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On Your Mark. Get Set. Start Planning!

On Your Mark. Get Set. Start Planning!. New Jersey State Library LibraryLinkNJ, the New Jersey Library Cooperative Spring, 2011. What do you want to learn today?. Agenda. You will learn…. Why plan? Understanding your community How to implement the planning process

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On Your Mark. Get Set. Start Planning!

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  1. On Your Mark.Get Set. Start Planning! New Jersey State Library LibraryLinkNJ, the New Jersey Library Cooperative Spring, 2011 1

  2. What do you want to learn today?

  3. Agenda

  4. You will learn… • 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

  5. 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

  6. Imagine a library that… • Puts customers front and center • Values ideas as much as process • Cultivates an entrepreneurial spirit • Attracts customers with diverse needs • Has forward-thinking leadership

  7. Imagine a library that… • 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

  8. Library landscape is changing… • Demographic shifts • Customer expectations and preferences • Funding • Pressure to merge/consolidate • Facilities • Technology • Publishing • Diversity/age/ethnic/economic/educational

  9. Can’t hold a pat hand Libraries can’t keep doing what they have always done and expect to survive 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

  10. Why plan? • Required • Quality of well-managed organization • Volatile ever-changing environment • Proactive rather than reactive By failing to prepare, you are preparing to fail. -Benjamin Franklin

  11. Why plan? • Conversations about library • Clarify priorities • Customer focus • Benchmarks for success 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

  12. Extra Dimension in NJ • Protects against unexpected political mandates and budget reductions

  13. Most importantly… 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?

  14. Planning is an opportunity to… • Assess economic impact • Participate in community building • Align with local planning objectives • Solve community problems • Showcase leadership • Strut your stuff • Be creative

  15. 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

  16. Six Basic Phases Organization and delegation Information gathering Information analysis Strategizing and prioritizing Plan drafting, editing, approval Plan distribution and promotion

  17. Organization and Delegation:What is the role of Directors? 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

  18. Organization and Delegation:What is the role of Trustees? 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

  19. Organization and Delegation:Core Responsibility of Every Trustee Many Boards spend time doing the wrong things The ABCs

  20. Organization and Delegation:ABC Management 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

  21. Organization and Delegation:Planning works when… • 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

  22. Organization and Delegation:Before you start, decide… 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? 22

  23. Information Gathering • PEST analysis (Political, Environmental, Societal, Technical) • Environmental scan / trends analysis • SWOT analysis • Benchmarking • Boston Matrix (Prioritizing tool) • Visioning • Lifestyle analysis / psychographics / geo-mapping

  24. _______ __ _____ ________ ____ ________ SWOT: NJ Public Libraries

  25. SWOT: Your Library

  26. Information Gathering:Benchmarking 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

  27. To Benchmark… Determine list of peer libraries/state or national based on • Size of population • Budget • Circulation • Number of outlets • Other demographics/unemployment, poverty etc.

  28. To Benchmark Obtain data from one or more rating services PLDS 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

  29. Case Study: San Antonio Public Library • 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

  30. Benchmarking Remember: Both favorable and unfavorable results may be useful to you 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

  31. Information Gathering:Secondary Resources • National reports and studies • Trends • Local planning documents • Economic development studies • Library reports/statistics • School district reports/data

  32. 2010 Census • Population/current and projected • Age • Gender • Ethnicity • Income • Educational attainment

  33. Information Gathering:Listen to Your Community The library’s “insiders” • Staff • Trustees • Friends • Volunteers • Donors • Loyal users The library’s “outer circles” • Political officials • Community leaders • Nonusers 41

  34. Information Gathering:Primary Research Quantitative • Online surveys • Telephone surveys • Benchmarking with peer libraries • Lifestyle geomapping Qualitative Focus groups Town meetings One-on-one executive interviews 42

  35. Information Gathering:Community Lifestyles • 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?

  36. 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?

  37. Geomapping lifestyles Imagine “Anytown, NJ” • Suburban community • Population 9900 • Dominant groups • Gray power • Pools and patios

  38. Who are they? • Large retired older population • Aging baby boomers • Well-educated • Homeowners without children • Affluent • Stable community • Downsizers

  39. What might Anytown need? • Basic Literacy? • Business and career? • Community commons? • Community referral network? • Consumer information? • Cultural awareness?

  40. What might Anytown need? • Current topics and titles? • Formal learning support? • General information? • Government information? • Information literacy?

  41. What might Anytown need? • Lifelong learning? • Local history/genealogy? • Family place? • Information literacy? • Technology? • Healthcare information?

  42. Plans may include goals/strategies for… • Board and staff development • Advocacy • Financial management • Funding diversification • Facilities planning • Technology planning • Collection development • Program development 50

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