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IFLA Library Management and Reporting Guidelines

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IFLA Library Management and Reporting Guidelines

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This report by IFLA provides comprehensive guidelines and standards for library management and reporting globally. It is essential for understanding the professional standards.

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An essential guide to library management, covering everything from collection development to annual reporting. A must-read for new librarians.

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Library Management 101: A Practical Guide, Second Edition

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Case Study: Public Library Annual Report

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Case Study: Public Library Annual Report

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A detailed case study of an annual library report from a public library, highlighting strategies and lessons learned.

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Turnkey institutional repository software featuring professional-grade publishing and faculty profiles tools to openly publish, manage and showcase the full spectrum of your institution's research, scholarship and expertise

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Writing Successful Reports in the Library Sector

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Writing Successful Reports in the Library Sector

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This book compiles various case studies from different types of libraries, providing insights into what makes a successful report.

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Executive summary

The executive summary (in some cases referred to as an abstract) captures the main aspects of the report and summarises them in a way that allows the reader to have a sense of the report's purpose, processes of analysis, findings and recommendations, to help make an informed decision as to the report's relevance for their needs. Written well, the executive summary should encourage the reader to continue to read the whole report.

As the executive summary captures aspects of the whole report, including recommendations, it should be written last. That said, it is a key component of the report and should be written carefully and not considered as an afterthought.

In general, the length of the executive summary should be about 10 to 15 percent of the total report and should rarely be longer than one page. It is important to remember that the executive summary is not included in the word count of the report. It would generally be single spaced and witten in paragraph form without subheadings, direct quotes or bullet points. Key parts that should be included in the executive summary are:

the purpose and scope of the report

a description of the type of analysis and methods used to investigate the issue or topic

an outline of the main findings of the report

a summary of the key recommendations.

The executive summary should be numbered using the lower case roman numerals i. If the summary is long and goes over the page, continue the numbering in the same way, ii.

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University Library: Successful University Writing: Report writing

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Practical approaches to get started with planning, writing and reviewing your work.

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This book delves into advanced methods for analyzing library data and using metrics to support your annual report.

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Library Analytics and Metrics: Using Data to Drive Decisions and Services

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Learn how to present library data in a visually appealing and understandable way, crucial for impactful reports.

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This edition of Keeping Up With... was written by Brandi Jagars.

Brandi Jagars is a Visiting Research & Instruction Librarian at the University of South Florida Libraries, email: bjagars@usf.edu

Introduction

Data visualization has become a widely utilized skill in many industries. It is a great way to demonstrate trends, show value of services, and provide information to stakeholders. Even if you are not a "data person," understanding basic design skills that tell a story through data is a skill valuable for many academic professionals. This article will provide examples for how library data can be visualized, why it should be, and how you can get started.

Valuable Data is Everywhere!

To begin a discussion on data visualization, it is helpful to consider the different types of data an academic library may collect for their records and services. Your collections department might have spreadsheets containing titles and prices from publisher purchases. Research consultation request forms can document who is asking for what type of assistance. If your library uses a badge system for instructional courses, who takes the courses and how many badges are administered is another dataset that might be available to you. The publisher platform your library uses to display eBooks might have data on click-through and page views; data like this can help departments decide if funds should be used to re-subscribe to materials. You might even find use for data not directly collected by your library. Journal rankings and faculty publication statistics can assist with determining what journals to cut due to budget and can also provide insight on the journal's reputability.

Data You Can See

Now that we have discussed potential data sources, here are a couple of instances in which data visualization can be utilized in an academic library:

Figure 1: USF Libraries Tampa Campus Research Consultations - Fall 2021

Figure 1 is a snapshot of a draft dashboard that I have created with Microsoft's Power BI program. It contains data collected from the University of South Florida's librarian's consultation requests to show various trends within the data. Particularly important are the visuals related to patron type and frequency.

This dashboard shows that a majority of patrons requesting consults were graduate students. Noticing this trend in the visualization might be something we want to focus on when developing instructional tools. For example, graduate students often seek assistance with literature or systematic reviews, so being knowledgeable and up to date regarding library resources to assist with these projects is a good idea. This dashboard can also be filtered by individual librarians to determine which departments or colleges are requesting assistance most often. In areas where there is higher demand for consults, a faculty librarian might use this visualization to suggest their job duties be altered to account for more time being spent on research consultations.

Figure 2: By the Numbers: Textbook Affordability Infographic

Figure 2 is an infographic I created with Canva that provides an overview of student's attitudes and actions related to the rising cost of textbooks. Historical information about the Consumer Price Index (CPI) was sourced from the Bureau of Labor Statistics.[1] Student responses to a PIRG survey regarding textbook costs were also included to show how students are reportedly handling the financial burden.[2] While this data comes from outside sources, it is utilized in such a way to communicate to stakeholders and donors the importance of the USF Libraries' Textbook Affordability Project (TAP).[3] This visualization could be used to appeal to university leadership to continue or acquire funding for such a program. It might also be shared to advocate for a higher budget allocation for electronic textbooks which students would be able to use at zero-cost, thereby avoiding purchasing costly materials. Visualizing data with an emotional appeal can be effective as a call to action in a variety of scenarios.

The examples provided in fig. 1 and fig. 2 are just a few of the myriad of stories the data sources chosen could tell. This is important to remember when considering the who, what, and why of your story and also why data visualizations are so powerful. If you share with your audience only the raw data, what might they infer or focus on? Will they be able to see any trends or even understand departmental nuances? Clear and visually appealing charts and graphs are a powerful tool to share your message.

Getting Started

As illustrated above, data visualizations are virtually limitless in their design and purpose. This revelation can be both exciting and intimidating as you begin your project. Provided below are some general tips to consider when creating data visualizations. Please keep in mind that this list is non-linear in nature and you may find other methods personally useful once you begin your data visualization process.

Evaluate the Data: Was the data collected in a reliable manner? If from an outside source, does the author have appropriate qualifications to collect this data, and will they permit your use of the data? How often does the data update - is your version timely? When in doubt, it could be helpful to utilize elements of the TRAAP test as you might with other academic materials.[4]

Establish Questions: While you may notice other interesting trends once you begin working with a dataset, having an idea of questions you want to answer will help guide how you clean (organize) your data and what types of visuals are appropriate. Examples could include, "What are the busiest times for graduate study room reservations?" or, "How much money can a student save by using the online textbooks the library provides access to?"

