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Managing library events and promo with sense and style
 

Managing library events and promo with sense and style

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lecture presented by Rhea Rowena U. Apolinario at PAARL's Summer National Conference on the theme "“Library Tourism & Hospitality: The Business of Endearing Philippine Libraries and Information ...

lecture presented by Rhea Rowena U. Apolinario at PAARL's Summer National Conference on the theme "“Library Tourism & Hospitality: The Business of Endearing Philippine Libraries and Information Centers to Publics” held at San Antonio Resort, Baybay Beach, Roxas City, Capiz, Philippines on April 27-29, 2011

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    Managing library events and promo with sense and style Managing library events and promo with sense and style Presentation Transcript

    • MANAGING L IBRARY E VENTS AND P ROMOWITH S ENSE AND S TYLE
    • L ET ME TELL YOU A STORY... There was once a librarian who was asked by her boss to prepare a project for the library. She was given 2 weeks to prepare her proposal and present it to management. Excited with the project, the librarian, unfortunately, does not know where to start. She wants this project to work for she has very good plans for the library. There’s a catch though . . . Do it with SENSE and STYLE! If you were the librarian, what will you do?
    • SENSE AND STYLE SENSE  Implies a reliability to judge and decide with soundness, prudence, and intelligent choices with good sense (M-W.com and Dictonary.Com) STYLE  A particular, distinctive, or characteristic or mode of behaving or conducting oneself (M-W.com and Dictionary.Com)
    • SENSE AND STYLE Usually associated with FASHION Learn from FASHION:  Find your own personal style  Learn about style  Ditch the brand-name clothes; know when clothes fit you and how to put them together  Get crazy and creative! Accessorize!  Be confident
    • IS IT POSSIBLE TO HAVE S ENSIBLE AND S TYLISHLIBRARY EVENTS AND PROMOS ?
    • OF COURSE!
    • H OW ?EASY!
    • P ULLUP THE SHADESOPEN THE WINDOWS W EAR YOUR BEST CLOTHES A ND SMILE!
    • WITH P ROPERM ANAGEMENT
    • I N E VENTS M ANAGEMENT Corporate Events  Private Events  Events for business  Celebrations with family members and friends  Objectives vary from educational, promotional, to ceremonial.  Normally happen once in a lifetime  Underlying goal is to create a  Celebrations that you want to positive image in the eyes of the remember fondly because of the target audience beautiful ambiance created by lighting, decorations, music and food (from www.eventmanagement.com)
    • C ORPORATE E VENTS Conferences  Seminars Meetings  Team building events Trade shows  Business dinners Golf events  Press conferences Networking events  Incentive travel Opening ceremonies  Product launches Theme parties  VIP events Trade fairs  Shareholder meetings Award ceremonies  Incentive events Board meetings  Executive retreats (from www.eventmanagement.com)
    • P RIVATE E VENTS  Weddings  Birthdays  Anniversaries  Family events (from www.eventmanagement.com)
    • L IBRARY E VENTS AND P ROMOTIONS
    • L IBRARY E VENTS AND P ROMOTIONS Publications – annual reports, proceedings Newspaper – columns, patrons write, announcements Radio Friends of the library Posters, signs, and exhibits Special collections – films, records, maps, etc. Cooperation with other agencies – governments agencies/units, schools, NGOs, clubs, private organizations (from ALA, 1953)
    • L IBRARY E VENTS AND P ROMOTIONS Service to special groups – children, young people, parents, business group, labor group, religious groups, police, miscellaneous Adult education – activities for self- improvement (brown bag sessions, etc.) Special activities – open houses, anniversaries, amateur theatricals, community service Gift promotion – living and dead Building for the library (from ALA, 1953)
    • L IBRARY E VENTS AND P ROMOTIONS  Library merchandise – bookmarks, button pins, etc.  Use of technology – live streaming, podcasts  Social networking sites - facebook, twitter, plurk, multiply, friendster (from ALA, 1953)
    • L IBRARY E VENTS AND P ROMOTIONS As long as you’reCREATIVE and OUT-OF- THE BOX thinker, you can create as many events and promos as you like! (from ALA, 1953)
    • H OW DO WE MANAGETHESE LIBRARY EVENTS AND PROMOS ?
