Page 18 - management

Contingency Planning prepares the library to handle unexpected disruptions or emergencies.

These could include natural disasters, server crashes, power outages, or even pandemics. A
contingency plan outlines alternative procedures and backup resources, enabling the library to

maintain continuity of service in times of crisis.

Growth or Developmental Planning is concerned with future expansion and innovation. It

may involve plans for building new branches, adopting new technologies, or starting research

collaborations. This planning is often exploratory and requires stakeholder consultation and
feasibility studies to ensure its effectiveness.

Systematic Steps and Procedures of Planning in Libraries

Successful planning in libraries is never a haphazard activity. It is carried out in a series of

logical and interconnected steps. These steps make sure planning remains systematic, inclusive,
and aligned with institutional goals.

The first step in planning is identifying the need or problem. This requires introspection and

environmental scanning. Library managers must ask: What challenges are we facing? What are
the emerging trends in library science? Are user expectations changing? Data collection

through surveys, usage statistics, and staff feedback helps in diagnosing current and future
needs.

The second step is setting goals. Goals should be clear, realistic, and aligned with the library’s

mission. For example, a goal could be to reduce the average book retrieval time by 30% over
a six-month period. Goals provide measurable milestones against which progress can be

evaluated.

The third step is resource assessment and allocation. Planners must assess the available

financial, physical, and human resources. Can the existing staff handle the new plan? Is there

enough budget to get the required technology? If not, can external grants or partnerships be
explored as alternatives? Resource planning ensures that goals are achievable within current

constraints or guides efforts to mobilize additional resources.

The fourth step is formulating strategies and action plans. This is the core of the planning

process. It involves determining how goals will be met, who will be responsible, what timelines
will be followed, and what tools or methodologies will be employed. An action plan might

include a Gantt chart, task lists, or responsibility matrices. This phase requires collaboration

among various departments or units.

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