Harnessing the Power of Digital Tools for Professional Tasks in Libraries

Libraries have evolved over the centuries, adapting to advancements in human civilization and technological innovations. The library, as a concept, has endured from the Stone Age to the digital era, continuously shaping and reshaping itself in response to new tools of writing, communication, and information management.

The Evolution of Libraries and Information Carriers

·       Ancient Era: Clay Tablets

·       Medieval Period: Papyrus, Parchment

·       Renaissance: The Discovery of Paper

·       Modern Age: Magnetic Tape (Audio-Visual Materials)

·       Baby Boomer Generation: Mainframe Computers

·       Generation X: Laptops, Hard Drives, Flash Drives

·       Millennium Era: Cloud Storage

·       Generation Z: Automation

·       Generation Alpha: Artificial Intelligence (AI)

As libraries evolve, so do the professional responsibilities of librarians. With each technological advancement, new tools emerge to enhance library services. Some core professional tasks of librarians include:

Key Professional Tasks in Libraries and Digital Tools

a.      Collection Development

b.     Cataloguing and Resource Management: Metadata tools such as Dublin Core, MARC (Machine-Readable Cataloging), and RDA (Resource Description and Access)

c.      User Engagement and Service Delivery: Library websites, chatbots, virtual assistants, and mobile apps

d.     Digital Literacy and Training: E-learning platforms, webinars, Zoom, Microsoft Teams, Camtasia, Articulate

e.      Digital Repositories: Platforms like DSpace and Fedora

f.      Data Analytics and Decision-Making: Google Analytics, library-specific analytics tools

g.     Collaboration and Networking: Cloud-based tools, professional networks

h.     Digital Preservation and Archiving: Digitization tools, digital archiving software

i.       Content Management and Outreach: Social media, email marketing (e.g., Mailchimp, Constant Contact), content management systems

j.       Accessibility and Inclusivity: Assistive technologies, screen readers, text-to-speech software, multilingual support

Types of Digital Tools for Librarians

There are thousands of digital applications available for library services, which can be categorised as follows:

v Open-source tools

v Subscription-based tools

v Standalone applications

v Integrated solutions

v Basic tools

v Advanced/complex tools

Many libraries operate with limited financial resources, making it difficult to sustain fee-based digital tools. Therefore, this workshop will focus on free and open-access applications. One of the leading providers of free digital tools is Google, which offers a vast array of applications beneficial for library professionals. Unfortunately, many of these tools are underutilised in library operations.

Exploring Google Workspace for Library Professionals

Today, we will explore:

ü  What we know and acknowledge.

ü  What we know but fail to recognise.

ü  What we don’t know but realise we need to learn.

ü  What we don’t know and remain unaware of.

 

Let’s embark on this journey of self-discovery and digital empowerment!

Google Workspace: A Transformational Suite for Libraries

Google Workspace, formerly known as Google Suite, is a comprehensive collection of Google products and services designed for professional and collaborative work. It comprises approximately 77 tools, including:

Gmail, Google Search (including Google Scholar), Google Maps, Google Analytics, Google Drive, Google Slides etc.

Google Docs

Google Sheets

YouTube

Gemini (AI-powered assistant)

Google Chat

Google Calendar

Google Meet

Google Translate

Google Blogger

Google Classroom

Google Sites

 

Let's Start with the Connecting Dot: Gmail

According to DataReportal, as of 2025, Gmail has approximately 2 billion users worldwide, making it the leading email provider globally.

A Gmail account serves as a gateway to all other Google products and services. To create a Gmail account, all you need is an internet connection and a computer, laptop, or mobile device—along with a valid phone number.

Your email address may take different forms, such as:

Personal email: azeezadeoyepdh@gmail.com

Institutional email: azeez.adeoye@fuhsi.edu.ng

Sending an Email

When composing an email, you can send messages to multiple recipients using:

"To" – Primary recipient

"Cc" (Carbon Copy) – Secondary recipients (visible to all)

"Bcc" (Blind Carbon Copy) – Secondary recipients (hidden from other recipients)

Gmail Interface and Features

Gmail includes the following sections:

Compose – Create a new email

Inbox – Received emails

Starred – Marked important emails

Snoozed – Temporarily hidden emails

Sent – Outgoing emails

Drafts – Saved but unsent emails

Important – Emails marked as high priority

Chats – Gmail chat history

Scheduled – Emails set to be sent later

All Mail – A combination of all emails

Spam – Automatically filtered junk emails

Trash – Deleted emails

Manage Labels – Organise emails with labels

Attaching Files and Using Google Drive

When composing an email, you can:

