Strategic Ways of Creating a Library Relocation Plan
Every library move requires thorough and careful planning. Planning that involves your library’s contents and your needed resources in carrying out. And the needed commitment, system, and time are all essential for a successful library relocation. In a general context, creating a library relocation plan is usually a long-range plan. Thus, it should follow an outline, and the steps of the given outline should be very clear, plain, and easy to understand. Both to you, who organises the plan, and to all the committees or the team.
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This article lays out the strategic steps in creating a library relocation plan. In order for your library move to be the most organised and complete. These include all the factors that you need to consider. And all the concrete actions that you need to put into your list so you will have a super smooth inflow of your library move from the start of the planning phase. And up until the actual library relocation period. Aside from that, there is also a huge chance that you will get into accidents that can lead to injuries. That can be an additional issue on your move such as expenses. Obviously, you don’t want that to happen and much prefer moving without injury from start to finish. Good planning can lead you to a better result. It can also help you prepare for possible challenges you will face when the relocation begins. Because good planning usually requires discussion and brainstorming. So, making your own checklist is necessary so that you can see what things you have not yet started and what are already finished.
5 Strategic Steps in Creating a Library Relocation Plan
1. Create a Relocation Planning Team
You need to create a team that will be involved in the overall process of relocation. From the planning stage up to the actual day of the relocation, this team should be part of all the steps of the way. Your relocation team can be your senior leaders, the teachers, and the library staff. But for a better composition, however, you can also include students and parents and, of course, professional consultants. That’ll be making most of the planning. In particular, all the works that include the architectural structure of your new library.
As mentioned above, creating a plan when moving a library collection is important. Because it can give you the full details of your to-do list. From looking for the right moving company up to the idea of renting storage units for the items you no longer need to use but still want to keep. As well as knowing when is the perfect time when you will be moving library collection. And how long will it take for you to have downtime if you own a business? Even the budget you need to allocate for the whole process is included. These are some of the things that you need to consider to prevent you from having an unorganised relocation. 
2. Make a Strategic Action Plan
In this step, you need to clarify the roles of each and everyone who is part of your planning team. Also, with clear documentation of all these roles, you are assigning. And, the most important things that need to be given emphasis here in this action plan are your time frames, the reporting process as well as the way the teams communicate. Or, exchanging ideas, suggestions, and finding solutions whenever there are problems along the way. By doing so, you are into a more spontaneous way of creating a library relocation plan.
Finally, as you are starting to realise your action plan, you should not forget to note important schedules. Everyone in the team should always agree on how often you will have to meet as a team. Then you will see that creating a library relocation plan should be continuous and not static. Nor should they have to stop in the middle of the planning stage. Or this will surely spoil the overall planning steps. And your library move will not be as strategic as you want it to be.
Also, a timeline should be created as it is needed for the project. It should be easy to interpret and communicate regularly for the update. Note that an ideal project plan includes the following:
- Moving out a plan which should work backward from the preferred final layout and location. This could be an excellent opportunity for the staff to organise files and library equipment.
- Storing Collection materials. Check which items need to be stacked in a storage unit and what items cannot. This is important since a collection might need to move in stages. Especially if the new location is available.
3. Identify and Establish Budget and Resources
Creating a library relocation Plan, of course, involves the allocation of budget. Nevertheless, before you have to think of these things, you need to identify first the total budget that you are needing. Not only for minor needs, but for the overall library relocation. Another thing is to identify resources. These resources include the temporary location you’re going to use and the extra hours that may be needed to spend by your staff. Also, resources such as the need for new shelves and or furniture and the moving storage for your IT infrastructure. In which case, somehow, you’ll need to find resources on how to get in touch and acquire discounts and deals with business relocation services. Or, with commercial storage services that can transport all your IT equipment to your new library location.
4. Prepare a Comprehensive Master Plan
With all the information you have gathered from the beginning of the planning steps, your goal now is to identify the following:
- Points or elements that affect your library relocation plan such as year levels. This means the new year levels that your library is going to serve the new students
- The school roll or the list of members of the school class
- What are the needs of the students (if the students need special education or ESOL)
- Kinds of furniture, shelves, and books that need to be disposed of or move
- How you are to work out on providing library access to the collection during the move
- A plan that will keep all the involved parties up-to-date on any progress and or changes
- Shared vision and goals for the new library that aligns with the educational goals of the school
Preparing your customers about your plan of moving library collection is also important. It is a sign of professionalism and shows how you value them in your business. Yet, if you don’t run a library to make money and just for personal collection, you are also required to have a communication plan. And that is with the people who will handle your books from start to finish the process. In that way, you can avoid misunderstanding about your wants and needs with the relocation itself. It can also prevent you from doing more tasks than the original plan.
5. Track the Library Relocation Plan as Against Your Created Plan
This particular step only suggests you check the progress, the changes, and the documentation that you are making. To be able to correct flaws, if there are any, and follow the ideal steps in creating a library relocation plan. Also, this same step is proposing you keep track of your budget allocation. As well as all the expenditures in order to ensure the availability of this fund. Particularly when there is a need to evaluate it or make an audit. All that said, together with the tracking, should always be to keep all the planning documentation ready. Purposely, for records and files and for school auditing requirements.
Creating a library relocation plan does not just end in mere planning. Nevertheless, these always involve strategic steps that need to be done in a smooth yet organised way. By all these steps, you are now sure to have a successful library move. That’ll allow you to reach all your goals and objectives. And will give you the most functional and productive new library. With complete services both for the students and the entire nearby locale, community or city.
Know how to create a strategic library relocation plan.
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If you enjoyed this article, then please check out our post on Checklist to Know If You’re Ready for Library Relocation.
