Guest post by Mary Soucie, State Librarian (first published in the October 2016 issue of Flickertale)
This is the ongoing series we have on compliance with the ND Library Coordinating Council’s (NDLCC) Standards for Public Libraries. The standards are effective July 1, 2017, and public libraries must be in compliance with the standards in order to apply for NDLCC grants.
One of the standards for all libraries is to have a 3-5 year strategic plan on file with the State Library. Many people are intimidated by the idea of writing a strategic plan, assuming the process to be complicated and difficult to undertake. While certainly some processes are more complex than others, the process can be simple depending on the needs of the organization.
When the State Library decided to create a strategic plan last year, we opted to work with a facilitator. We did an all-day retreat with our staff, off site. We also conducted a staff survey to help narrow the topics to be discussed at the retreat. By the end of the day, we had identified three priorities for the State Library to focus on. Administration then worked with our facilitator to identify objectives that would be used to measure progress of the goals. Library Vision 2020 and our Library Services and Technology Act (LSTA) 5 year plan round out the documents that make up our strategic plan.
Hiring a facilitator is one method that can be used to develop a strategic plan. Larger organizations often find it useful to work with an outside facilitator. Libraries that work with a facilitator may opt to utilize surveys, focus groups or a combination of both to help inform the development of the plan.
Smaller libraries may not find the use of a facilitator to be necessary or an option. You can still conduct a patron survey. You can develop the survey using the free version of Survey Monkey, Google forms or another method. The survey can be shared with patrons that come into the library and on the library’s website. Focus groups are also a very useful way to gather information about the community’s needs and wants from the library.
A very common place to start the strategic planning process is to conduct a SWOT analysis. SWOT stands for Strengths, Weaknesses, Opportunities, and Threats. Strengths and weaknesses are often internal to the organization while opportunities and threats are usually external. When identifying your library’s strengths, questions to ask include what do you do better than anyone else, what can you offer that no one else can and what do others see as your strengths? When identifying your weaknesses, ask what can you improve, what should you avoid, what do others see as your weaknesses? To identify opportunities, look at trends in both the library world and in your community, region and state. When looking for threats, identify what obstacles the organization faces, who your competitors are and what they are doing better than you; again, remember to look at the local, regional and state communities. These are samples of questions you can look at; they are by no means exhaustive. Once you’ve completed the SWOT, you can identify the weaknesses you want to work on and the opportunities you want to take advantage of.
There is no prescription for how long your strategic plan should be. Typically, a plan has three to five goals, with measuring objectives for each. Wendy Wendt, director at Grand Forks, refers to her strategic plan as a roadmap and points out that you will not necessarily complete every single item in the plan. I think that’s useful advice to remember. You want the plan to be obtainable while challenging your organization to grow.
While you are creating your strategic plan, it is the perfect time to examine your vision and mission statements to determine if they still work or if they need to be updated. A mission statement should be short enough that everyone associated with the organization, including trustees, can remember it. The mission statement can be full sentences or a series of short bullet points. The NDSL mission statement is “Making connections, strengthening communities, impacting lives”. This statement guides us when planning services and programs and helps us determine how to use our resources. That is the goal of a mission statement- to help guide the organization in the use of resources while conveying the message of what the organization is about. The NDSL Vision Statement is “providing pathways to information and innovation”. The vision statement is what you do while the mission statement is how you’ll do it.
Your Library Development Specialist can assist you with your strategic plan, from assisting you with conducting focus groups, drafting a survey or reading through the plan and making suggestions on ways to improve the plan. Please don’t hesitate to reach out to us if we can assist in any way. You can also visit our website at http://library.nd.gov/strategicplanning.html where we’ve pulled together a variety of resources on strategic planning.
I love strategic planning and would be happy to read your plan or answer questions on the process. If you would like me to assist with a focus group or help you conduct a SWOT with your board, please invite me for a Librarian for a Day; you can contact Cheryl Pollert to schedule a visit at email@example.com.