    • Through carefulPROJECT PLANNINGPLANNING is the key to a successful project
    • W HAT IS A PROJECT? A temporary endeavor undertaken to create a unique product or service Temporary means that every project has a definite beginning and a definite end Unique means that the product or service is different in some distinguishing way from all other products or services
    • W HAT IS A PROJECT? A project is a series of activities and tasks that:  Has a specific objective to be achieved within certain specifications  Has defined start and end dates  Has funding limits  Consumes human and nonhuman resources  Is multifunctional
    • Are Library Events and Promos projects? Definitely, YES!
    • P ROJECT M ANAGEMENT P ROCESSConceptualization, Implementation,Commitment and Project Plan Monitoring and Initialization Control Termination / Evaluation Closing
    • P ROJECT M ANAGEMENT P ROCESSConceptualization, Implementation,Commitment and Project Plan Monitoring and Initialization Control Termination / Evaluation Closing
    • WhyPROJECT T HE PROJECT PLANPLANS?  The Project Plan should be the FIRST thing you should do in creating any activity  It answers the following questions:  Why? - What is the problem addressed by the project? Why is it being conducted?  What? - What is the work that will be performed on the project? What are the major products/ deliverables?  Who? - Who will be involved and what will be their responsibilities within the project? How will they be organized?  When? - What is the project timeline and when will particularly meaningful points, referred to as milestones be complete? (from PMBOK, 2003)
    • T HE PROJECT PLAN Project Summary Project Background Significance of the Project Project ObjectivesProject Outputs and Performance Indicators Project Budget Workplan Project Organization Accomplishments to Date Annexes
    • L ITTLE A CTIVITY Find a pair Think of a particular library event / promo that you would like to pursue As we go along the discussion, fill in the different components of the Project Plan with the specifics of your desired activity
    • T HE PROJECT PLAN Project Summary Project Summary Title: Project Background Significance of the Project Description: Project Objectives Objectives:Project Outputs and Performance Indicators Project Budget Duration: Workplan Proposed Budget: Project Organization Accomplishments to Date Proponent: Annexes Date of Preparation:
    • T HE PROJECT PLAN Project SummaryTitle: Project PROACTIVEDescription: A project to develop the library into a responsive and modern education library specializing insubjects like teaching and learning using innovative and technology-based research and training materials.Objectives: To enrich the print and non-print collection into a more focused, specialized and updated collectionthat responds to the information needs of the organization and its clientele.To expand and improve its services to provide excellent client experience.To modernize the library’s look into a more conducive, refreshing, encouraging and high-tech environment,equipped with necessary and up-to-date technologies.Duration: February 1, 2009 – August 30, 2009Proposed Budget: Php 1,843,275.00Proponent: RRUA, Librarian IDate of Preparation: December 1, 2008
    • T HE PROJECT PLAN Project Summary  Factual information about Project Background the context of the problem or opportunity to be Significance of the Project addressed Project ObjectivesProject Outputs and Performance Indicators  Presents a logical analysis that justifies the conduct of Project Budget the project Workplan  Should answer the question Project Organization WHY that project came into Accomplishments to Date being Annexes
    • T HE PROJECT PLAN The GREENLIGHT Learning Resource Center (LRC/Library) came into being in 1976 and since then has supported the information needs of the organization as well as its clients. Its collection, which houses more than 17,000 book volumes and 100 journal titles, has been a rich information resource to its major clientele. Its non-print collection, which includes videos, CDs, cassette tapes, kits, and microforms, total to more than a thousand. Its strength lies in the areas of Educational Management/Administration and Educational Technology. However, the library has been limited to mere provision and/or identification of materials for staff and client needs. The collection is mostly out-dated, and there are subject areas, which the library lag behind. With the rapidly changing times and increasing demands of the information society, Libraries should be reinvented to become the new learning environment. This new learning environment shall provide quality service by having streamlined processes, and; nationally, regionally, and globally competitive collections, facilities, and staff competencies. With these things in mind, Project PROACTIVE came into being. The proponent would like to usher in the development of the GREENLIGHT Learning Resource Center into a very responsive and research-oriented information resource center. The main mandate is to bring the library right into the workplace using appropriate technologies.