Consider Your Audience: Who is the intended recipient of this information? Colleagues familiar with the data may need less explanation of its collection and purpose. Since I intended fig. 2 to be viewed by a broad audience, I decided to include how CPI is calculated to make the accompanying graph easier to understand, thereby increasing its impact.

Select the Right Tools for the Job: There are numerous programs and websites that can be used to create data visualizations. Your choice may be affected by price, availability at your university, features needed, ease of use, etc. For example, I chose Power BI for my consultations dashboard because I had the data organized into one spreadsheet that I can refresh and replace when needed. Canva is simpler to learn and offers more creative freedom but does not have the same interactivity with graphs and charts and most data has to be manually entered.

Use Visualizations Appropriately: Not all graphs and charts can effectively display the same types of data. Additionally, graphs can be intentionally (and sometimes unintentionally!) manipulated to be misleading. Venngage provides a brief overview of how altering graphs can skew an intended message.[5]

Consider Aesthetics: Do not worry- this does not mean you need to be a graphic designer! Selecting the most useful type of graph, an appropriate color palette, and easy to read fonts will ensure your visuals are appealing and accessible to all viewers. A good place to start is your university's marketing/branding site. They generally contain specific color palettes and font styles used for university communication.

Resources

While this list is by no means comprehensive, the resources included can be helpful to anyone who wishes to refine their data visualization skills. It really is easier than you might think!

Free Data Visualization Tools - This list created by PCMAG offers several free options for data visualization, many of which are beginner-friendly.

Advanced Data Visualization Tools - Also curated by PCMAG, these programs are powerful and offer countless features that may be beyond the scope of a beginner's needs. However, there are courses available online that provide excellent guidance in mastering these programs.

Canva - While Canva is not marketed as a data visualization tool, I find it incredibly helpful for layout inspiration and infographic creation for smaller datasets.

LinkedIn Learning - There are numerous courses available for a variety of data visualization programs. A majority of the programs listed above have multiple courses available. Before purchasing a subscription, check with your university to see if you have institutional access.

Coolors - This generator is a great tool for creating a color palette that is appealing for your visuals. There is an option to simulate colorblindness to see if your palette is accessible.

Information is Beautiful - If you are looking for inspiration or want to step out of the norm in your visualizations, this site is a great place to view aesthetically pleasing graphs and charts.

Conclusion

Data can be powerful, but it must also be digestible. Having the ability to visually articulate what your data means will enhance your research capabilities, reveal opportunities for growth, and communicate to stakeholders and donors the importance of the tireless effort your library contributes to your university's mission.

Notes

[1] "Consumer Price Index (CPI) Databases," Bureau of Labor Statistics, Accessed January 3, 2022, https://www.bls.gov/cpi/data.htm.

[2] U.S. PIRG Education Fund & The Student PIRGs, "Fixing the Broken Textbook Market: How Students Respond to High Textbook Costs and Demand Alternatives," January 27, 2014, https://uspirg.org/sites/pirg/files/reports/NATIONAL%20Fixing%20Broken%20Textbooks%20Report1.pdf.

[3] "What is TAP," University of South Florida Libraries, Accessed January 3, 2022, https://tap.usf.edu/what-is-tap/.

[4] "Evaluating Sources," Australian National University Library, 2020, https://libguides.anu.edu.au/c.php?g=906019&p=6594267.

[5] Ryan McCready, "5 Ways Writers Use Misleading Graphs to Manipulate You," Venngage, April 17, 2020, https://venngage.com/blog/misleading-graphs/.

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Keeping Up With . . . Data Visualization

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This edition of Keeping Up With... was written by Brandi Jagars. Brandi Jagars is a Visiting Research & Instruction Librarian at the University of South Florida Libraries, email: bjagars@usf.edu

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An online toolkit provided by the ALA to assist librarians in developing comprehensive annual reports.

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The American Library Association's Office for Intellectual Freedom (OIF) encourages library workers and educators to amplify the "Report Censorship" message. Article III of the Library Bill of Rights states, "Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment." The information gathered from these reports helps OIF:

Stay on top of trends

Supply library workers crucial tools, resources, workshops, and programs

Compile the Top 10 Most Challenged Books list and trend reports for public awareness

Challenges, bans, or access issues can be reported using this form. Below are tools to encourage colleagues to report censorship incidents.

Take Action

Sample Social Media Posts

The ALA Office for Intellectual Freedom @OIF encourages everyone to report any and all challenges to materials, online resources (including databases), programs, speakers, displays, reading lists, and author visits. No matter is too insignificant. https://www.oif.ala.org/oif/?p=23612

Give back by speaking up. Share your 2021 censorship reports to help @OIF respond to censorship trends: http://www.ala.org/tools/challengesupport/report

What books made the Top 10 Most Challenged Books list in 2021? Help us find out by sharing censorship incidents that happened in your library or school: http://www.ala.org/tools/challengesupport/report

Article III of the Library Bill of Rights states, "Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment." Report censorship with @OIF to defend the rights of readers. Deadline 12/31/2021. http://www.ala.org/tools/challengesupport/report

Not all challenges are to ink and paper - some have to do with URLs and mouse-clicks. Has your library/school received a challenge to a database or LibGuide? Please share your story using our online form: http://www.ala.org/tools/challengesupport/report

82-97% of challenges remain unreported. Report censorship to @OIF. All personal identifying information is kept strictly confidential unless you give us permission to share. http://www.ala.org/tools/challengesupport/report

Has your library or school received:

► A request to cancel a program

► A complaint about a display or exhibit

► A public comment at a school board meeting about a resource

Report these cases to OIF confidentially to help other professionals: http://www.ala.org/tools/challengesupport/report

Listserv Ideas

Below are some ideas on who to reach out to via email. Even if you aren't personally subscribed to a list, you may know someone who could post on your behalf.

