The Trustee and Library Planning

In a rapidly changing world such as ours, all institutions will change over time. For each institution the question then is not "Will we change?" but "How will we change?" The public library that does not plan will change. But the change will lack a focus. It will be in response to immediate pressures rather than to meet long-range needs. The library, in other words, will drift.

Change by drift, however, is likely to make the library less and less relevant to its community's real needs. Faced with the choice between an agency that is playing a dynamic role in community affairs and one which is adrift in the sea of change, the public is likely to support the agency that is truly meeting its needs.

The library board and library staff can do nothing to stem the tide of societal change, but they can make the library more efficiently responsive to change by developing a strategic plan. Such a plan, which usually covers a three-year period, establishes the library's role or roles in the community, and gives the library an overall direction to pursue. Based on these long term decisions, specific short-term decisions can be made in light of their long-range implications.

Planning, then, is essential for the public library, and it is a vital part of the function of the library board.

Benefits of Written Plans

• Makes it easier to justify your budget with governing authorities
• Helps you prioritize programs and direct efforts towards tasks leading to the attainment of objectives

Library boards continuously guide, shape and build library services for their community as they make judgments on money, buildings, programs and staff. The challenge is to make these decisions based on a carefully considered written plan. The purpose of planning is to anticipate both opportunities and problems.

Planning Tips

Planning is not an easy task. It requires time and careful organization to accomplish. Special board committees should be formed and a series of planning meetings scheduled to allow ample time to explore, brainstorm and dream before making final decisions.

Boards can create advisory committees, sponsor public meetings, encourage open staff discussions, hire outside consultants and use public relations tools in the planning process. Participation leads to support and understanding of the plan developed. The library director and board are partners planning with the community, not just for the community.

Don't overlook the regional planning commission or professional planners who are part of local government. Be sure to keep them informed of library goals and work with them to include library service in the community's plans at every possible point.

Resources

WebJunction Strategic Planning Resources - http://id.webjunction.org/strategic-planning/-/resources/overview

WebJunction Organizational Management Resources - http://id.webjunction.org/organizational-management

WebJunction Courses on Strategic Planning
Strategic Planning: The Five-Minute Introduction (LE@D)
Strategic Planning: Quick, Cheap, and Decent (LE@D)
Strategic Planning and Risk Management

Community Needs Assessment Tools http://www.extension.iastate.edu/communities/tools/assess/
http://skyways.lib.ks.us/kansas/pathway/biblio.html
http://comdev.mt.gov/CDD_CDBG_CN.asp

Planning for Results – Course - http://www.elearnlibraries.com/courses/the_new_planning_for_results/

Statistics: library services, circulation, collection, general output measures http://libraries.idaho.gov/publications/statistics

Data: census figures, community analysis, results of surveys or studies made by the library and/ or other community agencies and institutions http://www.census.gov/

People: staff, community leaders, Friends, Idaho Commission for Libraries http://libraries.idaho.gov/

Groups: counties, municipalities, schools, regional planning agencies, colleges and universities with information to share

Community Cooperation: attend public meetings and listen to the needs; make presentations to organized groups; prepare exhibits and displays in the library and other locations