WHERE DO I GO NEXT PUTTING IT ALL TOGETHER STRATEGICALLY

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WHERE DO I GO NEXT? PUTTING
IT ALL TOGETHER STRATEGICALLY

• John S. Wilson

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Thinking Strategically

• Getting started getting organized
• Funding
• Establishing a plan for giving locating other
  funding sources
• The Donors
• Donor rights, stewardship growing the donor
  base
• Communication
• Marketing, PR the Librarys image
• Special Events

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GETTING STARTED GETTING ORGANIZED

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Dont Even Go There

• Dont compare yourself to an experienced officer
  or library director
• Dont become discouraged before you begin or you
  will defeat yourself
• Dont forget that you have help.. ALADN!!

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The Plan Your OfficeGetting Started Keeping
it Moving

• Develop short and long-term plans
• One five year plans
• Departmental personal plans
• Set realistic goals
• Is it a new program or an existing program?
• Focus on students needs, feedback focus groups
• Motivate with success
• Celebrate successes
• Learn from your failures

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Building a Successful Program

• Establish strong relationships across campus
• Be passionate and believe in the cause
• Step forward and give to the cause

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FUNDING

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Establishing a plan for givingDefine Levels
and/or Societies

• Special Projects
• Gift Annuities
• Bequests

• Annual Fund
• Endowments Modest
• Endowments Major Gifts

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Establishing a plan for givingDefine Levels
and/or Societies

• Special Projects
• Gift Annuities
• Bequests

• Annual Fund
• Endowments Modest
• Endowments Major Gifts

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Establishing a plan for givingDefine Levels
and/or Societies

• Special Projects
• Gift Annuities
• Bequests

• Annual Fund
• Endowments Modest
• Endowments Major Gifts

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Establishing a plan for givingDefine Levels
and/or Societies

• Special Projects
• Gift Annuities
• Bequests

• Annual Fund
• Endowments Modest
• Endowments Major Gifts

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Establishing a plan for givingDefine Levels
and/or Societies

• Special Projects
• Gift Annuities
• Bequests

• Annual Fund
• Endowments Modest
• Endowments Major Gifts

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Establishing a plan for givingDefine Levels
and/or Societies

• Special Projects
• Gift Annuities
• Bequests

• Annual Fund
• Endowments Modest
• Endowments Major Gifts

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Locating Other Sources for Funding

• Grant writing
• Federal, state local governments
• Foundations
• Corporate giving
• Personal or family foundations

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THE DONORS

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Remembering Your Donors Rights

• Honor privacy of information
• Assure accuracy of gifts intention
• Provide acknowledgement recognition
• Encourage dialogue with donors

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Focusing on Stewardship

• Good stewardship helps grow the donor base
• Take care of your donors
• Develop good relationships
• Appreciate your donors make sure they know it

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Preparing for Questions

• Keep active written mental lists of the
  Libraries needs
• Prioritized by category Library
• Prepare case statements (Least important)
• Think strategically for answers
• What are you working on now?
• Look for signs and clues of interested donors
• Inquiries
• Frequent library visits
• Appearances at special events

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Allowing for Change

• Be flexible
• Things wont always work out like you plan
• Evaluate and re-evaluate the plan
• Priorities change
• Budgets change
• File donor reports updates after visits
• Important for future gifts
• Be able to tell different versions of the
  Library Story

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Remembering Thank You notes!

• You MUST be timely
• Write send within 24-48 hours of the event
• Personal notes
• Handwritten or typed both acceptable
• Depends on the circumstances

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COMMUNICATION

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Focusing on Communication

• Communicate with the Dean/Director
• Be at the table when decisions are made
• Use a team oriented approach
• Communicate with your donors
• At least twice a year if not more!!

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Defining Public Relations in the LibraryWho are
you trying to reach?

• The purpose of library public relations is to
  develop on-going programs of
• contact between the librarians and the population
  groups that they serve.
• LAMA-ALA, 1995
• Develop contact points with your users
• Students, faculty, university administration
• Governing board, alumni general public
• Library benefits from a public that is
• Informed
• Involved
• Supportive

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Solving the PR PuzzleWhat does PR Mean for the
Library?