Attach files directly (up to 25MB per file)

Use Google Drive to send larger files (up to 15GB)

Google Drive also has upload and storage limitations:

Google Workspace limitations: Additional storage restrictions apply to institutional users

Additional Gmail Features include:

Sending links, emojis, pictures, and signatures

Setting up automatic responses

Categorising emails into:

ü  Primary

ü  Promotions

ü  Social

ü  Updates

ü  Starred messages

ü  Snoozed messages

ü  Deleted messages

ü  Marked as read/unread

Using email marketing tools for mass email campaigns and merged emails

Google Workspace Tools for Librarians

·       Gmail

·       Google Classroom

·       Google Scholar Profile

·       Google Analytics

·       Google Sites

·       Google Blogger

·       Google Drive

·       Google Forms

·       Google Docs

 

Google Classroom Setup

To create a Google Classroom, it is advisable to use a personal (non-institutional) email so that participants without institutional emails can join.

Steps to Set Up a Google Classroom:

·       Create a class and issue a class code to invite participants.

·       General Settings: Configure class preferences.

·       Home Page: Manage class overview and activities.

·       Streams: Post announcements and discussions.

Classwork:

·       Create assignments

·       Set deadlines

·       Track submissions

·       Schedule classwork

·       Provide feedback and grades

·       People: Manage teachers and students (maximum limit: 250 participants)

·       Google Scholar Profile Link

 

Many of you may already be familiar with Google Scholar, but here’s a quick refresher:

Best Practices for Google Scholar Profiles:

·       Use an institutional email for registration and verification.

·       Ensure the same institutional email is linked to your publications.

·       Maintain consistency in your name arrangement as an author.

·       If you change institutions, update your email address accordingly.

·       Include your Google Scholar profile link in all research papers before publishing.

·       How to Retrieve Your Google Scholar Profile Link:

·       Visit Google Scholar: Google Scholar

·       Sign in and navigate to your profile page.

·       Copy the URL from the address bar—this is your unique Google Scholar profile link.

·       Example: Google Scholar Profile

 

Google Analytics: Enhancing Your Library’s Online Performance

Google Analytics is a powerful tool that helps you monitor and analyse how well your library website is performing. It provides insights into:

·       Number of visitors to your website

·       Most visited pages

·       Time spent on each page

·       How users discover your website

·       User demographics and behaviour

By understanding these metrics, libraries can improve their website content, optimise user experience, and enhance service delivery.

Key Analytics Metrics

Google Analytics provides various reports to help you track performance. Some key metrics include:

·       User Engagement

·       Active users (real-time and historical data)

·       New users

·       Average engagement time per user

·       Total website revenue (if applicable)

·       User Demographics

·       Active users by country

·       Sources of new users (e.g., search engines, social media, direct visits)

·       User activity trends over time

·       Website Performance

·       Most viewed pages and screens

·       Top-performing events (e.g., clicks, downloads, form submissions)

·       Retention rate of returning users

·       Key events tracked by platform

By regularly reviewing these analytics, libraries can make data-driven decisions to improve user experience and engagement.

 

 

 

Google Sites: Build Your Digital Presence

In today’s digital world, you need to be your own cheerleader—promoting your expertise and maintaining a professional online presence. One way to achieve this is by creating a personalised website.

Gone are the days when you needed to spend a fortune to develop a website. With Google Sites, anyone can create a fully functional website with zero programming skills.

 

Why Use Google Sites?

·       Easy to use (drag-and-drop functionality)

·       Completely free

·       No coding required

·       Customisable for personal branding

·       Ideal for library services, academic portfolios, and research dissemination

Libraries can use Google Sites to:

·       Share digital resources

·       Host online workshops and training materials

·       Provide access to research guides

·       Create internal knowledge hubs for staff and students

 

Google Blogger: Share Your Knowledge with the World

Google Blogger is an excellent platform for publishing ideas, sharing expertise, and engaging with a global audience.

As a librarian, blogging allows you to:

·       Showcase research insights

·       Educate library users on digital literacy

·       Share book reviews and recommendations

·       Promote library services and events

·       Why Use Google Blogger?

·       User-friendly interface (no prior experience needed)

·       Completely free

·       SEO-friendly (easier to rank on search engines)

·       Great for personal and institutional branding

💡 Pro Tip: "A librarian who doesn't market their services is like a book left unread. Use Blogger to amplify your voice!"

