1. Allocating Space in Your Library to Meet Changing Needs

2. Using this software Microphone Raising your hand Green  / Red X Laughing / Clapping Stepping out Text chat Audio Full Screen Exiting

3. Agenda Introductions and expectations – who are we, what do we hope to learn today? Why has space suddenly become a big issue? A data-based approach to reallocating existing space to meet changing needs Signage

4. Introductions Your name Your position Tell us a little about your library –Academic? Public? Special? –How big? Are you currently considering a change to your spaces, services or programs? What kind?

5. Exercise 1 Changing Spaces Think about major areas of your library that have undergone a change in use since you first started working there. Note: we’re not talking about changes in physical arrangement here: an area’s usage can change without its being redone physically.

6. Exercise 1 Spaces to Consider: Entrance/exit, amenities (coffee shop?), book returns, service desks/points, computers and equipment, classrooms, meeting spaces, adult areas, children’s areas, staff only spaces

7. Has use of space in your library changed? Think about each of the areas listed How has use of the space changed? When did it change? Has the space changed physically?

8. Do you want (or expect) a change in the services your library offers? Changes in equipment imply changes in space New library areas dedicated to new services Changes to current services may increase or decrease the space needed

9. Exercise 2 Reviewing service plans

10. Reallocating existing space for changing needs Develop a reorganization plan Decide whether you want outside consultants Data-based decision making

11. Developing a reorganization plan 1.What new or changed services do we want to implement? 2.Do they have an impact on how library space is used? 3.How will we organize to get the work done?

12. Developing a reorganization plan 4.What spaces, furnishings, and equipment that takes up space will be needed to implement new and changed services? 5.How is existing space used and what is in it? 6.What is the gap between 4 and 5, and how can we fill it?

13. Help from outside consultants and experts? Different types of outside consultants: Library consultant (building and/or service specialist) Architect Interior designer Store planning/design experts

14. Help from outside consultants and experts? Technology consultant Signage consultant Structural engineer Building contractor

15. Exercise 3 Consider the input of outside consultants ServiceType of Expertise Needed Expert’s Responsibilities Provide a homework center for middle/ high school students in two-story library Create a collaborative study area Offer roaming reference and information services in place of a fixed reference point

16. Exercise 3 If you were doing this for your own library, you would add a column to indicate whether the expertise is available within your library or agency. What other considerations are there when deciding whether to use an outside expert or not?

17. Day 1 wrap up, Homework Library Walkthrough With a new/changed service in mind: What data to collect, about what section of the facility components? Is there existing data? New data needed? Initial impressions? (Not meant to be used as official data!)

18. Welcome Back! Day 2--Library walkthrough review With a new/changed service in mind: What data to collect, about what section of the facility components? Is there existing data? New data needed? Initial impressions? (Not meant to be used as official data!)

19. Data-based decision making Why do it? Decisions made with facts, not just impressions Less chance of mistakes Helps eliminate personal opinions

20. Data-based decision making Why do it? Proposals to managers and funding sources are better supported Helps assure that all factors are accounted for Allows organized and brief presentation of information to decision makers

21. Decide which parts of the facility to study Decide what data to collect Decide on the facility components you will collect data about Identify data sources Collect data Analyze and present data Data-based decision making

22. Which parts of the facility to study? Multiple facilities One whole building A floor of the building An area or multiple areas within the public or staff space

23. What data to collect? Capacity Use Condition/Age Access

24. What data to collect? Technology footprint Traffic flow Spatial relationships Square footage

25. What facility components will you collect data about? Physical plant Signage Materials storage Furniture and fixed furnishings Free-standing equipment

26. Identifying data sources Existing information Architectural plans Furnishing and equipment inventories Network specifications Furniture specifications Library automation software Surveys

27. Identifying data sources Existing information Door count tallies Meeting room use data Manual service tallies Automated service tallies Reports

28. Identifying data sources New information Capacity Usage Condition/age Access

29. Identifying data sources New information Technology footprint Spatial relationships Square footage Signage

30. Collecting data Gather data from existing sources Collect new data: –Direct observation –Research and reference –Conjecture, opinion and educated guesswork

31. Analyzing and presenting data Numerical analysis & presentation Numerical data is versatile! Present in tabular form –e.g. Square Footage requirements Present in graphical form –Visualize trends, proportions, etc.

32. Analyzing and presenting data Resource Gap Analysis Compare what exists to what is needed Avoid personal opinions –Opinions vs. estimations as data Be aware of your data types & sources Brainstorm options Do not decide what to do about gap

33. Drawing floor plans Draw to scale or don’t bother doing it! All dimensions reduced by the same proportion 1:48 is a common scale –1” on paper = 4’ life-sized

34. Drawing floor plans Methods: Use existing plans Draw on paper Use floor-plan software

35. Signage The signs in your library contribute to: The ambiance Patrons’ ability to use the library Establishing areas of space

36. Signage Basic Sign Types in Libraries: Directory/floor plan Directional (has an arrow) Identification (label) Information/instruction

37. Signage Attractive Easy to read Serve a purpose Where needed Easily seen ADA compliant (Section 4.30)

48. Thank You for Attending! Questions? Professional Development 1.800.999.8558 Web: lyrasis.org e-mail: russell.palmer@lyrasis.org