The 2-Page Annual Report

You've had another busy and successful year at your library.  As most organizations do, you've taken the time to compile your departmental summaries, staff accomplishments, and annual statistics into an informative annual report.  Rather than simply submit it and file it away, why not take further advantage of all this hard work?  With a little extra effort, you can slim your report down into a two-sided handout to be used as an informative marketing piece for your library.  Features can include a letter to your community, colorful photographs, key statistics, and programming highlights.  Be sure to make copies available through your website and at main service and entry points throughout your building.  Don't forget to talk it up at Friends and Board events as well.  You've done great things this past year - let your community know it!

The 2015-16 2-page annual report for the F&M College Library.

Facing Inward, But Looking Outward

It's never a bad idea to take advantage of the back side of standing acrylic signage, especially at a public service counter or desk.  On the back side of our "Summer Hours" sign at Circulation,  a set of 8 simple Work Guidelines have been posted to remind our summer workers of their various duties and responsibilities.  Proactive reminders such as these reduce questions, empower workers, enhance departmental workflow, and improve customer interactions.

Visual Visionaries

One of the most important aspects of Visual Management is to constantly connect your employees to the mission of the organization.  At Gettysburg College, a large visual display titled, "A Heritage of Philanthorpy" greets students, alumni, and visitors in the College Union Building.  The display utilizes archival photographs (and the college's color scheme) to highlight key benefactors from the past.  It quickly and effectively puts "a face to a name" - highlighting the many men and women who have supported the mission of the college for generations.  Immediately, viewers feel a sense of connection, purpose, and pride.

P.U.S.H. It!

Are people in your library confused about the current state of projects, job searches, or strategic objectives?  Try creating and posting a Project Update Sheet or P.U.S.H. document.  It's a great way to communicate the status of ongoing projects, facilities needs, job searches, and completed projects within an organization.  We electronically update our P.U.S.H. document after every librarians' meeting, and post on our shared file server, and in our common staff areas.  For each initiative, we list a Title, Details, Status, and Results.  When projects conclude, they are moved to the Completed section at the bottom.  This helps with conveying a sense of accomplishment and pride across the library, while also building a quick list of achievements for the annual report.  Use our example, or put your own spin on it.  Either way, give it a try!

Our P.U.S.H. document starts as a Google Sheet on Google Drive.

The P.U.S.H. document shares whiteboard space with our 5S/Lean diagram
and Strategic Priorities document - as well as other staff ideas!

Architecture Available!

Using a library's existing architecture for more than one purpose is a key principle of smart placement. If a column is already serving its primary purpose of holding up the lobby ceiling, why not take advantage, and use it as a sign post?  This approach of "doubling up" the utility of your existing architecture can save both space and money.  You don't need to buy a free-standing sign support if you can simply use an existing column.  Many aspects of library architecture are ripe for "doubling up," including book stack ends, drop-ceiling soffits, entrance architecture, interior walls, and of course, columns!

For an innovative use of existing architecture, see the following Library Journal feature on Vancouver Community Library's five-story floating staircase -
https://www.libraryjournal.com/?detailStory=the-way-upward-design4impact

Try To Be More Negative (Space That Is)

 

One of the key principles of smart placement is to "store things, not air."  We can see a nice example of this in the main Circulation Desk pictured above.  From the patron side, it appears to be a clean, square corner of the desk (in this case, our stapling center.)  But from the staff side, the library has utilized the hollow cavity of the desk, and turned it into a book truck storage space.  As books and reserves are returned by patrons, the cart is right at hand to fill for reshelving.  Turning this type of negative space into positive work space takes a bit of practice.  It requires a form of reverse thinking - seeing what is not there, in order to identify an opportunity.

Publication Wall (See Ye!, See Ye!)

During a recent group effort to update our library's graphic identity, we took the advice of authors Nancy Dowd, Mary Evangeliste, and Jonathan Silberman and created a Publication Wall.  In their popular 2010 book, Bite-Sized Marketing: Realistic Solutions for the Overworked Librarian, the authors recommend establishing a Publication Wall to centralize and evaluate all current library publications - print and web.  We selected the most popular spot in any back-office, the staff break room!  All staff were invited to visually evaluate the publications.  As we moved forward with the new graphic identity, updates continued to be posted to the Publication Wall.  The process allowed us to centralize our efforts, share ideas, align staff toward a common goal, and visually share our successes - all beneficial attributes of visual management.

Annual Opportunity

It's that dreaded time of year again, time for the annual report!  While compiling an annual list of accomplishments and statistics can seem tedious, visually engaging annual reports present a variety of opportunities.  A creative annual report can stand out as a visual celebration of an organization's achievements, and be directed to both internal and external audiences.  With an innovative approach, it can be both an administrative report, and an effective marketing, recruitment, and fundraising tool.  The entire staff worked hard to achieve these results - why not use this document to showcase your staff, highlight your mission, and boost institutional pride!

