Revitalization and Renewal: Renovations in special libraries may not be as challenging as you think

In library school, there was much discussion about renovating libraries. In fact, one instructor advised us that not only was it likely that we would end up as managers at some point in our careers, but that we would almost certainly end up embarking on a renovation project as well. For both Brooke Ballantyne and I, this prediction came true even sooner than we expected. A few months out of school, we both found ourselves as library managers and renovators. One afternoon, while discussing our challenges and successes over lunch, we began to wonder how many other librarians had recently undertaken a renovation project and what their experiences were. Eventually our discussions evolved into a survey, the results of which are included in this discussion.

Through our discussions, research and the results of our survey, it became immediately clear that whether a library is changing locations, shrinking in size, growing in size, or is simply in need of an appearance overhaul to suit the changing needs and expectations of its patrons, library space renovation is a challenge that almost all librarians will face at some point in their career. It is our hope that by sharing our experiences and the results of our survey, we will encourage librarians who may be planning some changes in their library not only that it can be done, but that the results are very much worth the effort.

Robin Best Library, Vancouver Aquarium - Dawn Bassett

The Aquarium has had a library since the 1950's; however, when I took over, the collection had spent the past two years off site while some much needed program and office space was being built. This expansion was completed in November of 2006, but it took many months to come to a decision on how to appropriately renovate the space before moving back. I had several challenges during this process, but the most difficult were as follows:

Bring back a collection that had not been significantly weeded in several years, merge it with a smaller collection that had been left in a common area during the library's absence and fit both into a smaller space.
Replace or repair old library shelving and furniture
Design an inviting and dynamic space that will draw people back into the library.

Robin Best Library original shelving

Robin Best Library original work station

During the design process I had encouragement and support from the senior management team and from my supervisor in particular, who helped me learn the language of the organization so that I could feel confident building my design plan. The lengthy design and approval process allowed me to not only develop a vision for a more modern library which helped convince the organization to purchase new shelving and furniture, but it also helped me find creative ways to brighten up the space and make it a little more dynamic. The new library includes 7 bays of mobile shelving, stacks, periodical shelving, reading tables that can be rolled together to form larger study spaces, and an open workstation that functions as a reference desk. Although there is less floor space, the open design of the front area of the library makes the room look much more spacious. This year I am looking forward to revitalizing the space just outside the library with a new door and a wall-mounted display box to be used for library displays. Having a newly renovated library was extremely rewarding, but so was the design and planning experience, as it helped me learn a lot about how projects work in my particular organization.

Riverview Hospital Library - Brooke Ballantyne

My experience with renovations at Riverview Hospital Library was based on a need to make an older space more visible, more modern, and also to remind people that we were still here. Riverview Hospital has been going through some downsizing and redeveloping and I wanted to make sure that people knew that the library was still relevant. Some areas of the library weren't being used to their full potential, such as the large patio area. Other areas were being used for too many purposes, and showed all the signs of the remnants of a larger staff - unused staff desks remained in the library, taking up space that could be used to enhance the patron's experience in the library. And the library as a whole was feeling its age, with chipped and marked paint on the walls and old mismatched chairs dominating the study areas.

The patio area at Riverview Hospital Library before renovations

The Patient and Consumer Health Collection at Riverview Hospital Library before renovations

I began my renovations outside on the patio since it was summer and this kind of change would be immediately apparent and enjoyable to patrons. Throughout the rest of the summer and into the fall, I continued to take small renovating steps, concentrating on one area or aspect of the library at a time. Highlights of the some of the other renovations include: repainting the walls, bringing more patient art into the library, adding plants, chairs, umbrellas, and new coverings to the picnic tables on our library patio, adding more lights to the ceiling above the stacks, replacing the chairs and some of the tables in the study areas, and completely reorienting the shelving in the Patient and Consumer Health Collection to make better use of the space. This was done over the period of about six months, and involved any number of setbacks in terms of price, service, and availability.

