Archivist: How to Set Goals With Your Manager (Scripts & Rubrics)

How to Set Goals with Your Manager as an Archivist

As an Archivist, you’re the guardian of information, ensuring its accessibility and preservation for future use. But how do you translate that into goals that resonate with your manager and contribute to the organization’s strategic objectives? This isn’t about generic career advice; it’s about crafting specific, measurable, achievable, relevant, and time-bound (SMART) goals that align with your role and demonstrate your value.

This article will provide you with a framework to set goals with your manager that are not only achievable but also contribute significantly to the organization’s success. We’ll focus on aligning your goals with broader organizational objectives, quantifying your impact, and proactively addressing potential challenges. This is about ensuring your work is not just recognized, but also strategically valuable.

Here’s What You’ll Walk Away With

A goal-setting script you can adapt for your next meeting with your manager.
A rubric for evaluating the quality of your proposed goals.
A checklist for preparing for a goal-setting discussion.
A decision matrix to prioritize potential goal areas.
A language bank of phrases to use when discussing goals with your manager.
An understanding of common mistakes Archivists make when setting goals, and how to avoid them.
Key questions to ask to ensure your goals are aligned with organizational strategy.

What This Is and What This Isn’t

This is: A guide to setting effective, measurable goals as an Archivist.
This is: About aligning your goals with your organization’s strategic objectives.
This isn’t: A generic career guide applicable to all professions.
This isn’t: About setting personal development goals that aren’t directly related to your job.

Understanding the Archivist’s Core Mission

The core mission of an Archivist is to ensure the long-term preservation and accessibility of valuable information for the organization, while controlling risks related to data loss, compliance violations, and inefficient information retrieval. This mission informs the types of goals you should be setting.

Definition: An Archivist is responsible for appraising, acquiring, preserving, and making accessible historical records and archives. A strong Archivist proactively identifies and addresses potential risks to data integrity and accessibility.

For example, an Archivist might set a goal to digitize a collection of fragile documents to improve accessibility and prevent further degradation.

Why Goal Setting Matters for Archivists

Goal setting provides focus and direction, ensuring that your efforts as an Archivist are aligned with the organization’s strategic objectives. It also provides a framework for measuring your impact and demonstrating your value.

Without clear goals, your work can become reactive and less impactful. You might spend time on tasks that don’t contribute to the organization’s overall success. Goal setting ensures that you’re proactively addressing the most important challenges and opportunities.

Aligning Your Goals with Organizational Objectives

The most effective goals are those that directly support the organization’s strategic priorities. Before setting goals, understand your organization’s mission, vision, and values. Identify the key initiatives that are driving the organization forward.

For example, if your organization is focused on improving customer service, you might set a goal to improve the accessibility of customer records. If your organization is focused on reducing costs, you might set a goal to streamline the archival process.

Key Questions to Ask Your Manager

Before proposing goals, ask your manager questions to gain a better understanding of their priorities and expectations. These questions will help you align your goals with their vision and ensure that your efforts are focused on the most important areas.

What are the organization’s top priorities for the next quarter/year? This will help you identify areas where you can make the biggest impact.
What are the biggest challenges facing the archives department? This will help you identify areas where you can provide solutions.
What metrics are used to measure the success of the archives department? This will help you set measurable goals.
Are there any specific projects or initiatives that I should focus on? This will help you prioritize your efforts.
What are your expectations for my performance over the next quarter/year? This will help you understand what your manager is looking for.

Common Mistakes Archivists Make When Setting Goals

Archivists often make the mistake of setting goals that are too vague or too focused on individual tasks rather than strategic outcomes. Avoiding these pitfalls is crucial for setting goals that truly matter.

Setting vague goals: Instead of saying “Improve accessibility,” specify “Digitize 500 key documents to improve searchability and reduce retrieval time by 20%.”
Focusing on tasks, not outcomes: Instead of “Organize the collection,” aim to “Reduce the time required to locate specific documents by 15% through improved organization and indexing.”
Ignoring organizational priorities: Ensure your goals directly support the organization’s strategic objectives.
Not quantifying impact: Always include measurable metrics to track progress and demonstrate success.
Failing to consider risks: Proactively identify and address potential challenges that could hinder goal achievement.

The Goal-Setting Script for Archivists

Use this script as a starting point for your goal-setting discussion with your manager. Adapt it to your specific situation and be prepared to provide evidence and rationale for your proposed goals.

Use this when initiating a goal-setting discussion with your manager.

