is marked by two key components.
    • Firstly, it advocates for the organization of an institution into a hierarchical structure, delineating clear lines of authority and responsibility. This hierarchical arrangement aims to 
    • Secondly, Weber's theory emphasizes the adherence to clearly defined rational-legal decision-making principles by both the organization and its members. This involves making decisions based on established rules, regulations, and legal frameworks, promoting consistency and predictability in organizational actions.
•  Systems Approach or System School:
  • ​The "Systems Approach" or "Systems School" is a widely accepted theoretical basis for modern management.
  • In this approach, a system is defined as "a set of elements standing in interrelation among them and with the environment."
  • The key emphasis is on the interaction among elements to create a dynamic and whole system.
  • A system, if open, interacts with its environment, and an organization is viewed as one subsystem within a larger environment.
•  Contingency approach or contingency school:
  • ​The Contingency Approach, also known as the "Situational Approach," asserts that there cannot be a universal management action suitable for all situations.
  • Instead, an appropriate action is crafted based on the specific characteristics of the external environment and the internal conditions and needs of an organization.
  • Contingency theorists argue that the Systems Approach does not sufficiently articulate the exact relationship between an organization and its environment.
  • The Contingency School seeks to address this gap by proposing specific actions that should be taken in response to environmental events.