Return to Shelver - X Marks the Spot

An important yet easy way to bring visual systems to your library is to consider your library’s re-shelving location(s).

Offering places for patrons to lay used but unwanted items is important to reduce:

• the amount of time spent locating items
• “missing” item occurrences because of shelving errors
• money and time wasted re-ordering “lost” items

Maintaining re-shelving item locations also helps libraries track statistics. The items collected and marked “used” before re-shelving gives libraries an idea of what patrons are interested in. This is especially important for items that cannot leave the building, like reference books.

These use statistics are consulted when removing (a.k.a. deaccessioning or weeding) inactive titles and ordering new ones. Statistics also tell librarians and stakeholders which collections are being used and how heavily. Both are important when creating collection budgets and making the case for library funding (to department heads, college administrators, library boards, etc.).

Each academic, public, and commercial institution I have worked for offered re-shelving locations – some more successfully than others. Does your library have a place for your patrons to place unwanted items for staff to re-shelve? How consistently are your re-shelving locations used?

If your library’s re-shelving locations are under-utilized, have you stopped to consider why? Do you need a map to find a re-shelving spot, tucked out of sight? Is it in plain sight, but in a poorly trafficked local? Must you stand with your nose to the sign to read it? 

Room for improvement:  Low contrast "Please Do Not Reshelve Materials" sign is hard to read and fails to tell patrons where to go with unwanted materials.  Martin Library of the Sciences, F & M College.

Pink Shelves signal re-shelving location to library patrons. The space can be improved with a larger sign / larger font size with fewer words.  Shadek-Fackenthal Library, F & M College.

Never fear! The 5S of Visual Order and the 4 types of Visual Devices are here to help! Here is a short list of visual solutions to improve patron re-shelving location usage (now that’s quite a mouthful)…

• Sort & Set in order: clear and designate a location(s) for re-shelving.

• Identify the main arteries of traffic at your library (like, the path from the stacks to the circulation desk and restrooms) and place your re-shelving spot(s) at visible points along this path. Working within your patron’s natural flow boosts their adoption of new service points.
• Include well-marked, legible signs with concise wording to grab attention and quickly tell patrons what to do at a glance.
• Limit re-shelving locations to “re-shelving only” to cut confusion.
• Keep re-shelving tables and shelves between hip and eye level (consider coffee tables for re-shelving in the lounge or children’s areas)

Success!  This children's room re-shelving spot is found by patrons leaving the kid's room, heading towards circulation and is clearly marked by large and clever "Reshelve Spot" signage. It must be cleared several times daily.   Manheim Townhip Public Library.

Manehim Township Public Library echoed the success of their children's room in the adult collection:  repeating the same color scheme & circular "return spot" motif. Vertical stands for adult signs would help visibility.

• Shine & Standardize:  keeping it clean and consistent

• Use the same signage throughout the building.
• Maintain "fresh" & visible signage (not crumpled or hidden).
• Check & clear re-shelving spots at scheduled intervals according to your library’s needs: for example, 3x/day for the children's area and 2x/day in the adult's area (consider keeping a log of this for staff to initial).

• Success:  rinse and repeat

• Keep up the good work! Ensure re-shelving areas are clearly designated and regularly cleared.
• Observe outcomes & reconsider: Are there ways to improve? Locations or wording that would work better?

I'd love to see what your library's visual re-shelving locations look like and to hear your thoughts on how wonderful your re-shelving spots are or what you'd like to improve. I, for one, am looking forward to updating the re-shelving areas at the Martin Library of the Sciences this fall. I'll keep you posted!

~Jessica M. Gutacker
Franklin & Marshall College Library
Manheim Township Public Library

Where Have all the Book Trucks Gone?

The first two pillars of the 5S system are Organization and Orderliness. What are they exactly? Organization means clearly distinguishing between what is needed and to be kept, and what is unneeded and to be discarded. Orderliness means organizing the way needed things are kept so that anyone can find them easily.

Have you ever run out of book carts and gone looking for one? You will soon discover they are tucked away all over the library holding gift books, file boxes, manuals, equipment, etc. Book trucks are movable shelves, and because they are so versatile, they are used for much more than transporting books.

Next time you have a chance, conduct a survey of your library and locate all of the "missing" book trucks that are tucked away in offices, closets, etc. You will probably find that you can delay ordering that next set of expensive book trucks, because you've had them all along. They just needed to be identified, organized, and made easily accessible for everyone.

Can you spot the three book trucks hiding in the photo above?

Serials Sorting Desk

This handy sorting desk was devised by a library staff member to assist student assistants with serials receiving and check-in. Note the alphabetical "blocks" that have been permanently taped to the surface of the desk. Upon collection of the mail, serials are unpackaged, sorted alphabetically by title, and then checked-in to the online catalog one "block" at a time. The beauty of the system is that one student assistant can pick up where another has left off without the need for additional information. Also, the "blocks" divide the overall task into smaller, more manageable sub-sets of work. Information deficits that would normally occur as a result of worker transition have been eliminated, thanks to this simple visual solution.

There's a Color For That!

So which colors work best when identifying borders for non-movable equipment, movable equipment, item storage areas, walkways, etc.? Well, the choice is up to you. You can use as many colors as you wish. To help you get started, both OSHA and ANSI produce reference guides which standardize workplace colors and their meaning. For example, OSHA recommends the following (29 CFR 1910.145(f) App B) -

While the standard does not specifically mandate colors to be used on accident prevention tags, the following color scheme is recommended by OSHA for meeting the requirements of this section:

"DANGER" - Red, or predominantly red.

"CAUTION" - Yellow, or predominantly yellow.

"WARNING" - Orange, or predominantly orange.

"BIOLOGICAL HAZARD" - Fluorescent orange.

The full OSHA standard can be found at this link. The ANSI standard (ANSI Z535.1-2006) is available for purchase from ANSI and a number of other sources.

In addition, a variety of vendors offer luminescent border tapes, as well as tapes in checkerboard and zebra striped patterns. And remember to consider color-contrast when creating signs with text or numbers. Black on yellow is the most readable color combination, followed by yellow on black. Studies have shown that in a field of color, the human eye is first drawn to yellow.

Visual Order with 5S

One of the foundations of the visual workplace is visual order. Visual order is achieved through implementation of the 5S method. The 5S method was developed by the authors of the Toyota Production System to improve factory organization and productivity. 5S translates into the following principles:

1. Sort (Seiri) – Sort and clear the work area
2. Set In Order (Seiton) – Organize and designate locations
3. Shine (Seiso) – Cleanliness & appearance
4. Standardize (Seiketsu) – Everyone performs the same way
5. Sustain (Shitsuke) – Maintain the first four principles

For a good introductory article on 5S (and 7S) principles, see Scott Ellis' February 2004 article "Seeing is Believing" published in Paperboard Packaging. Mr. Ellis is also the author of The Visual Workplace Handbook, (Outskirts Press, 2008).