The patio area at Riverview Hospital Library after renovations

The Patient and Consumer Health Collection at Riverview Hospital Library after renovations

The Survey

Prior to deciding to develop a survey, we reviewed the literature to see what types of experiences other librarians were sharing. Although the majority of the ideas in the papers we read could apply to any library setting, much of the published literature was aimed at larger academic and public libraries. Additionally, the majority of the literature was anecdotal. Since we both manage special libraries, we thought that it might be appropriate not only to contribute our own experiences to the discussion, but also to survey the experiences and opinions of other librarians from across Canada. We used many of the papers from our literature review to help develop both our survey questions and the top fifteen tips list at the end of this paper.

The overall purpose of the survey was to get an idea how many other librarians in any type of library had been through a renovation project of any kind and what their experiences were. The survey included a mix of multiple choice an open-ended questions in a number of areas. Our particular interest was to identify any trends either in challenges or successes that we might be able to share with others embarking on a similar project. The survey was sent out to the Western Canadian Chapter of the SLA listserv and the Canmedlib listserve and ran from November 27th to December 31st of 2007.

Expectations

As with any survey, we had certain expectations about what types of results and comments we were likely to receive. For example, given that the survey went out just prior to Christmas holidays, we expected to have a small return rate on our survey. We also thought that since we are always reading that libraries are under funded, our respondents would have little direct experience with library renovations. Surprisingly, we received an impressive 60 respondents, and all but 5 had been directly involved in renovations in their library. The majority of libraries represented by the results were Special (41.7% of responders), with Hospital (33.3%) and Academic (15%) libraries following close behind. We had two responses from Public libraries, as well as one each from the categories of Government, Law, Public Health and Research-Based Hospital libraries. In terms of size, the libraries were mostly small (46.7%) or medium (41.7%). We also expected that respondents would mostly be "librarians," but found that the types of positions held by our respondents varied widely - from Directors, to Managers, to Cataloguers, to Library Technicians, to Library Clerks. One Technical Data Supervisor also responded.

Another pre-conception we had was that our respondents may not have felt entirely supported by their supervisor or board during the course of their renovation projects. Interestingly, the 5 respondents who hadn't had any involvement in renovations assumed this same fact, as 66.7% of them stated that "lack of support from supervisor/board" was a challenge that would prevent them from undertaking a renovation project in their library. Unsurprisingly, cost was listed as the number one challenge for those who undertook renovations, as well as for those who have been prevented from undertaking them. But fear of lack of support from one's supervisor or board shouldn't be as big of an issue as some assume - out of the 55 respondents who have had renovation experience, the majority felt somewhat to fully supported in financial (88.6%), decision-making (84.1%), and planning and development (81.4%) areas by their supervisor during the course of their renovations.

Survey Outcomes

While practice in library space renovation is quite varied, there still remain some overarching issues in terms of preparation, education and best practice. As we examined the results, some trends began to emerge in terms of the motivation behind the decision to renovate. The major issues identified in comments made by respondents fell into two main categories: a need to create increased office/workspace for staff, or to move the entire library space to another location. These renovations were not always welcome: many respondents indicated that they were "forced" out of their current library space by another department. Despite the occasional negative feeling, the desire to modernize and to make better use of existing library space were the top rated motives to undertake a renovation project.

These goals were further reflected by how respondents commented on the successes of their renovation projects. Aspects of the renovation project that were deemed a complete success were predominantly associated with the overall appearance of the library. Reflecting on the high rating of "make better use of library space" in the motivation question, many respondents took this opportunity to describe how their post-renovation library is more open, updated, looks welcoming/inviting, creates better opportunities to make eye-contact with patrons, makes better use of windows, is bright and airy, and is nicer visually. One respondent simply wrote: "beautiful new library." Next to improving the overall appearance of the library, the process of working in conjunction with a consultant was also considered a major success. Whether this involved choosing a professional designer for floor and space layout, or working with an architect or contractor in some other capacity, the overall satisfaction with these services seemed to have relied on creating a solid partnership between this professional and the library team. Working with the library staff to make sure the new space will be functional for their daily duties was deemed an essential part of the success of the project.