Google Drive: Secure Cloud Storage for Librarians

Google Drive is a free cloud storage service available to all Gmail users. It offers 15GB of free storage, with an option to upgrade when full.

Google Drive provides secure backup and remote access to files from any location and any device.

How Libraries Can Use Google Drive

a.      Curate and share eBooks with students and staff

b.     Store digitised research materials

c.      Create discipline-specific resource folders

d.     Organise and update library collections easily

💡 Example: In our library, we have digitised eBook collections arranged by subject or discipline. The links are shared with students upon request, and updates can be made effortlessly.

 

Best Practices for Google Drive in Libraries

·       Avoid using personal emails to create institutional eBook collections.

·       Enable "Anyone with the link" access to facilitate easy sharing.

·       For personal use, scan and upload all important credentials and certificates for secure, easy access anywhere.

 

Google Forms: Simplifying Online Surveys and Data Collection

Online questionnaires have become essential in research, event management, and feedback collection. Google Forms provides an efficient, location-independent way to administer surveys, making data collection seamless and analysis straightforward with charts and tables.

Key Features of Google Forms

a.      Create and customise forms with ease

b.     Preview forms before sharing

c.      Undo and redo actions

d.     Generate and share form links

e.      Publish forms for public or restricted access

f.      Survey Responses & Analysis

Google Forms provides real-time insights into survey responses. At a glance, you can estimate results using visual formats such as:

📊 Pie Charts – Ideal for Likert scale questions (e.g., Strongly Agree to Strongly Disagree)

📈 Bar Charts – Suitable for numerical ratings (e.g., 1 to 5)

Advanced Data Analysis

For deeper analysis, responses can be downloaded in CSV format and imported into Excel or SPSS for statistical analysis.

Common Uses of Google Forms in Libraries

·       ✅ Conference and workshop attendance tracking

·       ✅ Library event registration

·       ✅ Feedback collection from users

·       ✅ User opinion surveys on library services

 

Google Docs: Enhancing Collaborative Writing

Google Docs is a powerful tool that facilitates real-time, collaborative writing and editing across different locations.

Key Features

1.     Multi-user collaboration – Multiple users can edit a document simultaneously

2.     Access control – Assign different roles such as Viewer, Commenter, or Editor

3.     Auto-save feature – Prevents loss of work

4.     Version history tracking – Allows retrieval of previous document versions

5.     Integration with Google Drive – Easy storage and sharing

This tool is particularly useful for academic writing, co-authoring research papers, and team-based projects.

Gemini AI: Harnessing the Power of Generative AI

Artificial Intelligence (AI) is transforming the digital landscape, and Google’s Gemini is a cutting-edge generative AI tool designed to enhance productivity, creativity, and learning.

How Can Gemini Help?

📌 Boost Productivity

Write and refine emails

Summarise meetings

Assist with research tasks

📌 Enhance Learning

 

Aid in studying and concept clarification

Generate summaries

Translate text and check grammar

📌 Unleash Creativity

Generate images

Compose songs, stories, or creative content

Experiment with different writing styles

The Importance of Prompt Engineering

To get the best results from Gemini and other AI tools, it is crucial to understand prompt engineering—the skill of asking clear, concise, and relevant questions.

Librarians, being information professionals, are naturally skilled at formulating precise queries, making them well-positioned to leverage Gemini effectively for research, writing, and information retrieval.

 

💡 Tip: Gemini can also generate images—provided you give the right prompt!

 

Final Thoughts

With tools like Google Forms, Google Docs, and Gemini AI, librarians can:

✅ Streamline data collection and analysis

✅ Enhance collaborative research and writing

✅ Leverage AI for productivity and creativity

🚀 Embrace these digital tools to stay ahead in the evolving information landscape!

 

Parting Words: Embrace the Future, Lead the Change!

Librarians are no longer just custodians of books—we are architects of knowledge, digital navigators, and innovators shaping the future of information access.

 

The world is evolving, and so must we! The tools we have explored today are not just conveniences; they are game-changers that will empower you to work smarter, faster, and more efficiently.

💡 Remember this: The library of the future is not about shelves—it’s about skills. It’s not just about collecting books; it’s about curating knowledge, connecting people, and creating impact.

🚀 Take action! Don’t just leave here with notes—go back and apply what you’ve learned. Experiment, explore, and push boundaries. The power to transform your library, your career, and your impact is in your hands!

✨ Stay curious. Stay innovative. Stay ahead. The future of libraries is digital, and you are the future!

Now, go forth and lead the change!