Institutional all staff, learning communities, or professional committee lists

County, district, or system lists

State association leadership, members, or sections

Interest groups for public, academic or school librarians lists

Interest lists for graphic novels, youth, programming, reference, or specific topics lists

Faculty in library schools, teacher organizations, civil liberties groups, advocacy, state libraries, or educational network lists

Retweet and Share
Facebook: If you're experiencing censorship, or know of someone who is, report it to the American Library Association before the end of the year. Resources are available, and all reports are kept confidential. You Are Not Alone. https://ala.org/tools/challengesupport/report Twitter: If you're experiencing censorship, or know of someone who is, report it to @OIF before the end of the year! Resources are available, and all reports are kept confidential. You Are Not Alone. #FReadom #IntellectualFreedom https://ala.org/tools/challengesupport/report Facebook: What books will be on the Top 10 Most Challenged Books of 2021 list? Help us find out by sharing censorship incidents that happened in your local library or school this year. https://www.ala.org/tools/challengesupport/report Twitter: A reminder: ALA @OIF provides confidential support during #censorship challenges to library materials, services, & programs. Anyone can report censorship, even if they don't require assistance. http://ala.org/tools/challengesupport #FReadom #IntellectualFreedom
Graphics

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The American Library Association encourages library workers and educators to amplify our message to "Report Censorship."

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This report by OCLC examines global library systems and provides key insights and data that can aid in annual reporting.

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A professional development guide that covers leadership and management practices, crucial for writing authoritative and comprehensive reports.

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About the Journal

Library Leadership & Management ( ) is a journal of ALA Core: Leadership, Infrastructure, Futures . LL&M focuses on assisting library leaders, both formal and informal, at all levels as they deal with day-to-day challenges. Articles address a wide variety of management issues and highlight examples of successful management methods used in libraries, explore issues or concerns relevant to Core, offer practical perspectives related to leadership and management, highlight methodologies or techniques that have broad applications in libraries of all types and sizes, and include interviews with library administrators or others in related fields.

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This book focuses on the art of storytelling within the context of library reports, helping to make your annual report engaging and memorable.

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Just as literature can be used for learning, the power of storytelling can be very effective when applied to leadership and management. Library expert and author Marek shows readers how they can use storytelling to communicate vision and values with * A primer on how to develop storytelling skills * Tips on how to use narratives to navigate change and build community * Strategies for using your library's buildings and history to communicate shared goals Applying solid management principles to a library setting, Marek provides the tools and explains the process of leading and managing through organizational storytelling.

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Organizational Storytelling for Librarians: Using Stories for Effective Leadership

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Just as literature can be used for learning, the power of storytelling can be very effective when applied to leadership and management. Library expert and author Marek shows readers how they can use storytelling to communicate vision and values with * A primer on how to develop storytelling skill...

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An essential read for managing library projects, which is often a major component of annual reports.

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Projects and the librarian

What is a project?

A project is a planned undertaking which delivers a specific outcome using pre-defined and often specially allocated stocks of time, money, resources and equipment. The outcome may be a product or a service, and will require a business case to justify it.

Projects happen outside the normal operations of an organization and have specific start and end dates, and a unique end result. Success in delivery lies in the ability to produce the outcome to the agreed quality, within budget and within the agreed time-scale. In practice, however, there may need to be some trade-off between these three, for example if the deadline is tight and unmovable the budget may need to be increased to pay for extra resources, or some quality sacrificed.

Librarians and projects

Librarians in every sector are increasingly dealing with discrete projects, often with a large technological component, over and above the ongoing services they provide. Many of these projects involve digitizing all or part of the collection, and making services available to their users online. The move from print to digital has caused a huge sea change in the way librarians work: they are no longer custodians of knowledge and need more than ever to follow user requirements in a rapidly changing world.

For example, the British Library has an extensive ongoing digitization project, which includes such initiatives as the Researchers' Information Centre, which facilitates collaboration between researchers, and the National Digital Library, which is about archiving digital content. In the Umeå region of northern Sweden, five municipalities have pooled their resources to create an integrated library system, enabling users to borrow from and return to different libraries, order from a combined collection of 25 libraries via the website, www.minabibliotek.se, and write book reviews and other content.

Many organizations conduct systematic reviews to make sure they meet user needs and keep ahead of the game. In many cases, they also need to improve their level of service on the same budget, or one that has not increased in proportion to service requirements:

Chia (2001) describes how the National Library Board (NLB) of Singapore conducted a study designed to create a service that was convenient, affordable and accessible to the people of that country. Partly as a result of new libraries placed in shopping malls for accessibility, visits had increased fivefold and loans had doubled. The budget had not increased by the same amount, so the NLB had to rethink its service paradigm and innovate out of a situation of over-crowded libraries and dissatisfied customers.

In 2004, the library of the University of Western Australia launched a strategic plan in an attempt to maintain and improve services during a period of rapid change. This involved breaking down silos in the library so that there were no artificial barriers, and providing training for staff, including a generic training programme for new recruits, so that much-needed new skills could be acquired rapidly (Kiel, 1007).

The objective of the Umeå library project was to improve service levels by creating a far larger and more accessible library system, by linking together all 25 libraries in the region, but without increasing costs.

As libraries undertake more and more projects, they need to become familiar with the tools, techniques and methods of project management.

The benefits of a project management approach

The main principle behind project management, whatever methodology is used, is that planning can help a project by clarifying the main objectives, matching resources to the achievement of those objectives, trying to predict and pre-empt the risks involved, and monitoring tasks on a daily basis. In all methodologies, the life cycle of the project is followed, starting with an idea for a particular product or service and ending with the implementation of the service or the delivery of the product. See Figure 1.

Figure 1: The lifecycle of a project (© Manjeet Singh, www.projectminds.com)

Project initiation

A business case will need to have been put for something that meets a genuine customer need, which should also look at what will happen if the case is not met. This should be reviewed, and the objectives refined. Risks will be identified, along with means of controlling them. The project team will be put together (the implementation team, not the project board which makes key decisions).

At the end of this stage, a document will be produced which defines the who, what, where and how of the project. It may have a specific name, such as "statement of work", or "project initiating document", depending on the methodology used.