    • T HE PROJECT PLAN Project Summary  Who are likely to benefit Project Background from the output of the project (target audience)? Significance of the Project Project Objectives  What are its majorProject Outputs and Performance Indicators contributions? Project Budget  What are the expected Workplan consequences or outcomes if the project were Project Organization successfully completed? Accomplishments to Date Annexes
    • T HE PROJECT PLAN With loads of information created everyday, institutions and organizations are constantly challenged on how to utilize this information to their advantage. Many institutions have benefited in possessing a strong and extensive information resource center that helps them in their information needs and arms them with the necessary knowledge to carry out their tasks. Project PROACTIVE of the GREENLIGHT Learning Resource Center intends to aid its parent organization, GREENLIGHT (The Center), in carrying out such tasks. It aspires to strengthen its resource collection, enhance its services, and modify its “look” to better respond to the demands and needs of its parent organization. If the project is successfully completed, it will efficiently respond to the changing and demanding information needs of its clients, thus helping the Center in achieving its mission of “facilitating teaching and learning through innovative and technology-based research and training solutions in order to fully develop the potentials of the peoples in Southeast Asia.” It will consequently assist the Center in its vision of being “the preferred education solutions provider in Southeast Asia.”
    • T HE PROJECT PLAN Project Summary  What are the objectives of Project Background the project? Significance of the Project  Stated in very specific and Project Objectives measurable termsProject Outputs and Performance Indicators  Ideally, the objectives Project Budget should define a desired and Workplan realistic solution to the identified problem or Project Organization opportunity Accomplishments to Date Annexes
    • T HE PROJECT PLAN To enrich the print and non-print collection into a more focused, specialized and updated collection that responds to the information needs of the organization and its clientele. To expand and improve its services to provide excellent client experience. To modernize the library’s look into a more conducive, refreshing, encouraging and high-tech environment, equipped with necessary and up-to-date technologies.
    • T HE PROJECT PLAN  List down and briefly describe Project Summary the outputs to be produced for Project Background the achievement of each of the project objectives Significance of the Project  Outputs are results or products Project Objectives that are “delivered” in order to ensure project success (severalProject Outputs and Performance Indicators outputs may be necessary to Project Budget attain an objective) Workplan  For each desired output, specify performance indicators Project Organization  Performance indicators spell Accomplishments to Date out the desired quality, nature and/or content of the Annexes expected output
    • T HE PROJECT PLAN Expected Output Performance Indicators (Deliverables)1. Updated and The books, periodicals and online journals and databases will be on the barcoded print following subject areas/core competencies of the parent organization: and non-print •Educational planning and management collection •Management of change •Instructional leadership and supervision •Curriculum and learning materials development •People empowerment for development •Alternative educational delivery systems •Literacy and community development •Teaching-learning methodologies and strategies The barcodes, which shall be readable by the library system, has the following information: Name of the library Title of the material Accession number
    • T HE PROJECT PLAN Expected Output Performance Indicators (Deliverables)2. Improved and revitalized library services that include the following: a. A local area network A LAN-based website that has the following features: (LAN)--based LRC Online Public Access Catalog website Online journals and databases Online newspaper clippings of GREENLIGHT member countries Online Philippine broadsheets Scanned vertical file collection Online GREENLIGHT publications Digitized audio visual materials Links to other GREENLIGHT Center libraries
    • T HE PROJECT PLANExpected Output Performance Indicators (Deliverables) b. An Online A catalog that is available thru the GREENLIGHT website and can be Public Access accessed anytime anywhere as long as you have an internet connection Catalog (OPAC) c. Extended Employees’ immediate family members will be issued dependent IDs and library benefits are free to use the library and privileges to employees’ External members will have the following privileges: immediate Will be issued a membership ID family Unlimited use of the library for one year (free use of all library facilities and members and equipment like computers for internet searching and research purposes) the library’s Free 2 issues of the most recent GREENLIGHT newsletters external Free 1 year subscription of the GREENLIGHT journal members
