how to change everything about your library in five easy steps

How to Change Everything About Your Library in Five

Easy Steps

Rob Nunez, MLISJoe Davies, MLIS, MA

Presentation Abstract

Two library technocrats discuss the impact of

project management principles in a variety of real-

life library scenarios, including: catalog migration,

website migration, automation implementation,

data-based decision-making, staff training, and

organizational restructuring.

About Kenosha Public LibraryBranch of City Government, Oversight by Appointed Citizen Trustees

Consortial relationships with regional, state, and national library organizations

Founded in 1872

4 Branches and a bookmobile

39 FTE, 131 total employees

Annual Budget of 6.5M

What does a modern library do?Books

Games

Teaching Aids

Computers

Public Programs

Classes

Digital Resources

Public Space

How does a modern library work?Items (not just books!) circulate in and out of the library

Unique library software

Automated Materials Handling

Automated/Integrated Library System

Who uses the modern library?Children

Teenagers

Adults

Parents

Elderly

Wealthy

Poor

Bibliophiles

Who works in the modern library?Librarians with Master’s degrees in Information Science

Staff with high school diplomas

Second careers

Network Administrators

Web Developers/Designers

Shelvers

Research Specialists

Clerical Staff

What is a library supposed to be?Loud or quiet?

Book-centered or technology-centered?

Enrichment or entertainment?

Rules-oriented or inclusive?

Lounge space or study area?

Storage or revolving collection?

Reflect the community or elevate it?

Tradition or progress?

5 Steps

1. Idea

2. Plan (realistically)

3. Get buy-in for the plan

4. Do the plan

5. Assess and fix

Waterfall Project ManagementPros:

● Most familiar with

● Simple

Cons:

● Assumes the project is done

● Does not allow for much change

Six Sigma Project ManagementPros:

● Uses data to drive the project

● More logical

Cons:

● Training

● Over control

● Hard to change when needed

● Cult-ish

Scrum Project ManagementPros:

● Data driven

● Flexible

● Can be easy to implement

● Breaks large projects down

● Allows for client change

Cons:

● 1 project at a time

● Can cause burnout

Kanban Project ManagementPros:

● Forces an evaluation of workload

● See who is doing what

● Track multiple projects at a time

● Basic Prioritization

● Allows for mixing and matching

● Allows for client change

Cons:

● Basic Prioritization

● Leadership at all levels

Tools● Trello

● Calendars

● Sticky Note Exercises

● 10 Minute Standing Meeting

● Leveraging Email over Face to

Face

● Google Apps

● Slack (experimenting)

RFIDGoal: Streamline library service with a new tagging system that allows for self-

checkout and automated returns

Challenges:

Lots of vendors (2 major and 5 minor)

Lots of items (350,000+)

Lots of people who have never done this before

Solutions:

Comprehensive RFP, Discussion with (actual) stakeholders, Utilize vendor expertise

ILS MigrationGoal: Move to a shared resource platform and work with multiple other libraries.

Challenges:

Staff Communication

Planning

Coordination between multiple stakeholders

Solutions:

Blog, Trello, Google Calendar, Slack, Google Hangouts, Weekly Standing Meetings

ILS Migration

Website MigrationGoal: Migrate library website from Drupal 5 site to ILS-vendor based Iguana web

platform for improved appearance and functionality

Challenges:

Over 1500 pages on existing site, including many that are “indispensible”

Everyone is a stakeholder and amateur web designer

Custom CMS means customized problems

Solutions:

Google Analytics, Drive, Sheets, & Forms, form working group, stick to go-live date

Streamlining Collection ServicesGoal: Update the processes, procedures, and training practises of the department

Challenges:

Knowing what everyone does

Breaking 10+ year old habits

Accepting change as a constant

Solutions:

Sticky note exercise, Role reversal, Shadowing other orgs, Constant training

Streamlining Collection Services

Streamlining Adult ServicesGoal: Reshape a department that has had static leadership for the last 17 years.

Challenges:

Service model and departmental identity revolve around single activity

Staff feel out of the loop and technologically unprepared

Lack of sufficiently granular data to inform decision-making

Solutions:

LibInsight for data gathering, Google Groups and Sites for information sharing,

a little-known product called Microsoft Excel

Streamlining Adult Services

Pitfalls to Avoid

Getting too attached to a

single tool or method

Pitfalls to Avoid

Over-reliance on any one staff member

(including yourself)

Pitfalls to Avoid

Thinking that being that one staff

member makes you indispensable

AKA Information Hoarding

Pitfalls to Avoid

Expecting technology to solve all of your

problems

Pitfalls to Avoid

Expecting others to understand things

that you grasp intuitively

Pitfalls to Avoid

Treating people who aren’t on board with

the plan like a lost cause

Pitfalls to Avoid

Failing to build in time for change, failure,

learning, the unforeseeable

Lessons Learned

Do away with the long, non-productive

meetings

Lessons Learned

Keep learning new tools all the time

Lessons Learned

Don’t expect to ever get a break from

change

Lessons Learned

Being right doesn’t always

mean you’ll win

Lessons Learned

It never hurts to get a second opinion

Lessons Learned

Your organization is as

good as its best individuals

Lessons Learned

Failure is an option

“[Our situation] needs and… demands bold, persistent experimentation. It is common sense to take a method and try it: If it fails, admit it frankly and try another. But above all, try something.”

Questions?Joe Davies

Digital Services Manager

JDavies@mykpl.info

@josephldavies

Rob Nunez

Head of Collection Services

RNunez@mykpl.info

@robertnunez