You: “I’ve been thinking about how I can best contribute to the organization’s goals in the coming [quarter/year]. Based on our previous conversations and the organization’s strategic priorities, I’ve identified a few areas where I believe I can make a significant impact. Specifically, I’m proposing the following goals: [List your proposed goals with measurable metrics]. I believe these goals align with [organizational objective] and will help us achieve [desired outcome]. I’m also prepared to address potential challenges such as [potential challenge] by [mitigation strategy]. I’d like to discuss these goals further and get your feedback.”

The Goal Quality Rubric for Archivists

Use this rubric to evaluate the quality of your proposed goals. Ensure that your goals are SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) and aligned with organizational objectives.

Use this when evaluating the quality of your proposed goals.

Goal Quality Rubric

Specific (25%): Is the goal clearly defined and unambiguous?

Measurable (25%): Can progress be tracked and quantified?

Achievable (20%): Is the goal realistic and attainable with available resources?

Relevant (20%): Does the goal align with organizational objectives?

Time-bound (10%): Does the goal have a clear deadline?

The Goal-Setting Preparation Checklist

Use this checklist to prepare for your goal-setting discussion with your manager. Being prepared will ensure that you can effectively communicate your ideas and address any concerns they may have.

Use this when preparing for a goal-setting discussion with your manager.

Goal Setting Preparation Checklist

[x] Review the organization’s strategic plan.

[x] Identify key initiatives and priorities.

[x] Analyze the current state of the archives department.

[x] Identify areas for improvement.

[x] Develop SMART goals that align with organizational objectives.

[x] Quantify the potential impact of each goal.

[x] Identify potential challenges and mitigation strategies.

[x] Prepare a presentation or document outlining your proposed goals.

[x] Practice your presentation and anticipate questions from your manager.

[x] Gather supporting data and evidence to support your proposals.

Prioritizing Potential Goal Areas: A Decision Matrix

Use this matrix to prioritize potential goal areas based on their impact and feasibility. This will help you focus your efforts on the areas where you can make the biggest difference.

Use this when prioritizing potential goal areas.

Goal Area Prioritization Matrix

High Impact, High Feasibility: Prioritize these goals. They offer the greatest potential for success and should be your top priority.

High Impact, Low Feasibility: Consider these goals if resources are available or if feasibility can be improved.

Low Impact, High Feasibility: These goals are easy to achieve but may not have a significant impact. Consider them if time and resources allow.

Low Impact, Low Feasibility: Avoid these goals. They are unlikely to be successful and will not contribute significantly to the organization’s objectives.

Language Bank: Phrases for Discussing Goals

Use these phrases to effectively communicate your ideas and address concerns during your goal-setting discussion. Using clear and concise language will help you build rapport and ensure that your message is understood.

Use these phrases when discussing goals with your manager.

Language Bank: Goal Setting Phrases

“I propose this goal because it directly supports [organizational objective].”

“I believe this goal is achievable within [timeframe] with the available resources.”

“I will measure progress by tracking [metric].”

“A potential challenge could be [challenge], but I plan to mitigate this by [mitigation strategy].”

“I’m open to feedback and suggestions on how to improve these goals.”

“I’m confident that achieving these goals will contribute significantly to the success of the archives department and the organization as a whole.”

“To ensure alignment, can you share your expectations for my performance?”

“What are the key performance indicators (KPIs) the archive department needs to achieve?”

“How can my individual goals best support the overall archive department’s objectives?”

What a Hiring Manager Scans for in 15 Seconds

Hiring managers quickly assess if an Archivist understands the strategic value of their role. They look for signals that you can translate archival work into measurable business outcomes.

Clear alignment with business goals: Does the goal directly support a strategic objective (e.g., compliance, cost reduction, improved access)?
Quantifiable impact: Is there a specific metric attached to the goal (e.g., reduce retrieval time by X%, increase data integrity by Y%)?
Proactive risk management: Does the goal address a potential risk or challenge (e.g., data loss, compliance violation)?
Resourcefulness: Does the goal demonstrate an ability to achieve results with limited resources?
Stakeholder collaboration: Does the goal involve working with other departments or stakeholders?
Problem-solving skills: Does the goal require creative solutions to complex challenges?

The Mistake That Quietly Kills Candidates

The most common mistake is failing to quantify the impact of your goals. Vague goals are a red flag because they suggest you don’t understand how your work contributes to the bottom line. Always include measurable metrics to demonstrate the value of your contributions.

Use this when rewriting a vague goal to be more specific and measurable.

Weak: Improve data security.
Strong: Implement multi-factor authentication for all archive access points, reducing the risk of unauthorized access by 30%.