Planning

The planning process involves determining the key tasks required to achieve the objectives, and putting them together to create a work plan or schedule. It is probably advisable not to plan far-off tasks in too much detail, but to think in terms of a number of project stages, often referred to as project milestones. During the operational stages of the project, the various milestones will be planned in greater detail. However it is important to determine the critical path, those activities which are dependent on one another.

Planning also involves allocating resources to the various tasks, be they people, equipment, facilities, outside suppliers, etc.

All this information is put together in a project plan, which is a major control document for the project, to be constantly referred to and updated.

Execution

This is the stage when operational work on the project starts. The project manager will need to brief the team and direct their activities so that the necessary objectives are met. The team may not report directly to the manager and some may even be more senior, but it is still important to keep up a good team spirit and get people to focus on the project and the tasks needed to complete it. Changes may be required for a whole variety of reasons even if the project's original scope has been agreed - external circumstances may change or new opportunities arise - and it is the project manager's job to look at the effect of the change on the plan, and obtain approval for varying the course.

Control

The project manager will need to monitor the plan carefully, producing a more detailed workflow for each stage of the plan and ensuring that the necessary resources and equipment are in place. He or she will also need to report on progress, troubleshoot where necessary, and update the plan.

Project closure

This happens when the project output has been released, and involves checking that the customer is satisfied with the end product or service, and handing over to implementation. At this stage it's important to review the project and look at the lessons learnt, which can be incorporated into future project planning.

The National Library Board (NLB) of Singapore has for some time worked in a project-centric way in order to achieve its objectives. Staff have adopted their own project management methodology and developed a manual to provide guidance on the recommended templates, standards and guidelines for defining, planning, executing, closing-out and reviewing projects. All professional staff are trained in this methodology, which is illustrated below (Figure 2).

Figure 2: Project management methodology of NLB (© National Library Board of Singapore)

Project management is used especially, but far from uniquely, for technology projects. A very high number of the latter fail: according to Tanner (2001), one-third of failures is attributable to poor planning, one-third to poor objectives, and one-third to poor communication. All these are project management issues: very few projects fail because of technological factors.

Other advantages of project management are that it provides:

a common language that everyone can understand, which is particularly convenient with multidisciplinary project teams;

more control when a lot of projects are being worked on together;

a system for allocating resources, without which people may not be available to work on the project, which slows down progress and makes implementation difficult;

clarity on the project's scope, lack of which can make planning difficult and increase the risk of scope creep.

Examples

Kiel (2007) maintains that before the University of Western Australia Library introduced project management systems, projects were poorly scoped, had no clear direction, lacked resources for implementation, and were difficult to transfer to operation. Furthermore, there was no cross-project overview.

The NLB in Singapore introduced project management because it needed a "common language to regulate the myriad initiatives" (Chia, 2001) that it wanted to implement, that would be understood by its multidisciplinary staff. They undertake about 200 projects a year, and without this common language, things would be chaotic.

The University of Leeds Library has been using project management for some time now, because of the volume of projects and the need for managers to have an overview. They concluded that project management techniques were not only beneficial but necessary to demonstrate value for money, and to make sure that the customer was fully involved (Stanley et al., 2003).

Good practice in project management

Even without following specific methodologies, there are a number of principles of good project management:

Take care to define the project as clearly as possible: what exactly is to be achieved, and to what quality?

If there is a clear vision for the project, it will be easier to list tasks and check that there are the necessary resources to match the vision. Also, scope creep will be less likely, and if requirements do change, it will be easier to see the effect on the plan. Some projects prioritize effort in areas where results will be most beneficial.

Examples

The University of Illinois Library at Urbana-Champaign had a project to barcode 8.5 million volumes in the library, due to a new integrated library system which circulated items by barcode number. They prioritized three million high-use volumes (Atkins, 2004).

When a project manager took over the Umeå library project, he felt that the aims were not sufficiently concrete, so gave them a thorough reassessment.

Invest in the planning process: this will minimize later implementation problems

Because it does not yield an output, it is tempting to rush through it, especially if there is a tight deadline. In particular, observe the following:

Plan key deliverables as "mini goals" or milestones - for example, all digital rights obtained, all objects prepared for digitization. This has the effect of creating "waymarks" along your project route, and providing a sense of achievement once passed.

Achieve a balance between planning and flexibility. The plan should not be so rigid that it's not possible to respond and adapt to unanticipated events. On the other hand, avoid being too flexible and ad hoc decision making.

Example

The Royal Scottish Geographical Society (RSGS) implemented a project to digitize its stock of images (Fenton, 2007). One of the lessons learnt was that one-third of a project is concerned with planning, but this does not yield an output, so is often not understood.

A pilot, or feasibility study, in other words a smaller part of the whole, is a good way of testing out the larger project

This will help establish benchmarks on which to base projected costs and test operational strategies; it also strengthens the team's confidence. Thus it can be a good risk management tool.

For example, the barcoding project at the University of Illinois Library at Urbana-Champaign carried out a pilot on the History and Philosophy Library. This helped the team to test their procedures, streamline their processes, and benchmark how many items could be completed per hour. As a result, they were in a better position to take their manpower and costs projections to management (Atkins, 2004).

Sometimes, it is the project management system itself which is piloted. When the University of Leeds Library introduced Prince2, it selected a number of its current projects, for example the upgrade of the library desktop, some digitization work, the implementation of the university's portal, and the online conversion of the library's video (Stanley et al., 2003).

Foster teamwork

Find the most capable team members, and make sure that they have the necessary level of technical and organizational skills, as well as clear roles, responsibilities, and accountabilities.

A "lesson learnt" from the RSGS project was that project roles had been unclear, and this, together with volunteers working with professional staff, had caused problems (Fenton, 2007).

Find the right project manager

This person has a key role, and will be highly instrumental in ensuring successful project completion. A good project manager will have leadership and team-building skills, have a grasp of detail and the impact of elements on the project as a whole, while still being able to see the bigger picture, and will be politically savvy and a good negotiator, able to engage where necessary with senior management.