    • T HE PROJECT PLAN Expected Output Performance Indicators (Deliverables)3. A renovated library The renovated library should have the following: •New furniture and equipment •Computers for catalog searching •Computers for CD viewing/ playing •Computers for Internet browsing and other research purposes •VCD/DVD player •Improved lighting system •Lounge / reading / studying areas •Refurbished existing and usable furniture
    • T HE PROJECT PLAN  Project inputs and costs should be Project Summary consolidated into a project budget which should be detailed on a spreadsheet Project Background (provide as attachment) and broken down under the following headings (if applicable): Significance of the Project  project personnel Project Objectives  materials & suppliesProject Outputs and Performance Indicators  travel, transportation & communication Project Budget  printing & reproduction Workplan  capital expenditure Project Organization  contingency Accomplishments to Date  A summary should be provided (see example) Annexes
    • T HE PROJECT PLAN Budget Item Amount (PhP)Project personnel 225,000Materials & supplies 213,000Travel, transportation & communication 10,000Printing & reproduction 17,000Capital expenditure 1,290,500Contingency 87,775 TOTAL 1,843,275
    • T HE PROJECT PLAN Project Summary  Should include the logical order among the project Project Background activities, as well as a Gantt Significance of the Project chart showing the detailed project activities/tasks, Project Objectives project milestones andProject Outputs and Performance Indicators activity durations (provide as Project Budget attachments) Workplan  “Milestones” may occur after several activities are Project Organization completed Accomplishments to Date  A summary should be Annexes provided
    • T HE PROJECT PLAN Major Activity Deliverable RESP Start End Remarks OUTPUT 1: Updated and barcoded print and non-print collectionConduct an information needs assessment Gathered and consolidated inputs from the different RRUA 2.1.09 2.14.09of each of the programs and services of programs/services.GREENLIGHT A list of all the subject areas / topics needed by the library to focus its collection into will be generated for future purchase of materialsDiscard outdated, obsolete, and irrelevant Leaner, newer, and more specialized LRC collection JAA 2.18.09 3.18.09materials from the collectionEvaluate listings of books, online journals, A consolidated and “filtered” listing of materials to be RRUA 2.20.09 3.2.09and databases for purchase/subscription purchased or subscribed toPurchase of / subscription to these listed New materials in the library for processing RRUA 3.5.09 3.30.09materialsBarcoding the library collection JAA 4.1.09 4.30.09Print complete list of LRC holdings, both List of LRC collectionprint and non-printCheck complete list against the actual in- Consolidated listing of all accounted for materials (titles in the JAA 4.1.09 4.30.09house holdings of the library list against actual in-house collection)Printing, cutting, and pasting of barcode Barcoded LRC collection PAD 4.1.09 4.30.09labelsSetting up of the barcode scanner and Working barcode scanner and remote inventory PAD 4.1.09 4.30.09remote inventory of the library system,Athena
    • T HE PROJECT PLAN Major Activity Deliverable RESP Start End Remarks OUTPUT 2: Improved and revitalized library services (a) A Local Area Network (LAN)-based LRC websiteMap out the design / lay- Draft of the whole website design RRUA/ 5.1.09 5.7.09out of the LAN-based and its contents SADwebsite and its contentsScan all relevant and recent Scanned and consolidated vertical JAA /PAD 5.7.09 5.30.09vertical file collection and file collection and newspapernewspaper clippings clippingsOnline clippings of Collection of online clippings of JAA/PAD 5.7.09 5.30.09Philippine broadsheets and Philippine broadsheets andGREENLIGHT member SEAMEO member countriescountriesDigitize sample videos of Digitized sample videos for JAA/PAD 6.1.09 6.14.09ELSA and Japan Prize for inclusion in the LRC websiteviewing
    • T HE PROJECT PLAN Major Activity Deliverable RESP Start End Remarks OUTPUT 2: Improved and revitalized library services (b) An Online Public Access Catalog (OPAC)Editing / filtering of Checked and edited LRC collection in the JAA / 6.21.09 7.14.09GREENLIGHT collection in library system PADthe library system forspelling and otherdiscrepanciesPurchase of needed Purchased and installed needed hardware RRUA / 7.14.09 7.30.09hardware and their SADinstallationDry run A working OPAC RRUA / 8.7.09 8.21.09 SADFormal launching of the LRC collection searchable in the internet RRUA 8.30.09 8.30.09library system search thru the GREENLIGHT websiteengine in the GREENLIGHTwebsite