The University of Virginia Library has produced a host of visually engaging annual reports over the past several years.  Electronic and print copies are available to view and request at https://www.library.virginia.edu/press/annual-reports/

Speed Limits

One of our most popular library services is network printing.  To expedite printing lines and avoid mishaps, we recently configured all print jobs to a limit of 100 pages, and/or 30 MB in size.  To convey these limits to our users, we added this simple visual reminder at the point of need (in this case, the release station.)  If limits change, a simple update to the visual is all that is necessary.

A Visual Device Marks the Spot

This archival folder marker serves a two-fold purpose.  First, it acts as a quick placeholder for the researcher, while also reminding them of the reading room rules for use (and copyright warning) on the reverse side.  A handy image of how to utilize the placeholder is provided at the top. 

Call Me Maybe?

Ever worked at the Research Desk and realized an hour into your shift that you never took the phone off forward?  This simple laminated card acts as a quick visual reminder that the phone is on forward to either the Research Office or Voicemail.  Over a dozen librarians regularly trade shifts at this desk, so accurate communication is vital.

Making the Environment Breathe the Customer

2009

2013

A highly "visual" organization derives its success from constantly focusing on the customer.  The Periodicals Reading Room pictured above illustrates a series of strategic environmental changes made between 2009 and 2013 to enhance user satisfaction.  By increasing natural lighting, adding historic artwork, and repositioning furniture, the library was able to transform this popular reading space at little cost.  It is important to remember that a visually dynamic workplace energizes employees as well as customers, building a strong sense of pride and ownership in the organization.

Co-Locating Like Items

Where we choose to locate and store items in our work environment matters a great deal. Storing like items together can accelerate workflow and alleviate stress. Storing paper and toner together is an obvious consideration. But centralizing that storage next to the point of need (the printers!) takes the notion a step further. The storage closet pictured above is right off the main reference (read printing) area in the library. In addition, every variety of cartridge is stored neatly in the same closet, so no matter which printer runs out, there's only one place to go!

(Note the metal scissors which are left in the closet to facilitate unpacking of paper and toner boxes. Another point of need solution!)

Thinking Visually About Java

Need that cup of Starbuck's to get through your research? If so, then you don't want any problems with the machine! When the F&M Library installed the self-service Starbucks machine pictured above, it was instantly popular. However, staff quickly noticed that patrons were confused about payment types and instructions. A short list of concise instructions were added to the machine just below the payment area. Patrons were pleased to have the extra instructions at the point of need, and the java flowed!

Also note the clear plastic supply bins located on top of the machine. The clear design creates a visual re-fill cue when coffee bean supplies are running low. A simple, yet powerful visual solution!

QR Me

Stepping out of the office, but still want to be available to patrons? Try adding a QR code link to a visual sign on your office door. QR codes have been in popular use for some time, and can link to a variety of information sources - Website URL, YouTube Video, Google Maps Location, Social Media Site, iTunes Link, Plain Text, Telephone Number, SMS Message, Email Address, Contact Details (VCARD), or Event (VCALENDAR). Just go to any of the free QR generator sites on the web, to create a visual contact!

For additional ideas and information on the use of QR codes in libraries, see Robin Ashford's excellent article in C&RL News.

I've Got I.D.

One of the fundamental principles of the visual workplace is to build solutions for common mistakes directly into the physical workstation. As an increasing number of library services are offered online, the computer is quickly becoming a common library workstation. How libraries design and present interactive web services is more important than ever. Written instructions for patrons need to be as clear and self-evident as possible. If patrons express confusion with a web-based form or procedure, libraries can address these problems with online visual solutions.

Take the following confusion over patron I.D. numbers. The library's former web-based interlibrary loan service directed students to login using their student I.D. number. Confusion and frustration developed when students routinely used the shorter number on the front of their card, instead of the desired 13-digit library patron number on the back. To address the problem, the library inserted images of the card into the web-form to underscore the correct I.D. number required to login. This simple visual solution eliminated further confusion.

At Arms Link

As more classic library subject encyclopedias and indexes go digital, it can be difficult for patrons to discover and locate these once powerful reference tools. One visual workplace solution is to place the needed information right at hand - in this case, on the shelf where the set once lived. In the example above, a vertical shelf-marker is substituted for the withdrawn print set. It reminds the patron of the existence of the resource, and gives direction to its new location on the library web site.

"Purple" Priority Items

During a library disaster, one of the biggest challenges facing library staff and emergency workers is communication. To mitigate confusion during a disaster response, the library has adopted the use of bright purple "priority item" stickers. These stickers are placed on record and manuscript boxes that contain items of the highest importance to the organization. During a disaster, workers can be told to look for the boxes with the purple stickers, and remove them first. The stickers offer a quick and easy visual solution during a time of potentially elevated stress and expediency.

"Grab the boxes with the purple labels first!!"

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.