FAQ

How often should I set goals with my manager?

You should set goals with your manager at least once a year, but ideally every quarter. This will ensure that your goals remain aligned with the organization’s strategic priorities and that you are making progress towards achieving them. Regular check-ins will also allow you to address any challenges or roadblocks that may arise.

What if my manager doesn’t provide clear direction or feedback?

If your manager doesn’t provide clear direction or feedback, take the initiative to seek it out. Schedule regular meetings to discuss your progress and ask for specific guidance on how to improve your performance. If necessary, escalate the issue to a higher level of management.

How do I handle conflicting priorities?

If you are faced with conflicting priorities, discuss the situation with your manager and ask for guidance on how to prioritize your work. Be prepared to explain the potential impact of each task and suggest a solution that will best serve the organization’s needs. Document the agreed-upon priorities and regularly review them to ensure they remain aligned with the organization’s objectives.

What if I don’t achieve my goals?

If you don’t achieve your goals, don’t be discouraged. Analyze the reasons why you fell short and identify areas for improvement. Discuss the situation with your manager and develop a plan to get back on track. Be honest and transparent about your challenges and demonstrate a willingness to learn from your mistakes.

How do I ensure my goals are aligned with my career aspirations?

When setting goals, consider how they will contribute to your long-term career aspirations. Choose goals that will allow you to develop new skills, gain valuable experience, and demonstrate your potential for advancement. Discuss your career goals with your manager and seek their guidance on how to achieve them.

What are some examples of specific, measurable goals for an Archivist?

Here are a few examples of specific, measurable goals for an Archivist:

Digitize 500 key documents to improve searchability and reduce retrieval time by 20%.
Implement multi-factor authentication for all archive access points, reducing the risk of unauthorized access by 30%.
Develop a disaster recovery plan for the archives department, ensuring business continuity in the event of a disaster.
Reduce the time required to locate specific documents by 15% through improved organization and indexing.
Improve the accuracy of metadata by implementing a standardized metadata schema.

Should I set stretch goals?

Yes, you should consider setting stretch goals, but be realistic about what you can achieve. Stretch goals should be challenging but attainable with extra effort and resources. Discuss your stretch goals with your manager and ensure that they are aligned with the organization’s strategic priorities.

How do I track my progress towards achieving my goals?

Track your progress towards achieving your goals by regularly monitoring the metrics you have identified. Use a spreadsheet, project management software, or other tool to track your progress and identify any areas where you are falling behind. Regularly review your progress with your manager and discuss any challenges or roadblocks that you are facing.

What if my goals change mid-year?

If your goals change mid-year due to unforeseen circumstances or changes in the organization’s strategic priorities, discuss the situation with your manager and revise your goals accordingly. Be prepared to explain the reasons for the changes and suggest alternative goals that are more aligned with the current situation. Document the revised goals and ensure that they are still SMART.

How do I handle pushback from stakeholders who don’t understand the value of archives?

If you encounter pushback from stakeholders who don’t understand the value of archives, educate them about the importance of preserving and protecting valuable information. Explain how archives contribute to the organization’s strategic objectives and provide examples of how archives have helped the organization in the past. Use data and metrics to demonstrate the value of your work.

What if I’m new to the role?

If you’re new to the role, focus on setting goals that will help you learn the ropes and become proficient in your job duties. Choose goals that are achievable and that will allow you to demonstrate your value to the organization. Seek guidance from your manager and colleagues and be open to feedback and suggestions.

How do I document my goals?

Document your goals in writing and share them with your manager. Use a template or document format that is approved by your organization. Include the following information in your goal document: goal description, metrics, timeframe, resources required, potential challenges, and mitigation strategies. Regularly review your goal document and update it as needed.

What are some quiet red flags that indicate a goal isn’t well-defined?

Here are some quiet red flags that indicate a goal isn’t well-defined:

The goal uses vague language like “improve” or “enhance” without specifying what that means in practice.
The goal lacks a clear metric for measuring progress.
The goal doesn’t have a specific deadline.
The goal doesn’t align with the organization’s strategic objectives.
The goal doesn’t address a potential risk or challenge.

How do I balance short-term and long-term goals?

Balance short-term and long-term goals by setting a mix of both. Short-term goals should be achievable within a quarter or less and should contribute to the achievement of your long-term goals. Long-term goals should be aligned with your career aspirations and the organization’s strategic objectives. Regularly review your goals and adjust them as needed to ensure that you are making progress towards both your short-term and long-term objectives.

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