Success in a major renovation such as expanding/designing new staff workspace or planning a move to a new location depends on a solid foundation in strategic planning and project management. When asked if they felt they had the appropriate project management skills to complete their renovation project, 54.5% of the respondents said yes, 11.4% said no (the remaining 34.1% said that their renovation project was not a major renovation). Comments surrounding project management skills centered on consultation with professionals, or lack thereof. Respondents took note of the steep learning curve involved in certain renovations, and many only took part in terms of what they could handle skill-wise, and depended on the aid of a professional for the rest. Consultation with an expert was the main theme behind the responses about renovation project management skills.

When asked if they felt they had the appropriate knowledge about the renovation process itself (such as floor plans, colour palettes, and cost determination), 50% said yes, and 50% said no. Some respondents mentioned that the involvement of their facilities department, or a hired renovation consultant helped supplement their lack of knowledge quite nicely. Others said that they were frustrated with the lack of decision-making ability they had in terms of floor plans and colour palettes, as these decisions were driven by larger projects or departments. Overall, once again respondents stressed the importance of sharing knowledge with others, and looking to others to share their knowledge.

The majority of respondents were satisfied with the process and outcome of their renovations, but respondents also shared their thoughts about what they might have done differently. In hindsight, the following elements would have increased the success of their renovations: greater involvement of all library staff by discussing renovation plans and ideas with them before and during the renovation project, better placement of lighting, more frequent communication with any other departments involved, and better organization around the removal, storage and unpacking of library material. A larger emotional theme emerged from these comments as well; respondents wished they had taken a stronger personal role in their renovations - this involved anything from fighting harder to stay in their current location, to having more say in the design of the new space, to protesting louder after contractors made errors, to insisting on refurbishment over replacement, or to making sure that the entirety of the renovations took place while they were physically present.

Conclusions

Many of the comments/suggestions we received were similar to what we had read in the literature. In conclusion, we have combined ideas from our own experiences, the many fantastic comments we received in our survey, and information gathered from our literature review into a list of the 15 top things to consider when embarking on a renovation project. You might be surprised at what you can do, even with minimal resources. If you are interested in the full results of our survey, please contact Brooke Ballantyne at the email above.

Top 15 things to consider when planning a renovation or revitalization project

1. Before any planning begins, think about the "library as place." Is there a way you can create a space that "reflects" your organization's values, work style or interests? (Blackburn 2005) Are there communities outside of your organization that you would like to reach out to? If so, how can you use this opportunity to practice "community building" for both groups? (Demas & Scherer 2002).

2. Get involved in the planning process - don't assume you will automatically be consulted by your organization. Stay as involved in the details of the renovation process as possible by asking a lot of questions. If you can, take the time to measure and assess the space yourself. If your library is working with an architect, ask to see the plans throughout the entire process.

3. Take the opportunity to build relationships with maintenance staff, consultants, and senior management.

4. Create spaces that emphasize collaboration by considering furniture that can be easily moved into different formations, wireless computer access and (Blackburn 2005; Gabbard 2007; Sinclair 2007; Demas & Scherer 2002).

5. If you are able to choose colour as part of your planning, think about what type of feeling you want your library users to have while they are in the space. Colour can have a big influence on emotional response and learning (Scargail 1999; Woodward 1999). If you have no control over colour, don't fret - use artwork, displays and plants to spruce things up.

6. When reviewing architectural drawings or design plans, pay close attention to the placement of data ports and electrical outlets. Don't assume that that someone else is checking into this.

7. If you are planning to renovate a health sciences library, request a dedicated project planner/consultant who specializes in health science libraries - avoid getting someone who specializes in something other than libraries.

8. Consider the importance of lighting to your space whether you are blessed with an abundance of natural light or not (Cochran 1997).

9. If a move is involved, select a good moving company - make sure they've moved libraries before, are organized, and pay attention to detail. Get the movers involved early and have them come and see both locations so that they are aware of what needs to be moved and how it will need to be placed.