Involve key stakeholders from the start, and have an understanding of the organizational context in which the project is operating

This means:

Buy-in from senior management, who will champion the project and allocate resources.

Users of the project, as well as those involved in the project's operational activities. According to Tanner (2001), interested parties include curators of various items, rights holders, those responsible for creating the metadata.

Others, who may be affected by resources being moved away from their area of operation.

Example

The University of Illinois Library at Urbana-Champaign had a project to move little used volumes to high density shelving in order to increase space for higher use volumes. The project manager "bought" good will by allowing departmental librarians to transfer 3,000 volumes, thus going some way to meet their space requirements.

Make use of project management software

Project management software - such as Microsoft Project - can help greatly with the task of creating a plan of the project workflow. It allows you to create tasks and subtasks and allocate resources to the tasks. It shows the interrelationship between tasks and their effect on the schedule, automatically rescheduling when an end date changes, as well as the critical path. Becoming reasonably proficient in such a system can make a real difference to the chore of project planning.

Figure 3: Gantt chart for barcoding project for University of Illinois Library (Atkins, 2004)

Have good communication, between team members, with stakeholders and clients, and with senior management

The first will ensure that the team will know what to expect from one another, for example the person responsible for the digitization process knows how and when he or she will receive the items. The second will reassure the client that needs will be met. The third will enable management to know that things are going smoothly, and when their input is required.

Example

At the University of Leeds Library, staff can make use of Virtual Knowledge Park, which enables document sharing and discussion. Templates for project management documents can be accessed, and each group member has their own folder to store project documents, enabling people to learn from each others' completed reports.

Using Prince2 Methodology

So far, we have talked in general terms about good practice in project management, without highlighting any particular methodology. Prince (which stands for Projects IN Controlled Environments) is a system developed in the UK by the Central Computer and Telecoms Agency (now the Office of Government Commerce) and used widely in both the private and the public sector, in the UK and overseas. Prince2 was launched in 1992 based of the experience of many projects and in response to user requirements for more guidance on all types of projects, and has become an international standard for project management methodology. Although highly formalized, the system is scalable and flexible, so can be adapted to the requirements of the organization and the project.

Prince2 is a process-based approach to project management, and has eight core processes or management activities, as illustrated by Figure 4, below:

The following is a very brief summary of these stages:

1. Starting a project: at this stage, a business case is prepared, along with a project brief, giving a high level view of what is required and why.

2. Directing a project: this is the work of the project board, which authorizes initiation, monitors progress, and approves any change or more resources. It consists of:

project sponsor who approves objectives, organization, resource allocation, and the start of the project,

project owner who has delegated authority, but is ultimately responsible for the success of the project,

project manager who has operational responsibility for the project, but who is not necessarily a subject matter expert,

senior users who represent the end user,

senior suppliers who represent the main disciplines or professional expertise involved in the creation of the end product.

3. Initiating a project: this is when the project initiation document is filled in, which is an extensive defining document.

4. Managing stage boundaries: projects are divided into a number of stages, at the end of each of which the board is reported to and key documents, such as the project plan, risk log and business case, are updated. It is expected that the board will manage by exception, in the event of major change, leaving the day-to-day running to the project manager.

5. Controlling a stage: this is the core of the project manager's activities on a project. He or she will review progress, troubleshoot, report on status, authorize work to be done, etc. The plan will be updated regularly.

6. Managing product delivery: this is about ensuring that teams deliver the work as agreed with the project manager to the approved quality level.

7. Closing a project: sometimes, a project may need to be closed prematurely, in which case, approval must be obtained from the project board. If the project has finished according to plan, then this stage is about ensuring customer acceptance, objectives met, operational arrangements in place including training, archiving files, and reviewing the management of the project.

8. Planning: this is a repeatable process which covers stages 3-6.

Prince2 has a lot of procedures and paperwork, but the benefit of these is to provide a sharper focus. The business case, the risk log and the project itself are reviewed at key stages, changes are tracked, and the system itself can be geared to projects of differing size and complexity. The methodology is highly complex, and organizations who adopt it need to invest heavily in training; a course typically lasts five days.

Examples

University of Western Australia Library

In 2004, the University of Western Australia Library received funds to develop a learning resource system, or digital learning object repository, and Prince2 was introduced the following year. A survey was carried out on its success, and the vast majority of the respondents considered it as either successful (61 per cent) or very successful (25 per cent). People appreciated the planning documentation, the clear breakdown of tasks, the ability to track progress, the management by exception and the reporting system. Many also commented on the more cooperative working environment.

University of Leeds Library

The University of Leeds Library used formalized project management methodology for some years before introducing, as a pilot, Prince2 on a number of projects, in order to gain a better overview of the large volume of projects being conducted at any one time. Projects were grouped according to size, sensitivity, risk, resource requirements and time-scale. The method required the filling in of a number of key documents - the project mandate, the project brief, the business case, the risk log, the project definition report, the issues log, and the highlight report - so that Prince2 was not followed literally but adapted to suit the particular circumstances of the library. The project definition report contained all the information needed to direct and manage the project.

They found a number of advantages:

it built on current practice, which was to plan the project initiation stage very carefully;

it provided a formal structure, with a project owner, manager, etc., as well as early involvement of stakeholders;

there were formalized review points, which aided reporting and highlighted any areas for decision making, while communication channels were very clear;

project management templates were created which ensured a consistent approach, and which were given a consistent look and feel reflecting university branding;

the necessity of clear objectives helped to control scope creep;

it reduced the administrative burden, as although writing the project definition report was time-consuming, it became quicker with practice, and the need for note taking in meetings was reduced as actions were embedded within project documents.

Conclusion

We have looked in this article at the main principles and good practices of project management, both in its general and its more formal methodology, providing plenty of examples from libraries. Often, the requirements of project management can seem daunting, but there is no other way to implement the large number of (particularly technological) projects that most libraries are required to handle. Providing appropriate training is given, their introduction can pay dividends.

References

Atkins, S. (2004), " Projecting success: effective project management in academic libraries" [accessed March 19 2008].

Chia, C. (2001), " Transformation of libraries in Singapore", Library Review, Vol. 50 Nos. 7/8, pp. 343-348.

