on your mark. get set. start planning!
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LibraryLinkNJ1
On Your Mark.Get Set.
Start Planning!
New Jersey State LibraryLibraryLinkNJ, the New Jersey Library Cooperative
Spring, 2011
LibraryLinkNJ
What do you want to learn today?
LibraryLinkNJ
Agenda
New Jersey Library Cooperative
• Why plan?• Understanding your community• How to implement the planning process• Roles and responsibilities• Planning tools• Qualities of a sound plan• Implementation and follow-up• Measuring success
You will learn…
New Jersey Library Cooperative
Reality Check
Going is good.
Getting where you want to go is even better.
If you don't know where you are going, you will wind up somewhere else. -Yogi Berra
New Jersey Library Cooperative
• Puts customers front and center• Values ideas as much as process• Cultivates an entrepreneurial spirit• Attracts customers with diverse needs• Has forward-thinking leadership
Imagine a library that…
New Jersey Library Cooperative
• Is a destination of choice• Understands what people cannot do for themselves• Drives economic development• Has a “place at the table”• Leads in technology• “Owns” 21st Century Literacies
Imagine a library that…
New Jersey Library Cooperative
• Demographic shifts• Customer expectations and preferences• Funding• Pressure to merge/consolidate• Facilities• Technology• Publishing• Diversity/age/ethnic/economic/educational
Library landscape is changing…
New Jersey Library Cooperative
Libraries can’t keep doing what they have always done and expect to survive
Can’t hold a pat hand
If it ain't broke, break it, then fix it. Otherwise you may be destined to address tomorrow's problems with yesterday's solutions.
-Clark Crouch
New Jersey Library Cooperative
• Required• Quality of well-managed organization• Volatile ever-changing environment• Proactive rather than reactive
Why plan?
By failing to prepare, you are preparing to fail. -Benjamin Franklin
New Jersey Library Cooperative
• Conversations about library• Clarify priorities• Customer focus• Benchmarks for success
Why plan?
It amazes me that most people spend more time planning next summer's vacation than they do planning the rest of their lives.
-Patricia Fripp
New Jersey Library Cooperative
• Protects against unexpected political mandates and budget reductions
Extra Dimension in NJ
New Jersey Library Cooperative
Library is forced to ask tough questions– What are we doing?– Why?– For whom?– Is it what they want/need?– How well?– Is it sustainable?– What should we do in the future?
Most importantly…
New Jersey Library Cooperative
• Assess economic impact• Participate in community building• Align with local planning objectives• Solve community problems• Showcase leadership• Strut your stuff• Be creative
Planning is an opportunity to…
New Jersey Library Cooperative
• Planning for Results• Balanced Scorecard• “What If?” Scenarios• Blue Ocean Strategy• Best features of multiple models
Many Planning Models
Setting a goal is not the main thing. It is deciding how you will go about achieving it and staying with that plan. -Tom Landry
New Jersey Library Cooperative
1. Organization and delegation2. Information gathering3. Information analysis4. Strategizing and prioritizing5. Plan drafting, editing, approval6. Plan distribution and promotion
Six Basic Phases
New Jersey Library Cooperative
• Educate trustees• Help formulate process• Work with planning team/committee• Help conduct the research• Provide examples of successful plans• Help set objectives, goals and priorities• Collaborate to draft plan• Suggest action items to achieve goals• Manage library to support plan
Organization and Delegation:What is the role of Directors?
New Jersey Library Cooperative
• Establish process/how will work get done• Select vendor if appropriate• Fund planning initiative• Serve on committee/team• Support community assessment/assess results• Determine objectives and priorities• Collaborate with director to draft plan• Solicit support for new plan• Regularly evaluate progress
Organization and Delegation:What is the role of Trustees?
New Jersey Library Cooperative
Many Boards spend time doing the wrong things
The ABCs
Organization and Delegation:Core Responsibility of Every Trustee
New Jersey Library Cooperative
C level responsibilities– Clean up yesterday’s problems– Micromanage
B level responsibilities– Manage today / make short term decisions
A level responsibilities– Secure necessary funds– Hire/fire director– Construction decisions– Set strategic direction
Organization and Delegation:ABC Management
New Jersey Library Cooperative
• Trustees understand process• Roles clearly defined• No hidden agendas• Research-based• Board receptive to change• Resources to accomplish work• Expeditious• There’s the will to implement
Organization and Delegation:Planning works when…
New Jersey Library Cooperative
What time period should a plan cover?Who should be on the planning team?Who are the plan’s “audiences”?What research will you need?How many goals should you have? Will your library’s plan include
– technology plan?– facilities plan?– marketing plan?
Do you need outside help?