10. Keep close track of anything placed in storage and make sure everything has arrived after a move has taken place.

11. Choose your furniture wisely both from a comfort and an aesthetic perspective. Many furniture retailers will allow you to try a piece of furniture for a week or two. Have people who come into the library sit in it for a few minutes and give you their opinion.

12. Consider "greening" your library space. There are many places to find quality gently-used second hand items. Old furniture that is safe and comfortable but a bit worn could be refinished with new covers. If you need to purchase new furniture or equipment, consider using a company that uses post consumer materials in their products.

13. If appropriate, choose furniture options that are flexible. For example modular furniture that can be added to over time. While this takes some additional strategic planning, it can be an excellent way to stretch out a budget.

14. If you plan on keeping the library open to patrons during the renovations, don't do too much at once. If strong smells or unsafe conditions are a necessary part of your renovation, try to get these items taken care of in the evenings or over the weekend. Remember that you undertook your project in order to benefit your patrons - they shouldn't be made to suffer while the renovations are being completed.

15. Have a grand opening or open house after the renovation is complete - share the excitement through effective marketing. Use the grand opening as an opportunity to acknowledge the support you received from others within your organization or from the design team that helped bring your vision to life.

References

Blackburn, Janette S. "Design as Catalyst: Fostering Collaboration and Community in Special Libraries". Information Outlook. (Nov. 2005). http://findarticles.com/p/articles/mi_m0FWE/is_11_9/ai_n15979880 (20 January 2008).

Cox, Helen and William Cox. "Welcome to the Reading Room." VOYA. Apr. 2001: 21-23.

Cochran, Sally and Peter Gisolfi. "Renovate it & They Will Come: Designing a Popular High School Library." School Library Journal. Feb. 1997: 25-29.

Demas, Sam and Jeffery A. Scherer. "Esprit de Place: Maintaining and Designing Library Buildings to Provide Transcendent Spaces." American Libraries. Apr. 2002:65-68.

Demmers, Linda. "Focus on Space Planning for Libraries." Webjunction. (2006). http://www.webjunction.org/do/DisplayContent?id=12748 (19 January 2008).

Gabbard, Ralph B., Anthony Kaiser, and David Kaunelis. "Redesigning a Library Space for Collaborative Learning." Computers in Libraries. May 2007: 8-11.

Harrington, Drew. "Six Trends in Library Design." Library Journal Buyers Guide. Dec. 2001: 12-14.

Johnson, Andrea. "Trends in Library Furnishings: A Manufacturer's Perspective." Public Libraries. 39.3 (2000): 137-9.

Lefebvre, Madeleine. "The Library as Congenial Space: The Saint Mary's Experience." New Library World. 103.1172/1173 (2002): 21-9.

Murphy, Tish. "Some Considerations in Choosing Library Furnishings." Public Libraries. 38.4 (1999): 244-6.

Sannwald, William. "Espresso and Ambiance: What Public Libraries Can Learn from Bookstores." Library Administration & Management. 12.4 (1998): 200-11.

Scargail, Hollie. "Color: an Unsuspected Influence." Library Talk. Nov. /Dec. 1999:11-12.

Sinclair, Bryan. "Commons 2.0: Library Spaces Designed for Collaborative Learning." Educause Quarterly. (April 2007). http://www.educause.edu/ir/library/pdf/EQM0740.pdf (January 2008).

Thomas, Mary Augusta. "Redefining Library Space: Managing the Coexistence of Books, Computers and Readers. The Journal of Academic Librarianship. 26.6 (2000): 408-15.

Viklund, Andreas. Design Thinking as the Intersection of Science and Design." Designing Better Libraries." (2008). http://dbl.lishost.org/blog/ (20 January 2008).

Woodward, Jeannette. "Countdown to a New Library: a Blueprint for Success." American Libraries. Apr. 1999: 45-7.

Brooke Ballantyne is a Clinical Librarian at Riverview Hospital and the Forensic Psychiatric Services Commission. Dawn Bassett is the Manager of Content and Information Resources at the Robin Best Library at the Vancouver Aquarium.

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