Lab Project Toolkits

MHLS Lab Projects are one-year projects undertaken by a select group of member libraries to learn about and test best practices for providing library services in ways that address community needs and inspire our publics to become aware of, use, and find value in their local public library.

Each Lab Project worked with participating libraries to:

  • Assess their existing situation
  • Share & discover best practices
  • Develop & implement action plans
  • Access outcomes

 
On this page you will find resources to apply the lessons learned from each Lab Project to your own library.  While each project used measurable statistics to test specific practices to improve one type of library service, collectively they point to the importance of strong community engagement to assess and address community needs.
 

Increasing Circulation

 
The first MHLS Lab Project, called an Incubator Project at the time, took place in 2015 and, in response to trending declines in circulation of library materials, focused on increasing the circulation of adult fiction. Libraries can adapt the resources below to focus on their entire physical collection or any part of that collection. Resources are also provided to help libraries improve the strength of their digital collections.

 

Participating libraries in this project included Early Adopters, libraries who agreed to develop action plans and test specific strategies, and Trusted Advisors, libraries that helped identify essential factors and best practices and supported Early Adopters.
 
Early Adopters:

  • Alice Curtis Desmond and Hamilton Fish Library (Garrison)
  • Dover Plains Library
  • LaGrange Association Library
  • Millbrook Library
  • West Hurley Public Library

 
Trusted Advisors:

  • Catskill Public Library
  • Highland Public Library
  • Patterson Library
  • Red Hook Public Library

 
Goals:

The measurable goal for participating libraries was to increase circulation of adult fiction print books by 5% over 2014 figures. You should feel free to set you own goal. The underlying goal was to increase public awareness of collection materials and to make library collections more relevant and responsive to patron wants and needs.

 

Essential Factors/Tactics:

All libraries developed action plans that included 3 tactics:

  • Creating better displays
  • Weeding
  • Filling patron holds quickly

 
In the process, libraries also worked to create a better experience for patrons through friendlier spaces, more patron-centric policies and procedures, and better customer service.
 

Background Reading

Displays

 

Weeding

 

Meeting Patron Demand

Data Collection

Physical Collection Circulation

This lab project looked at circulation of print materials only, and even more specifically, at circulation of adult fiction. The reports and tracking worksheets provided here collect data for the entire circulating physical collection, but they can all be modified to examine specific parts of your collection. The report instructions include steps for running Create Lists, Decision Center, and Web Management reports.
 

 
Digital Collection Circulation

Since digital content is growing part of our collections, we should track trends in digital circulation as well. If circulation of physical material is declining but being replaced by increased use of digital materials, that may just reflect changing patron preference–a preference we should consider in building our collections.

The reports below focus on Overdrive e-books, audiobooks, and videos because these are shared systemwide, much like our physical collections. Many libraries have added other digital resources, such as hoopla and Kanopy, for which MHLS does not have access to reports, but individual subscribing libraries can gather similar data on these resources through their accounts.
 

Action Plans
Sample Materials

Displays

 

Weeding

Insights from Participants


Other Resources

Displays


Weeding

 
Meeting Patron Demand

Increasing Active Account Holders

 
MHLS’s second Lab Project, conducted in 2018,  focused on increasing the number people of engaged with our libraries. One measurement of engagement is the number of active library account holders. Because research shows us that it is easier to retain an existing patron than to gain a new one—there is a 60-70% chance of turning a customer into a repeat customer, but only a 5-20% change of turning a noncustomer into a customer—the project decided to test methods of increasing account holder retention. Libraries also tested ways of welcoming new patrons, knowing that early, positive interactions with patrons can contribute to long-term engagement.

We should remember, however, that use of a library card is just one way people interact with our libraries.


Participating libraries:

  • East Fishkill Community Library
  • Hudson Area Library
  • Julia L. Butterfield Memorial Library (Cold Spring)
  • Kinderhook Memorial Library
  • Pleasant Valley Library
  • Woodstock Public Library District

 
Goals:

The measurable goal for participating libraries was to increase their active account holder retention rate by 5%. You should feel free to set you own goal. The underlying goal was to inspire patrons to interact with library services and programs so that more members of our community are aware of, use, and find value in their local public library.