Organization and Delegation:Before you start, decide…
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New Jersey Library Cooperative
• PEST analysis (Political, Environmental, Societal, Technical)• Environmental scan / trends analysis• SWOT analysis • Benchmarking• Boston Matrix (Prioritizing tool)• Visioning• Lifestyle analysis / psychographics / geo-mapping
Information Gathering
New Jersey Library Cooperative
_______ __ _____ ________ ____ ________
SWOT: NJ Public Libraries
New Jersey Library Cooperative
SWOT: Your Library
New Jersey Library Cooperative
How does library measure up against peers?• LJ Index of Public Library Service• Hennen’s American Public Library Ratings (HAPLR)• Public Library Data Service (PLDS)• Institute of Museum and Library Services (IMLS) • Statistics for NJ public libraries
Information Gathering:Benchmarking
New Jersey Library Cooperative
Determine list of peer libraries/state or national based on– Size of population– Budget– Circulation– Number of outlets– Other demographics/unemployment, poverty etc.
To Benchmark…
New Jersey Library Cooperative
Obtain data from one or more rating servicesPLDS 2009 data
– Staffing/productivity– Funding– Circulation– Size of collection– Amount spent per capita– Number of computers– Program attendance/number of programs– Gate count– Hours of operation
To Benchmark
New Jersey Library Cooperative
• Favorable hours, staffing, staff productivity, program attendance, gate count statistics
• Near bottom in size of collection, circulation, amount spent per capita, number of computers, funding
Case Study: San Antonio Public Library
New Jersey Library Cooperative
New Jersey Library Cooperative
New Jersey Library Cooperative
New Jersey Library Cooperative
New Jersey Library Cooperative
New Jersey Library Cooperative
New Jersey Library Cooperative
New Jersey Library Cooperative
New Jersey Library Cooperative
Remember: Both favorable and unfavorable results may be useful to you
Benchmarking
There are some people who live in a dream world, and there are some who face reality; and then there are those who turn one into the other.
-Douglas Everett
New Jersey Library Cooperative
• National reports and studies• Trends • Local planning documents• Economic development studies• Library reports/statistics• School district reports/data
Information Gathering:Secondary Resources
New Jersey Library Cooperative
• Population/current and projected• Age• Gender• Ethnicity• Income• Educational attainment
2010 Census
New Jersey Library Cooperative
The library’s “insiders”– Staff– Trustees– Friends– Volunteers– Donors– Loyal users
The library’s “outer circles”– Political officials– Community leaders– Nonusers
Information Gathering:Listen to Your Community
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New Jersey Library Cooperative
Qualitative• Focus groups• Town meetings• One-on-one executive interviews
Information Gathering:Primary Research
Quantitative
• Online surveys• Telephone surveys• Benchmarking with peer libraries• Lifestyle geomapping
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New Jersey Library Cooperative
• Whom does the library serve?• What are they like?• What kind of work do they do?• What kind of family life do they have?• How do they behave as consumers?• What organizations do they belong to?• How do they spend their free time?• What do they value?• What are their priorities?
Information Gathering:Community Lifestyles
New Jersey Library Cooperative
• Community focal point?• Education improvement?• Family destination?• Senior services?• A cultural center?• More access to employment opportunities?• Access to technology?• Access to popular culture (dvds, novels, etc.)?• More civic engagement?• Information resources?• Services for teens?
Information Gathering:What does your community need?
New Jersey Library Cooperative
Imagine “Anytown, NJ”
• Suburban community• Population 9900• Dominant groups
– Gray power– Pools and patios
Geomapping lifestyles
New Jersey Library Cooperative
• Large retired older population• Aging baby boomers• Well-educated• Homeowners without children• Affluent• Stable community• Downsizers
Who are they?
New Jersey Library Cooperative
• Basic Literacy?• Business and career?• Community commons?• Community referral network?• Consumer information?• Cultural awareness?
What might Anytown need?
New Jersey Library Cooperative
• Current topics and titles?• Formal learning support?• General information?• Government information?• Information literacy?
What might Anytown need?
New Jersey Library Cooperative
• Lifelong learning?• Local history/genealogy?• Family place?• Information literacy?• Technology?• Healthcare information?
What might Anytown need?
New Jersey Library Cooperative
• Board and staff development• Advocacy• Financial management• Funding diversification• Facilities planning• Technology planning• Collection development• Program development
Plans may include goals/strategies for…
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New Jersey Library Cooperative
• Customer service• Adult and children’s services• Cultural diversity• Outreach to underserved populations• Partnerships and collaboration• Branding, marketing and public relations• Administration and management• Organizational health
Plans may include goals/strategies for…
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New Jersey Library Cooperative
The library lacks visibility/lacks clout.– What’s the strategic response?
A surprising number of people in the community own their own businesses.– What’s the strategic response?
Community leaders indicate revitalization is top priority.– What’s the strategic response?
Translate what you learn from primary research…
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New Jersey Library Cooperative
A majority of the library’s staff is within two years of retirement.– What’s the strategic response?