Fenton, C. (2007), " Finding the way: improving access to the collections of the Royal Scottish Geographical Society", Program,
Vol. 41 No. 4, pp. 353-364.

Kiel, R. (2007), "Project management and cultural change: a case study at the University of Western Australia library", paper presented at EDUCAUSE Australasia 2007, available at http://www.library.uwa.edu.au/about_the_uwa_library/research__and__development [accessed March 20th 2008].

Office of Government Commerce (2005), Managing Successful Projects with Prince2, The Stationery Office.

Stanley, T., Norton, F. and Dickson, B. (2003), "Library project management in a collaborative web-based working environment", The New Review of Academic Librarianship, Vol. 9 No. 1.

Tanner, S. (2001), " Librarians in the digital age: planning digitization projects", Program, Vol. 35 No. 4, pp. 327-337.

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A project is a planned undertaking which delivers a specific outcome using pre-defined and often specially allocated stocks of time, money, resources and equipment. The outcome may be a product or a service, and will require a business case to justify it.

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It's the end of the school year and that means it's annual report time. Or does it?

When I mentioned to a colleague this year that I needed to put together the library's annual report, I was a little shocked by their reply - "Why bother. No one is going to read it."

It made me reflect on why I create an annual report each year and why I firmly believe it is worth the time and effort to create an annual report.

Advocacy

I know my school's leadership team will read my annual report. They might not all read it. They might not read it all. They might skim through it (it is the end of the year and a busy time of year, after all). But I know they will open it or it will at least spark recognition as it sits in their inbox. I was pleased to receive two reply emails from submitting the report to our leadership team. Both emails congratulated the team on our work and achievements this year. And one response asked for more details on the suggested future projects, which was really pleasing to see. They are interested in what we are doing.

I also share the annual report on our school website, so that any staff member, student, community member or interested school librarian could read it. That can be a little daunting. Actually, I tossed and turned about sharing it. I know my stats might not stack up compared to another school. Maybe someone will look at the report and question our direction or focus or why the school library has a budget at all. But I thought the risk worth the gains in sharing the amazing work the library team have done this year. But that's not the only benefit of creating an annual report. Here are a few others

Personal reflection

I love putting together an annual report as it is a wonderful opportunity to reflect on the work the library has done in the year. It's a chance to compare the goals set at the start of the year with what we have achieved. It's a chance to look at the results of any events or direct focus. This year, I made the shift to student-driven collection development and I love that my loan statistics for physical resources have increased (despite three weeks of online learning, a delayed start to the year and a term with a tiny collection in a temporary location.) As my principal said in his email - it's great to know it works!

Future goals

Putting together an annual report is also really helpful for identify areas that might need some work or could be part of a future focus for change. My loan statistics for ebooks and audiobooks have improved this year, which I am pleased with. But the sharp increase we saw at the start of the year didn't continue. Was this due to a drop in how much I featured these resources in lessons and on Instagram? How can I make this a focus for next year?

An ongoing record

I love that annual reports are an ongoing record of what the library has achieved. Having the stats from year to year, paints a picture and it's really handy to have. I've used them in my action research, as evidence when requesting a budget or staff increase, and the report is a record of my own work for the year.

How I create an annual report

There are lots of different ways to create and format an annual report. I've seen lots of different types. I prefer one that is very visual, lots of pictures and charts. But I am also a bit long winded (you'd never guess, right??!!) so my reports still have a bit of writing in them. I do try to keep it short though, conscious of the limit time of those reading it.

What I include

Lots of photos

If a picture tells a 1000 words, the more photos I can include, the better. My audience is leadership, as well as staff, students and the wider community, so photos are a key part of telling the story of the year. Photos of students in the library, photos of events.

Vision and mission statements

I include our library's vision and mission statements. This year, it meant including our brand new statements, which received good feedback from leadership. It's also a good reminder on why we do everything we do within the library and how the results and events we are sharing reflect back on those statements and goals.

Reflection

I include a reflection on the year, highlight key milestones and events.

Statistics

Of course, it wouldn't be much of a report without some statistics. Loan statistics of physical resources are easy to pull down, but can be arranged in a variety of ways. This year I decided to display them alongside the stats from the previous year, to highlight the change. I also decided to break the stats up into collections, as we saw great changes for a few collections, and term by term, as some of our terms were significantly impacted by our move into a temporary location. I also included statistics of new resource additions, digital collections, page views on our website and catalogue and social media account statistics. Next year, I'll be able to include bookings of the library space, but wasn't able to include them this year due to the changes in our location. I included numbers of research guides created. From next year, I'll be able to track how many new guides we create. I'll also try to keep a better track of how many lessons I take - I had the data, just didn't have enough time to count it and include it this year.

Events

I include a few event highlights from the year and more photos. We do so many things each year in the school library, it can be hard to remember them all. A quick round up is good for my memory, records and sharing with stakeholders.

What's to come

My final page includes a few points about the focus of the year to come and the future direction of the library. This probably isn't necessary in a report that is looking backwards, but I like to join the dots on what's happened in the year and what we plan to do next.

Links

Finally, I include links to our website and social media. I did plan to include a QR code to a blog post, video or gallery with more photos, but will have to save that for a year when I have more time.

Template

Not sure where to start? I use Canva to create my report. Here's a template to get you started. You don't have to use all the pages - in fact, shorter is better. I admire those who can create a 1 or 2 page document! Take it and make it your own.

Sharing

I email my report to the leadership team in the school. This year I forgot to include two key leaders (big oops!!), so I am lucky that I also cc my incredible library team. They help put the report together and edit it before it is sent, so it's only fair to include them in the outgoing email. Fortunately, one of them noticed I'd missed a few key players and forwarded the report on. I also share my report on our library website. This, quite honestly, is terrifying. What if someone has an issue with what we are spending our budget on? What if another school librarian sees our stats and how much we are struggling to get students reading? I hope the benefits outweigh these risks and hope it helps to share the wins we have had.

I also share a few stats on our school's Instagram account, graphics of our top ten loans and pictures of the events of the year.

My report

And finally here's the bit you probably wanted me to put at the top. The link to my report. You'll find it here.

