What to Ask in Week 1 as an Archivist

Starting a new Archivist role? Don’t just sit back and observe. Use week one to build a foundation for success. This guide provides the exact questions to ask to understand priorities, stakeholders, and potential roadblocks. You’ll walk away with a clear action plan for your first 30 days, a stakeholder map, and a set of questions that will position you as proactive and insightful.

What You’ll Walk Away With

• A 30-day action plan: Prioritized tasks for your first month, ensuring you focus on what matters most.
• A stakeholder map: Identifying key individuals, their priorities, and potential areas of conflict.
• A “clarity questions” script: Exact wording to use when seeking information, demonstrating your proactive approach.
• A risk assessment checklist: Spotting potential problems early, allowing you to mitigate them before they escalate.
• A document request email template: Efficiently gathering essential information from various sources.
• A meeting agenda for your first check-in with your manager: Ensuring a productive and focused conversation.

Why These Questions Matter

The first week sets the tone. Asking the right questions shows initiative and helps you quickly understand the landscape. A strong start can prevent costly mistakes down the line and build trust with your team.

What This Isn’t

• This isn’t a generic onboarding guide.
• This isn’t about technical skills.
• This focuses on strategic questions to gain context and build relationships.

30-Day Action Plan: First Steps to Success

A clear plan avoids wasted effort. Focus on understanding the current state, key stakeholders, and immediate priorities. This 30-day plan is your roadmap.

1. Week 1: Information Gathering. Identify key documents, stakeholders, and current projects.
2. Week 2: Stakeholder Meetings. Meet with key stakeholders to understand their priorities and concerns.
3. Week 3: Process Review. Review existing processes and identify areas for improvement.
4. Week 4: Action Plan Development. Develop a detailed action plan based on your findings.

Questions to Ask Your Manager

Your manager is your primary resource. These questions will help you understand their expectations and priorities. They also show that you’re eager to contribute effectively.

• What are the top 3 priorities for the archive in the next quarter?
• What are the biggest challenges currently facing the archive?
• Who are the key stakeholders I should be working with?
• What are your expectations for my first 30, 60, and 90 days?
• How do you prefer to communicate (email, Slack, meetings)?

Questions to Ask Key Stakeholders

Understanding stakeholder needs is crucial. These questions will help you build relationships and identify potential areas of conflict. Tailor these to the specific stakeholder you’re meeting with.

• What are your biggest concerns related to the archive?
• What are your priorities for the archive in the next year?
• What information or support do you need from the archive?
• How can the archive better support your team’s goals?
• What are the biggest obstacles you face in accessing archival materials?

Clarifying Questions: Getting to the Root of the Issue

Don’t be afraid to ask for clarification. These questions will help you understand the context behind decisions and processes. A strong Archivist clarifies ambiguity.

• Can you provide more context around this decision?
• What are the key assumptions underlying this process?
• What data supports this approach?
• What are the potential risks associated with this strategy?
• What are the key performance indicators (KPIs) for this project?

Document Request Email Template

Efficiently gather essential information. Use this template to request documents from various sources. This saves you time and shows professionalism.

Use this when requesting documents from colleagues.

Subject: Document Request – [Project Name]

Hi [Name],

As I’m getting up to speed on [Project Name], I’d appreciate access to the following documents:

• [Document 1]
• [Document 2]
• [Document 3]

Please let me know if you have any questions or if there’s a better way to access these. Thanks!

Best regards,

[Your Name]

Meeting Agenda: First Check-In with Your Manager

Ensure a productive conversation. Use this agenda to structure your first check-in with your manager. This demonstrates your organization and focus.

Use this to structure your first meeting with your manager.

Agenda:

• Introductions (5 minutes)
• Review of key priorities (15 minutes)
• Discussion of current challenges (15 minutes)
• Expectations for my role (15 minutes)
• Q&A (10 minutes)

Stakeholder Map: Identifying Key Players

Know your audience. Understanding who the key stakeholders are, what their priorities are, and what their concerns are is critical for success as a Archivist. A senior Archivist anticipates stakeholder needs. This allows you to tailor your approach and build strong relationships.

• Stakeholder Name: [Name]
• Title: [Title]
• Department: [Department]
• Priorities: [List of Priorities]
• Concerns: [List of Concerns]
• Influence Level: [High, Medium, Low]
• Support Level: [High, Medium, Low]

Risk Assessment Checklist: Spotting Potential Problems Early

Proactive risk management is essential. Use this checklist to identify potential problems early and mitigate them before they escalate. This is how a senior Archivist operates.