    • T HE PROJECT PLAN Major Activity Deliverable RESP Start End Remarks OUTPUT 2: Improved and revitalized library services (c) Extended library benefits and privileges to employees’ immediate family members and the library’s external membersVisit/research other special Consolidated inputs of what the RRUA /JAA 2.7.09 2.14.09libraries for benchmarking and GREENLIGHT library can adoptadoption of relevant servicesfor the LRCRevise library fees and Implemented approved and RRUA 2.21.09 3.7.09privileges revised library feesGREENLIGHT employees’ Dependent IDs distributed to RRUA / 3.15.09 4.7.09immediate family members, GREENLIGHT employees’ JAA / PADand GREENLIGHT alumni immediate family members(training participants) can use (For the GREENLIGHT alumni, theirthe library facilities and course IDs suffice)equipment for free
    • T HE PROJECT PLAN Major Activity Deliverable RESP Start End Remarks OUTPUT 3: A renovated libraryDesign the “new look” of LRC layout / blue print RRUA / ID 5.1.09 5.30.09 / ARCHIthe LRCActual re-designing/ A newly designed and RRUA/ 6.7.09 8.14.09 ID/ ARCHIrenovation and purchase of renovated library with /CONTnew furniture and refurbished/purchasedequipment furniture and other purchased equipment
    • T HE PROJECT PLAN Project Summary  Shows the people responsible for the project Project Background Significance of the Project Project ObjectivesProject Outputs and Performance Indicators Project Budget Workplan Project Organization Accomplishments to Date Annexes
    • T HE PROJECT PLAN •Monitors progress of the project •Ensures timely delivery of outputs •Reviews project deliverables Project Manager •Resolves project issues RRUA•Prepare presentations, Project Team (INTERNAL) Project Team (EXTERNAL)reports, flowcharts and JAA IDprocedures•Perform project activities PAD ARCHIrequired SAD CONT
    • T HE PROJECT PLAN Project Summary  If some preliminary efforts have already been Project Background undertaken in connection Significance of the Project with the project, describe Project Objectives themProject Outputs and Performance Indicators Project Budget Workplan Project Organization Accomplishments to Date Annexes
    • T HE PROJECT PLAN Project Summary  Attach relevant supporting documents Project Background Significance of the Project  Include the detailed project Project Objectives budget, the PERT diagram, Gantt chart, and otherProject Outputs and Performance Indicators pertinent materials Project Budget Workplan Project Organization Accomplishments to Date Annexes
    • H OW ARE YOU AND YOURPARTNER ?H OW IS YOUR PROJECT DOING ?I NSIGHTS ?
    • P ROJECT M ANAGEMENT P ROCESSConceptualization, Implementation,Commitment and Project Plan Monitoring and Initialization Control With the PROJECT PLAN in place,implementation and Termination / Evaluation managing of the Closingactivity will be more efficient!
    • In MANAGING any library event or promoPLANNING provides you the road fromwhere you are to where you want to beThe more time you invest in planning, thebetter and less mistakes your activity willbe/haveSo put on your best clothes, pull down theshades, open the windows, and manage yourlibrary events with SENSE and STYLE!Because having SENSIBLE and STYLISH activitiescomes with proper planning!
    • T HANK YOU
    • R EFERENCES A Guide to the Project Management Body of Knowledge. (2003). USA: PMI. Cronin, B. ed. (1981). The Marketing of Library and Information Services. London: ASLIB. Event Management.com. Available online: http://eventmanagement.com/events/ Fisher, J.G. (2000). How to Run a Successful Conference, 2nd ed. London: Kogan Page. Flaten, T.K. (2006). Management, Marketing and Promotion of Library Services Based on Statistics, Analyses and Evaluation. The Netherlands: IFLA. Kotler, P. & Keller, K.L. (2006). Marketing Management, 12th ed. Upper Saddle River, NJ: Pearson Educational International. Leerburger, B.A. (1989). Promoting and Marketing the Library, rev. ed. Boston, MA: G.K. Hall & Co. Lovelock, C. & Wirtz, J. (2004). Services Marketing: A Managerial Perspective. Upper Saddle River, NJ: Pearson Prentice Hall. Mundry, S.,..[et al]. (2000). Designing Successful Professional Meetings and Conferences in Education: Planning, Implementing, and Evaluation. Thousand Oaks, CA: Corwin Press. Wallace, S.L. (1953). Promotion Ideas for Public Libraries. Chicago, Ill: American Library Association. Walters, S. (1992). Marketing: A How-To-Do-It Manual for Librarians. New York: Neal- Schuman Publishers, Inc. Walters, S. (2004). Library Marketing that Works! New York: Neal-Schuman Publishers, Inc.