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SpringyNews - Moving Forward

May 2020

Helping However We Can with Reopening Plans

Since the beginning, Springshare's mission has been to help libraries help others, and we're here to support you wherever possible during this difficult time. As communities start to reopen and libraries around the world are figuring out how to protect the safety of their patrons and staff while still providing needed services, there are what feels like a million unanswered questions and different implementation options. 

To that end, we've brainstormed specific ways our tools can help you stay flexible, manage your reopening plans, and gather library activity data - so you can track your efforts and streamline processes where possible. We hope one (or more) of these features allows you to check off one of the many things on your to-do list. :)

Managing All Types of Library Activities with LibCal

When libraries closed their physical doors, services and events moved online wherever they could. Now that things are starting to reopen, libraries need a way to slowly transition services again - while still staying flexible enough to respond in the event of an unfortunate community outbreak. LibCal allows you to manage both in-person and online library activities from one tool, so you can implement a long term plan to provide online, a mix of online and in-person, and eventually in-person activities within one platform.

>> Building Closed

>> Building Partially Reopen

  • Easily manage a hybrid online and in-person events calendar so patrons can find everything in one place.
  • If you've previously relied on printed spreadsheet schedules, create a staff desk assignment internal calendar.
    • If you need a full scheduling platform, consider LibStaffer!
  • Create new Hours departments to indicate which floors / rooms / areas are currently open and closed. As you update hours, they'll reflect everywhere Hours widgets are embedded.

>> Building Open

>> Building Reclosing

  • Quickly cancel Spaces and Equipment bookings and Appointments in bulk with their Booking Explorers. Use the email notification option to let your patrons know.
  • Switch events to online locations or bulk unpublish them to remove them from public view while retaining stats. Use the email registrants feature to inform them of the changes.
  • Keep a "library closed" Hours template on hand to quickly apply to your Hours Library in the event of a closure.

Gathering Library Data During COVID-19

The pandemic has created new challenges for staff who are collecting information they can track and report. Gone are the days of the reference question tracker sheet that everyone adds tallies to throughout the day and the library incident report binder at the desk. Not only will you need contactless ways of reporting library statistics, but you'll also need to record new types of patron and staff interactions and library activities.

Furthermore, the economic outlook is grim, and libraries are all too familiar with being included in the first round of budget cuts while still being expected to provide a high level of service. Gathering the right kind of data that's organized and easily retrievable will be an important part of getting ahead of the curve. Then, when it's time to review your budget, you're in a good position to share the story of how your department, branch, and / or library stepped up to provide a needed service.

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  • Add a new Reference Analytics dataset or add a new field / value to an existing dataset. (pictured right)
    • Renaming fields / values will change past records, so be sure to read the instructions at the top of the dataset's editing screen!
    • If you're adding new values (e.g. Working Remotely as a staff location), be sure to add them at the end of the list so you do not affect past data. Learn more in our FAQ.
  • Looking for a better way to report library incidents? Consider using a queue specifically for reporting and handling security / patron interaction issues. Read about this in our blog post.
  • Use the revamped question form to gather information from patrons and route them directly to the appropriate person to answer their questions.
    • As of our May release, you can now add up to 15 custom questions to each queue's question form! Take advantage of this update to collect information up-front and reduce the number of back-and-forths between staff and patrons.
  • Utilize tags and color code them to easily track tickets and chat types for reference stats reporting.
  • Create Events calendar categories for any new types of programming and events you're now offering so you can filter and share these with your patrons via links and embedded widgets. 
    • Examples: Online Learning, Self Care, Streaming > Facebook, Streaming > Instagram.
    • Our training team created a new "Online Learning - COVID-19" category for all of our new sessions that address our customer's unique needs during this time. Here's where you can find them. :D
    • No need to create an online category, we automatically added this filter with the new online locations!
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  • Create new internal tags specifically for staff reference and reporting purposes.
    • Examples: Rescheduled Event, Switched to Online Location, Canceled with Closure

 

  • Modify existing Custom and Reference datasets to include new COVID-related data.
    • Ensure your datasets reflect updated services and question type trends by adding/editing existing fields and values.
    • Utilize multi-select fields to indicate multiple topics within the same question/interaction.
  • ​Changing field value names won't affect existing records, but you can use the Search and Replace tool if you'd like to apply these updates to historical data as well!
  • Use additional datasets for staff to indicate when library areas have been cleaned and report library incidents. Send notifications of new records to a designated staff member or manager.
  • Create a dashboard and add dataset graphs to see real-time stats or show a particular window of time.
    • Customize it to create and share a visually compelling story of your library's activities.
    • Incorporate it into your 2020 annual report or share it with the board/elected officials/staff.

 

Example of an updated reference Custom dataset

  • Workflow Forms allow users to route form submissions through defined stages, notifying staff members so they can add notes, files, and change its stage until final approval or denial. This makes it particularly useful for materials and extended leave requests.
    • For example, route printer toner requests through normal channels and fast track urgent PPE requests by setting different users to be notified based on user selection.
    • Or, create a form to allow staff to submit their preferences for staggered building schedules and/or privately request 100% remote work for health, safety, or transportation reasons.