 

Essential Factors/Tactics:

  • Improve new account holder experience
    • Analysis of current registration processes: in person & online
    • Staff education & talking points
    • What is handed to a new patron?
    • Tours for new patrons
    • Proof of residence postcards
    • Temporary cards
  • Welcome email
  • Proactive notification of imminent card expiration

 

Background Reading

Customer Retention, General


Attracting and Retaining Library Users

Data Collection

Circulation Data
Here you will find instructions on how to create reports in Sierra’s Create Lists to help you track current account holders, new account holders, active account holders, as well as account holders who have become inactive. We also supply an Excel spreadsheet with formulas included for tracking change over time. The spreadsheet is set up to track yearly statistics, but feel free to download and modify it to meet your needs.
 

 

Population Demographics

You can also compare your account holders to your total service area population by checking US Census data, which is available by town, zip code, or CDP (Census Designated Place).
 

 
Search tips:

  • In Search box, begin typing name of city, town, or village and look for it to appear in the suggested choices that appear below
  • Choose (or type) the choice that includes the county name (e.g., Copake town, Columbia County, New York), or the CDP (Copake Falls, CDP, New York)
  • Search will take you to a summary page (if you chose the town name without the county, or the zip code, you will instead go to a list of tables)
  • If instead of getting a summary page you get a page listing tables, click on the blue Explore Data box on the right
  • You can get more detailed information by clicking on the Table number listed with each category
Action Plans
Sample Materials

Library Card Application

 
Welcome Emails

 
Welcome Postcard

 
Rack Cards

 
Renewal Emails

 
Renewal Postcards

Insights from Participants


Other Resources

Online Account Registration

 
Fine Free

Increasing Program Attendance

 
In 2019, MHLS conducted a Lab Project focused on increasing attendance at public programs. The libraries participating in this project worked to increase attendance at adult programs, but you may decide to focus on a different demographic or on another category of programs (digital literacy, early literacy, cultural, etc.).
 
Participating libraries began the project with a review of their service population’s demographics to get a better understanding of the audience for their programs. They considered how they defined a successful program and they thought about why we offer programs, quantity vs. quality, how best to get the word out to relevant audiences, and evaluation of programs.
 
While using attendance as one metric to measure success, they recognized that small programs can also meet community and patron needs and can be very successful. In the end, it isn’t attendance that matters but impact or outcomes. Large or small, the strategies employed in this project can help any program succeed.
 
Participating libraries:

  • Grinnell (Wappingers Falls)
  • Kinderhook Memorial Library
  • Mahopac Public Library
  • Mountain Top Library
  • Olive Free Library
  • Red Hook Public Library
  • Town of Esopus Library

 
Goals:

The measurable goal for participating libraries was to increase adult program attendance by 5%. Adult program attendance for a specific month of the current year was compared to adult program attendance for the same month in the previous year. You should feel free to set you own goal. The underlying goal was to design and evaluate programs that created opportunities and addressed needs in their communities so that more people would benefit from the programs offered by their library.
 
Essential Factors/Tactics:

  • Create a programming mission statement
  • Create talking points for staff
  • Reach out to non-user groups to do programs and solicit feedback/input

 

Background Reading

Library Usage


Program Attendance

Data Collection

Population Demographics

 
Search tips:

  • You can search by town/city, zip code, or CDP (Census Designated Place–often a village or hamlet)
  • In Search box, begin typing name of city, town, or village and look for it to appear in the suggested choices that appear below
  • Choose (or type) the choice that includes the county name (e.g., Copake town, Columbia County, New York), or the CDP (Copake Falls, CDP, New York)
  • Search will take you to a summary page (if you chose the town name without the county, or the zip code, you will instead go to a list of tables)
  • If instead of getting a summary page you get a page listing tables, click on the blue Explore Data box on the right
  • You can get more detailed information by clicking on the Table number listed with each category

 
Program Statistics

 
Do NOT feel obligated to track all this information. On the other hand, you may want to track additional information, such as attendance vs. day of the week or time of day, or monthly statistics.

Action Plans
Sample Materials

Programming Policies

Insights from Participants


Other Resources

Program Planning

 
Program Evaluation

 

 

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