• Lack of clear documentation
• Inadequate storage space
• Outdated technology
• Insufficient staffing
• Lack of stakeholder support
• Compliance issues
• Security vulnerabilities
• Data loss risks
• Lack of disaster recovery plan

Quiet Red Flags: What to Watch Out For

Subtle signs can signal bigger problems. Pay attention to these red flags during your first week. Addressing them early can prevent major headaches later.

• Vague or missing documentation.
• Resistance to change or new ideas.
• Lack of clear ownership or accountability.
• Communication silos between departments.
• Frequent complaints about the archive.

What a Hiring Manager Scans For in 15 Seconds

First impressions matter. Hiring managers quickly assess your potential. Here’s what they’re looking for in a Archivist:

• Proactive questioning: Shows initiative and a desire to learn.
• Stakeholder focus: Demonstrates an understanding of the archive’s role in the organization.
• Risk awareness: Highlights your ability to identify and mitigate potential problems.
• Clear communication: Indicates your ability to effectively convey information.
• Problem-solving skills: Showcases your ability to analyze and address challenges.

The Mistake That Quietly Kills Candidates

Avoid vague questions. Asking generic questions that could apply to any role signals a lack of preparation and genuine interest. Senior Archivists ask targeted questions that demonstrate their understanding of the specific role and organization.

Stop asking: “What does success look like in this role?”

Start asking: “What are the key performance indicators (KPIs) used to measure the success of the archive, and how will my performance be evaluated against those metrics?”

FAQ

What is the most important thing to focus on in my first week as a Archivist?

The most important thing is to understand the context. Focus on gathering information, building relationships, and identifying key priorities. This will set you up for success in the long run. A strong Archivist understands the “why” behind the “what”.

How many stakeholders should I aim to meet with in my first week?

Aim to meet with at least 3-5 key stakeholders. Focus on quality over quantity. Prioritize those who have the most influence over the archive or who are most impacted by its work.

What if I don’t understand something that’s explained to me?

Don’t be afraid to ask for clarification. It’s better to ask questions and ensure you understand something than to make assumptions and potentially make mistakes later. Frame your questions politely and respectfully.

How can I make a good impression on my new team?

Be proactive, enthusiastic, and eager to learn. Show that you’re committed to contributing to the team’s success. Offer to help with tasks and be a supportive colleague.

What should I do if I identify a major problem in my first week?

Document the problem, gather relevant information, and discuss it with your manager. Don’t try to solve the problem on your own without first getting their input and guidance. A senior Archivist escalates appropriately.

Should I start making changes to existing processes in my first week?

No. It’s important to understand the existing processes before you start making changes. Take the time to learn how things work and why they work that way. Suggest changes only after you have a solid understanding of the current state.

What are some common mistakes new Archivists make?

Common mistakes include not asking enough questions, making assumptions, trying to do too much too soon, and not building relationships with key stakeholders. Avoid these pitfalls by being proactive, collaborative, and patient.

How important is it to understand the organization’s mission and values?

It’s crucial. Understanding the organization’s mission and values will help you align your work with its overall goals. This will make you a more effective and valuable member of the team.

What if I don’t have all the technical skills required for the role?

Be honest about your skills and identify areas where you need to improve. Ask for training and support from your manager and colleagues. Take the initiative to learn new skills on your own.

How can I stay organized and manage my time effectively?

Use a task management system, prioritize your tasks, and set realistic deadlines. Break down large tasks into smaller, more manageable steps. Avoid multitasking and focus on one task at a time.

What are some good questions to ask about the archive’s budget?

Ask about the archive’s budget allocation, funding sources, and spending priorities. Understanding the budget will help you make informed decisions about resource allocation and project planning.

How can I build trust with my colleagues and stakeholders?

Be reliable, honest, and respectful. Keep your promises, communicate clearly, and be responsive to their needs. Show that you’re committed to their success and that you value their contributions.

What if I disagree with a decision that’s been made?

Express your concerns respectfully and professionally. Present your alternative viewpoint with supporting evidence. Be willing to listen to others’ perspectives and compromise when appropriate. A senior Archivist knows how to disagree without being disagreeable.

How can I stay up-to-date on the latest trends and best practices in archival science?

Attend conferences, read industry publications, and participate in online forums and communities. Network with other Archivists and learn from their experiences. Continuously seek opportunities to expand your knowledge and skills.

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