What do you include in your annual report? Do you create one? Who do you share it with?

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Ramblings: School Library Annual Reports

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School Library Annual Report It's the end of the school year and that means it's annual report time. Or does it? When I mentioned to a colleague this year

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Super Library Marketing: Practical Tips and Ideas for Library Promotion

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Infographics are visual marketing pieces that help explain facts and figures or lay out a complex set of information in a way that is easy to understand. They're an incredibly effective marketing tactic.

Until recently, I thought infographics were a relatively new marketing tactic. I remember deciding in 2013 to create an infographic, the first for my library, to promote a readalikes list. I thought I was so innovative!

Turns out, infographics have been around for hundreds of years. Fun fact: The first known instance of infographics as we know them today dates to the late 1700s with a chart of wheat process and labor wages.

Frankly, I love infographics. They appeal to my visual and creative nature. They work well on social media. But they take a lot of time and planning. So, for libraries with a limited marketing staff, it can seem daunting to create one. But it's worth it.

Why use infographics in library marketing?

Infographics grab attention. Our brains are hard wired for visuals. The human eye can process 36,000 visual messages per hour. That's 60,000 times faster than the brain can process text. 60,000 times. Whoa.

A good infographic will trigger a reaction in the human brain, sometimes even before the person consciously realizes and processes that reaction.

Think about what happens to you when you see a photograph of a beloved family member or friend. The photo instantly makes you cry, laugh, or long for that person to return to your life. An infographic can trigger the same kind of emotional response. And emotional responses are the best kind of marketing, because they are memorable.

Infographics can explain complex ideas and convey a lot of information in a simple way that is accessible to many audiences. Libraries deal with a lot of data. Our products and services are sometimes difficult to break down into steps. A good infographic will take facts and figures, difficult instructions, or confusing concepts and present them in a way that everyone can understand.

Infographics will position your library as an expert in a way that words can't. A good visual will demonstrate your library's subject-matter expertise. It can boost your credibility. It shows that you care about effective communication with your community. And that builds trust with your visitors, community members, and stakeholders in a way that feels more genuine that fancy words.

Three ways to use infographics in your library marketing

Promote your collection. Use infographics to promote a themed collection series, such as new dystopian fiction, the best book club reads, or mystery authors.

You can recruit your collection development department to come up with a list or, if your library is a NoveList client, you can use the NoveList database to find books within a theme. Use the infographic to drive traffic to those titles in your catalog. This works really well on social media.

Explain difficult information. Create an infographic to help you explain something to your cardholders, like how to download an eBook, how to pay a fine, how your library uses taxpayer funding, or why summer reading is vital to childhood literacy.

Show that your library is fun! Have your content team come up with a great idea for a fun promotion, like 20 signs that you might be a bookworm or how to make a bookmark out of an old book.

How to design a library marketing infographic

Create an outline. An outline can help you to lay out the pieces of the infographic and cut your ideas down to the essential elements.

Decide which points are essential for getting your message across. Is there a story to be told in the data or concept you are trying to convey? Is there a beginning, a middle, and an end to that story?

Once your outline is set, your other design elements will become clear to you. What is your theme? Will you use charts or graphics, lists or numbered elements, photos, shapes, or icons? Write those decisions down next to each section in the outline to help you organize your thoughts.

Plan your layout. You'll want to make sure all the elements of your infographic are balanced. But that doesn't mean everything has to be symmetrical!

For instance, if your infographic is explaining something that has a lot of considerations at the beginning of the process and works toward one end result, you could consider a funnel-design: making the number of visuals heavy at the top and lighter as the eye moves down.

If you are explaining something on a timeline, you can arrange your elements evenly from top to bottom but not directly across from one another.

It's good to sketch your layout out before you go into a design program. This saves time in the actual process of creation and gives you space to make changes at a stage where it's easy to fix.

You will also want to plan out any places in your infographic where you might need a visual break, like a solid block of color or a line or shape. Finally, be sure to leave white space. You want your infographic to look uncluttered.

Decide your color scheme. A good rule of thumb is to design your infographic with two or three main colors. Then choose a few minor color accents.

The subject of your infographic will have a bearing on your color decision. Some colors work better for explaining data, and some work better for explaining processes.

Take your branding into consideration when you decide on your color scheme, to avoid clashing with your logo.

Pick your fonts. You'll want to make sure your type is accessible to all audiences. Avoid script-type fonts. Keep in mind that an infographic is visual, and the amount of text will be minimal, so the font you choose must compliment the design elements of the infographics.

Limit your use of fonts to just two or three types. It's good design to pick a font for the header, one for the main body text, and a third for the complimentary or subtext.

Write a headline that hooks your target audience. As you would with emails or blog articles, the headline or title of your infographic will need to convey the general theme of your visual and catch the attention of your potential audience. Be descriptive and catchy. The title should be shorter than a headline you may use for other content-only a few words long.

LibraryAware by NoveList has a complete section of infographic templates that make this process easy. If you aren't a LibraryAware client, you can request a demo. For more help with your library marketing, email me at ahursh@ebsco.com. Subscribe to this blog and you'll receive an email every time I post. To do that, click on the "Follow" button in the bottom left-hand corner of the page. Connect with me on

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Show, Don't Tell: Why Infographics are an Essential Component in Your Library Marketing

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Infographics are visual marketing pieces that help explain facts and figures or lay out a complex set of information in a way that is easy to understand. They're an incredibly effective marketing tactic. Until recently, I thought infographics were a relatively new marketing tactic. I remember deciding in 2013 to create an infographic, the first...

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Super Library Marketing: Practical Tips and Ideas for Library Promotion

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Is there any library marketing task as daunting as the annual report? I don't think so.

Neither does reader Carrie Weaver of Peters Township Public Library. She is the inspiration behind this post.

Carrie writes, " I am sure many other libraries are preparing their 2020 summaries for stakeholders, elected officials, and the folks in the communities they serve. Can you talk about what they should/should not be? What should be included? What is a good length? I want our annual report to be more than a bunch of stats - I want to tell the story of how our library served our community in this year like no other! "

Confession: I created six annual reports during my time at the The Cincinnati and Hamilton County Public Library. And I found it to be the most difficult work I had to do every year.

