On Your Mark. Get Set. Start Planning! New Jersey State Library LibraryLinkNJ, the New Jersey Library Cooperative Spring, 2011 LibraryLinkNJ 1 What do you want to learn today? LibraryLinkNJ Agenda LibraryLinkNJ 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 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 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 New Jersey Library Cooperative 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 New Jersey Library Cooperative Library landscape is changing… • • • • • • • • Demographic shifts Customer expectations and preferences Funding Pressure to merge/consolidate Facilities Technology Publishing Diversity/age/ethnic/economic/educational New Jersey Library Cooperative 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 New Jersey Library Cooperative 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 New Jersey Library Cooperative 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 New Jersey Library Cooperative Extra Dimension in NJ • Protects against unexpected political mandates and budget reductions New Jersey Library Cooperative 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? New Jersey Library Cooperative 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 New Jersey Library Cooperative Many Planning Models • • • • • Planning for Results Balanced Scorecard “What If?” Scenarios Blue Ocean Strategy Best features of multiple 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 Six Basic Phases 1. 2. 3. 4. 5. 6. Organization and delegation Information gathering Information analysis Strategizing and prioritizing Plan drafting, editing, approval Plan distribution and promotion New Jersey Library Cooperative 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 New Jersey Library Cooperative 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 New Jersey Library Cooperative Organization and Delegation: Core Responsibility of Every Trustee Many Boards spend time doing the wrong things The ABCs New Jersey Library Cooperative 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 New Jersey Library Cooperative 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 New Jersey Library Cooperative 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 New Jersey Library Cooperative 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 New Jersey Library Cooperative SWOT: NJ Public Libraries New Jersey Library Cooperative SWOT: Your Library New Jersey Library Cooperative 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 New Jersey Library Cooperative 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. New Jersey Library Cooperative 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 New Jersey Library Cooperative 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 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 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 New Jersey Library Cooperative Information Gathering: Secondary Resources • • • • • • National reports and studies Trends Local planning documents Economic development studies Library reports/statistics School district reports/data New Jersey Library Cooperative 2010 Census • • • • • • Population/current and projected Age Gender Ethnicity Income Educational attainment New Jersey Library Cooperative 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 New Jersey Library Cooperative Information Gathering: Primary Research Qualitative • Focus groups • Town meetings • One-on-one executive interviews Quantitative • • • • Online surveys Telephone surveys Benchmarking with peer libraries Lifestyle geomapping New Jersey Library Cooperative 42 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? New Jersey Library Cooperative Information Gathering: What does your community need? • • • • • • • • • • • 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? New Jersey Library Cooperative Geomapping lifestyles Imagine “Anytown, NJ” • Suburban community • Population 9900 • Dominant groups – Gray power – Pools and patios New Jersey Library Cooperative Who are they? • • • • • • • Large retired older population Aging baby boomers Well-educated Homeowners without children Affluent Stable community Downsizers New Jersey Library Cooperative What might Anytown need? • • • • • • Basic Literacy? Business and career? Community commons? Community referral network? Consumer information? Cultural awareness? New Jersey Library Cooperative What might Anytown need? • • • • • Current topics and titles? Formal learning support? General information? Government information? Information literacy? New Jersey Library Cooperative What might Anytown need? • • • • • • Lifelong learning? Local history/genealogy? Family place? Information literacy? Technology? Healthcare information? New Jersey Library Cooperative Plans may include goals/strategies for… • • • • • • • • Board and staff development Advocacy Financial management Funding diversification Facilities planning Technology planning Collection development Program development New Jersey Library Cooperative 50 Plans may include goals/strategies for… • • • • • • • • 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 New Jersey Library Cooperative 51 Translate what you learn from primary research… 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? New Jersey Library Cooperative 52 Translate what you learn from the SWOT 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? New Jersey Library Cooperative 53 Sample goal with strategies and work plans The Library will be a valued contributor to economic development in our community. - New Jersey Library Cooperative Sample goal with strategies and work plans The Library will diversify its funding base. - New Jersey Library Cooperative Sample goal with strategies and work plans The Library will be recognized as a leading contributor to academic achievement. - New Jersey Library Cooperative Sample goal with strategies and work plans The Library will advocate effectively for sustained funding. - New Jersey Library Cooperative Sample goal with strategies and work plans Board membership will become highly valued. - New Jersey Library Cooperative Sample goal with strategies and work plans The Library will effectively brand and market its services. - New Jersey Library Cooperative If there are many directions to go… Prioritize with a version of the Boston Matrix… New Jersey Library Cooperative If there are many directions to go… 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? New Jersey Library Cooperative The Library Litmus Test cont. • • • • • 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? New Jersey Library Cooperative Assemble the Plan State-of-the library overview Environmental scan of – National and local trends – Demographics – Social, economic, political, and other issues Review of research New Jersey Library Cooperative 63 Assemble the Plan 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 New Jersey Library Cooperative 64 Build the plan around a theme • 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 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 A Good Plan Is • • • • • • Realistic To the point Every action is either strong or weak, and when every action is strong we are successful. Jargon-free -Wallace D. Wattles Easy to read Compelling Responds to the community needs and preferences New Jersey Library Cooperative Why plans are unsuccessful • • • • • • • 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 New Jersey Library Cooperative A successful plan… • • • • • Addresses both customers and non-customers, Has staff support, Gets funded, Is promoted, Is implemented! It takes as much energy to wish as it does to plan. -Eleanor Roosevelt New Jersey Library Cooperative Core Values, Mission and Vision 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 New Jersey Library Cooperative Effective Mission Statements • • • • • • • • • 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 New Jersey Library Cooperative Sample Mission and Vision Statements From the business sector The 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. Strategic planning is worthless—unless there is first a strategic vision. -John Naisbitt New Jersey Library Cooperative Library Mission Statement “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. New Jersey Library Cooperative Library Mission Statement Revised “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.” New Jersey Library Cooperative Library Vision Statement “ 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.” New Jersey Library Cooperative Library Vision Revised “Enhance. Enrich. Educate. Entertain. Enlighten.” New Jersey Library Cooperative What are your next steps? New Jersey Library Cooperative