• More than a THANK YOU
• More than a news clip
• More than donor relations
• More than a library newsletter

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Identifying Potential PR DisastersWithin the
Library

• Lack of quiet space
• Poorly located book drops
• Outdated technology
• Frustrated patrons

• Rude staff/faculty
• Neglected facilities
• Unclean facilities
• Insufficient hours

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Identifying Potential PR DisastersOutside of the
Library

• Tarnished image
• Seen as asking for too much or space
• Perceived as giving poor service to VIPs daily
  patrons

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Evaluating the Librarys Image

• Assess the publics awareness of the library
• Who knows about the library its services?
• Evaluate library policies
• Some policies may hurt the librarys Image

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Improving the Librarys Image

• Evaluate strengths target the librarys
  weaknesses
• Identify possible opportunities threats
• Consider appointing library liaisons to all
  departments

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Improving the Librarys Image

• Communicate the situation to the Dean/Director
• Explain how the situation relates to development
• Communicate with library faculty staff
• Inform energize the staff

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Portraying the Library in News Releases

• Assure the topic is newsworthy has a hook
• Include who, what, when, where why
• Use a catchy headline strong lead sentence
• Properly identify the library
• Proof-read double check spelling of names

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Portraying the Library in News Releases

• Provide a release date time
• Include photographs
• Involve students whenever possible
• Keep a file of news releases

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Marketing the Library

• Promote services, resources collections
• Focus on campus community promotions
• Brochures
• Newsletters
• TV
• Radio
• Create a logo
• Strong branding important
• Market a student-involved image

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Marketing the Baylor LibraryPromotions

• Bi-annual newsletters
• Online promotions
• Campus posters

• Brochures
• Radio ads
• TV ads

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Marketing the Baylor LibraryPromotions

• Bi-annual newsletters
• Online promotions
• Campus posters

• Brochures
• Radio ads
• TV ads

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Marketing the Baylor LibraryPromotions

• Bi-annual newsletters
• Online promotions
• Campus posters

• Brochures
• Radio ads
• TV ads

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Marketing the Baylor LibraryPromotions

• Bi-annual newsletters
• Online promotions
• Campus posters

• Brochures
• Radio ads
• TV ads

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Marketing the Baylor LibraryPromotions

• Bi-annual newsletters
• Online promotions
• Campus posters

• Brochures
• Radio ads
• TV ads

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Marketing the Baylor LibraryPromotions

• Bi-annual newsletters
• Online promotions
• Campus posters

• Brochures
• Radio ads
• TV ads

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Marketing the Baylor LibraryEvents

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Marketing the Baylor LibraryEvents

• Spring 2009
• With Malice Toward None An Abraham Lincoln
  Bicentennial Exhibition (Poage Library)
• One Hundred Years of Baylor Nursing Exhibit
  (Moody)
• Browning Day (ABL)
• Texas Collection Cookbook Exhibition and Lecture

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SPECIAL EVENTS
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Planning a Fundraiser

• Identify causes that are important
• Begin planning 6-24 months in advance
• Strong organization is important

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Planning a Fundraiser

• Stay within budget
• Make back-up plans
• Be flexible to change
• Double check all arrangements

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Executing the Fundraiser

• Remember that you represent your institution
• Make sure everyone knows their responsibility
• Clearly define job duties
• Videotape the event
• Evaluate critique the event for improvement
• Follow-up with key donors guests

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Planning a Major Event

• Begin planning 18 months in advance
• Work with the offices of UD PR
• Work with an agent
• Sign a contract
• Send to the general councels office

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Planning an Annual Author Lecture

• Locate sponsors
• Advertise
• Word of mouth
• TV, radio flyers
• Set a dollar amount as goal
• Invite the media

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Organizing the Annual Author Lecture

• Allow plenty of time to schedule
• Prepare detailed itinerary
• Be specific
• Use volunteers wisely
• Delegate responsibilities
• Major authors invited to campus
• John Grogan-2008 Ronan Tynan-2007
• Bruce Feiler-2006 Lynne Truss-2005
• Jon Meacham-2004 David McCullough-2003
• Ernest Gaines-2002

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Pulling it All Together

• The Board is there to sell tickets
• Use your volunteers elsewhere
• Consider hiring a planner
• Be hospitable to the speaker
• Take care of them!
• Be considerate of their need for rest
• Maximize time between events
• Have fun enjoy the speaker!!

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Special Events at BaylorCreations_at_Baylor

• Faculty publications creative works
• Strong attendance by faculty administration
• Organized by librarians and staff
• Annual event since 1998

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Special Events at BaylorAnnual Donor
Appreciation Banquet

• Focus on thanking library donors
• Minimum gift of 500
• Attended by 70 donors
• Program entertainment
• Varies by year
• President provost speak
• Student presenters
• Goal to grow your donors
• New Library Fellows awarded plaques
• Special award given for gifts over 500,000

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QUESTIONS COMMENTS

• People give to people