Carrie was spot on. The annual report has an importance that no other piece of library marketing holds. And that's especially true this year. It must convey the work you did, the value you provided, and the ways the pandemic affected your library.

And, as Carrie says, your annual report is more than an archive of your library's work. It is a way to tell the story of your library.

Your annual report can show the connection between your library's mission and strategy. It can clarify the impact your organization had on the community. And of course, your annual report can thank donors and volunteers, as well as inspire future donations and volunteers.

You are no longer locked into using a brochure or a longform magazine. Your library may decide to change format, the size, and the way you present that information to best serve your audience.

We'll start with ten tips for putting together a highly effective annual report. Then, I've gathered examples of library annual reports, as well as annual reports from other non-profit organizations for inspiration!

Decide what your key message will be.

Your annual report should be more than a list of your work. It can tell a story. And you can use it to stir emotion.

Ask yourself: What do you want your readers to feel once they're finished reading your annual report? Think about how you'll construct a narrative and take your readers through the various pieces to an end point, the focus of your key message.

Think of this as a call to action for readers. How can they help your organization to make progress this year? The answer should be very clear to readers once they reach the end of your document.

Focus on your library's accomplishments, not just activities.

The readers of your annual report want to know why your library did what it did in 2020. You'll want to highlight how your library staff responded to the pandemic. Don't just talk about how you pivoted to provide support to your community. Talk about why that pivot was so important.

Write about the impact your work had on your community. Connect the everyday activities of your library to your mission statement and your library's overall strategy.

Create an outline to lay out what you want to cover and how you'll cover it.

Plan to mix elements, with some pages including text, photos, and data. This mix will keep your audience interested and will help them to comprehend and remember the story and data points in your annual report.

Also, make sure that the pages include room for photos, as well as plenty of white space.

Use infographics to convey data.

Infographics can explain complex ideas and information in a simple way that is accessible to many audiences.

Our brains are hard wired for visuals. An infographic can trigger a reaction in the human brain, sometimes even before the person consciously realizes and processes that reaction. For more tips about constructing an infographic, read this post.

Balance data with stories.

Stories can humanize the work of your library and make your annual report more compelling.

Clearly show the change that resulted from your library's work. Use a storytelling structure with a beginning, middle, and end to show what changed as a result of your library.

In addition to patron stories, you might also consider including stories about your senior staff and employees to showcase the value of the people who do your library's work.

Finally, share a story of one person rather than a group. Your readers will find it easier to connect to a single person than a group of people. For the most compelling story, use that person's own words as much as you can by including quotes and first-person narratives.

Use your words to inform and inspire.

The text portions of your report must be in your library's brand voice. You'll want your words to feel authentic and intimate to appeal to the heart of your audience.

Try to avoid being professorial or aloof. You can excite, surprise, and delight readers of your annual report by writing in a conversational tone.

In fact, your library may consider using a blog-like model for the text in your annual report. Streamline your text to highlight only the most interesting tidbits for your readers.

Let the story determine the length.

There is no right or wrong length for an annual report. The amount of space you need to accurately convey the story of your library's journey through the past year is exactly the right length.

Of course, you may need to add or cut sections based on factors outside of the story. For instance, if you use a vendor to print copies of your report, you may be bound to fill or fit a certain number of pages. But in general, let the story of your library be the guide when determining the length of your report.

Convey a sense of gratitude throughout the document.

An attitude of gratitude should permeate the entire report. Be sure to emphasize how important taxpayer and donor support is to your success. Saying "thank you" creates a personal connection to your supporters that can boost engagement for future fundraising campaigns, as well as loyalty to your library.

If you highlight a specific initiative or program, you can conclude the text with a line like: This was made possible with the support of taxpayers, corporate partners, foundation, friends, and individual supporters.

Proofread like your life depends on it.

Your annual report should be professional, polished, and proof-read. Recruit at least three staff members outside of your department to read the proof before it goes to the printer.

And double check the names of donors. Donors will feel slighted if their name is misspelled or if their donation is not acknowledged in the annual report.

Repurpose your annual report for additional marketing content.

You can extend the value of all the hard work you've put into your annual report by using the pieces for marketing.

Put the full report on your website for public transparency. Write a blog post version of the report and link to the full document.

Add a line to your emails and newsletters to prompt the community to read the report. And separate out the sections to create condensed social media posts for further reach.

Library annual reports for inspiration
San Mateo County Libraries 2019-2020 Annual Report Mid-Continent Public Library 2019-2020 Annual Report Cuyahoga County Public Library 2019 Annual Report Spokane Public Library's 2019 Annual Report New York Public Library's 2019 Annual Report
Other annual reports for inspiration
EveryLibrary's 2019 Annual Report
Feeding America's 2019 Annual Report

Equal Justice Initiative 2018 Annual Report

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The Dreaded Library Annual Report: How to Create a Masterpiece that Showcases Your Library's Value and Inspires Your Readers

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Is there any library marketing task as daunting as the annual report? I don't think so. Neither does reader Carrie Weaver of Peters Township Public Library. She is the inspiration behind this post. Carrie writes, "I am sure many other libraries are preparing their 2020 summaries for stakeholders, elected officials, and the folks in the...

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Infographic Maker Trusted By 11 Million Users - Piktochart

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With Piktochart AI, you can create stunning infographics, reports, presentations, and more in seconds. No design experience needed. Start for free.

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Easel.ly is a simple web tool that empowers anyone to create and share powerful visuals (infographics, posters)... no design experience needed! We provide the canvas, you provide the creativity.

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The libraries were thrilled to be able to welcome students and teachers back to our spaces to read, research, and borrow books - at a safe distance, of course!

Restored staffing in the MS and HS meant we were able to welcome students after school through the ASRP program. We hope to offer regular after-school access in the 2022-2023 school year (pending the lifting of COVID restrictions).

MS Students learning about new books available on Sora

HS Students Researching

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ASD Libraries: ASD Libraries' Annual Report 2021-2022: Home

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Where we tell you what ASD libraries have been up to.

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