Only one trustee has prior experience serving on a board?– What’s the strategic response?
The library has a great local history and genealogy collection.– What’s the strategic response?
Translate what you learn from the SWOT
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New Jersey Library Cooperative
The Library will be a valued contributor to economic development in our community.------
Sample goal with strategies and work plans
New Jersey Library Cooperative
The Library will diversify its funding base.------
Sample goal with strategies and work plans
New Jersey Library Cooperative
The Library will be recognized as a leading contributor to academic achievement.------
Sample goal with strategies and work plans
New Jersey Library Cooperative
The Library will advocate effectively for sustained funding.------
Sample goal with strategies and work plans
New Jersey Library Cooperative
Board membership will become highly valued.------
Sample goal with strategies and work plans
New Jersey Library Cooperative
The Library will effectively brand and market its services.------
Sample goal with strategies and work plans
New Jersey Library Cooperative
If there are many directions to go…
Prioritize with a version of the Boston Matrix…
New Jersey Library Cooperative
Apply the “library litmus test”:• Satisfy identified community needs?• Work smart” concept?• Is library best organization to provide the service?• Market and brand the library?• Practical and actionable?• “Best use” of resources?
If there are many directions to go…
New Jersey Library Cooperative
• Address multiple goals?• Provide favorable return on investment?• Create opportunities for partnerships?• Align the library with education/lifelong learning?• Position the library as central to community life?
The Library Litmus Test cont.
New Jersey Library Cooperative
State-of-the library overview
Environmental scan of– National and local trends– Demographics– Social, economic, political, and other issues
Review of research
Assemble the Plan
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New Jersey Library Cooperative
SWOT analysis of library’s performance
Goals with prioritized strategies to achieve goals
Timeline
Measure of success
Associated budget, staffing, and facilities issues and costs
Assemble the Plan
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New Jersey Library Cooperative
• Building for the Future: Ten Strategies for Enhanced Library Services
• From Good to Great!• A great Community Deserves a Great Library• Building Bridges. Sowing Seeds.• The Community Speaks: The Library Answers• Building on Success• The Every Town Library…the Next Chapter
Build the plan around a theme
New Jersey Library Cooperative
Promote the plan!• Internal review comes first• Drumbeat for unveiling to elected officicals• A Leadership Breakfast?• Hold a press conference; issue press releases• Powerpoint for civic group presentations• Post on website• Summarize initiatives on a business card to
give out wherever, whenever
New Jersey Library Cooperative
• Realistic• To the point• Jargon-free• Easy to read• Compelling• Responds to the community
needs and preferences
A Good Plan Is
Every action is either strong or weak, and when every action is strong we are successful.
-Wallace D. Wattles
New Jersey Library Cooperative
• Take too long• Not a team effort• No external input• No allowance for time it requires• Not vetted• No plan for doing anything with it• Unrealistic
Why plans are unsuccessful
New Jersey Library Cooperative
• Addresses both customers and non-customers,• Has staff support,• Gets funded,• Is promoted,• Is implemented!
A successful plan…
It takes as much energy to wish as it does to plan. -Eleanor Roosevelt
New Jersey Library Cooperative
Core Values are what the library stands for and believes in.
Vision is what the library would look like in the future at its best.
Mission is the promise the library makes to the community regarding what it will do now and how in general terms it keeps the promise
Core Values, Mission and Vision
New Jersey Library Cooperative
• Pique interest/convey uniqueness• Pithy/current/active voice/• Generate conversation• Short/to the point/2-3 points• Inspire, not dampen, enthusiasm• Easy to read/say• Memorable• Focused on “Who is served what”• Wins hearts and minds
Effective Mission Statements
New Jersey Library Cooperative
From the business sectorThe mission of Southwest Airlines is dedication to the highest quality of customer service delivered with a sense of warm, friendliness, individual pride and company spirit.
Sample Mission and Vision Statements
Strategic planning is worthless—unless there is first a strategic vision. -John Naisbitt
New Jersey Library Cooperative
“A basic municipal service, Anytown Public Library provides current information, formal educational support, independent learning opportunities and life enrichment materials to a highly diverse public in a warm and welcoming atmosphere through a highly trained team of individuals committed to quality service.
Library Mission Statement
New Jersey Library Cooperative
“Anytown Public Library enriches lives with resources and opportunities for life long learning and enjoyment. Our expert staff is here to help you with your information needs.”
Library Mission Statement Revised
New Jersey Library Cooperative
“ The constant vision of Anytown Public Library is to provide the community with superior library services, to serve as the cultural and intellectual crossroads of our community, and to be a leader among public libraries in a changing world.”
Library Vision Statement
New Jersey Library Cooperative
“Enhance. Enrich. Educate. Entertain. Enlighten.”
Library Vision Revised
New Jersey Library Cooperative
What are your next steps?
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