Planning optimal library spaces: principles, processes, and practices

1. Introduction to master planning and the road map approach

2. Why the road map approach? : A case for master planning libraries

Constant change

Drivers of change : Technology ; Habits ; Services ; Security

Change manifestations : Digital impact on print collections ; Material focused to people focused ; Seating variety ; Collaboration and group study ; Quiet space and individual study ; Self-service and changes in service delivery ; Library as third place ; Creation studios and makerspaces: "hands-on learning" ; Digital media studios ; Information/learning/research commons ; Specialized teaching spaces

Inhibitors : Libraries are inherently inflexible : Remedy: adaptability ; Libraries are inherently furniture intensive : Remedy: flexible furniture ; Libraries are undersized : Remedy #1: Relocation/consolidation/cooperation; Remedy #2: Workflow efficiency/flexibility ; Libraries are financially challenged

Traditional master planning versus the road map approach

Benefits of the road map approach : Road maps offer flexibility and phased implementation ; Road maps create hope ; Road maps allow for adjustments along the way ; Road maps demonstrate leadership ; Road maps demonstrate sustainability

Challenges to the road map approach : Obtaining internal buy-in ; Convincing decision makers ; Those resistant to change ; Everyone's an expert ; Who not to include ; Competing interests ; Funding the implementation

3. Process : Step 1. Assess/analyze : Surrounding context : Previously published visionary documents; Local zoning and planning ordinances ; Existing facility : Current building codes; Structural capacity; Accessibility requirements; Deferred maintenance issues; Presence of hazardous materials; Interior/environmental qualities ; Internal processes : Fixtures, furnishings, and equipment review; Collection management evaluation; Special collections and archives; Functionality and workflow analysis; Partners and tenants

Step 2. Engage/listen : Why is the engagement process important? ; What does the engagement process entail? ; A typical engagement meeting outline : Introductions; Process, project, and purpose; Optional 5- to 10-minute presentation; Community conversation; Wrap-up; Participatory exercise

Step 3. Program/define : What is a building program? ; The purpose and creation of a building program ; Print collections : Issue: What to retain?; Issue: Which collections will grow or diminish over time?; Issue: Where should retained material be located?; Issue: How should what remains be stored or displayed? ; Collection summary : Sizing the collections; Shelving the collections

Step 4. Design/plan : Conceptual design process; Conceptual design versus final design; An iterative process

Step 5. Phasing/strategize: Guiding principles for phasing plans

Step 6. Estimate/budget : Total project cost : Hard costs; Soft costs

4. Collection storage strategies : Print collections : Traditional shelving ; Compact shelving ; High-bay storage ; Automated storage retrieval systems ; Off-site repositories ; Special collections and archives : Considerations ; Materials : University archives; Manuscript collections; Rare books

5. Anatomy of a library budget : Budgeting for a library project : Cost, quantity, and quality

Total project budget : Hard costs : Line I. Total estimated construction costs (totals lines A and B) : Line A. Construction costs; Line B. Design contingency

Soft costs : Line II. Total estimated FF&E (totals lines D.1-E.9) : Lines D.1-D.3. Furniture, shelving, and signage; Line E1. Theft detection/RFID system; Line E.2. Building security system; Line E.3. Access control system; Line E.4. Telephone system; Line E.5. Voice and data cabling; Line E.6. Audiovisual equipment; Line E.7. Computer hardware and software; Line E.8. Specialized library equipment; Line E.9. Copiers; Line E.10. Other ; Line III. Total estimated professional compensation (totals lines F.1-F5) : Line F.1. Pre-design phase expenses; Line F.2. Architectural and engineering basic design services; Line F.3. FF&E design services; Line F.4. Additional services; Line F.5. Reimbursable expenses ; Line IV. Total estimated owner expenses (totals lines G.1-G.3) : Line G.1. Pre-design phase expenses; Line G.2. Design and construction phase expenses; Line G.3.: Post-construction expenses ; Line V. Total estimated probable project cost

6. Getting started : Where to begin : Clean house ; Evaluate the collections ; Identify and take advantage of underutilized wall space ; Identify and repurpose underutilized space that may exist ; Identify where wrong furniture is being used and fix it ; Declutter work areas to increase efficiency

Moving forward with a road map : RFQ versus RFP ; The selection process ; Consultant qualities : Chemistry; Involvement; Architect or not?

Case studies : 8,000-square-foot public library ; 25,000-square-foot academic library ; 32,000-square-foot academic library ; 40,000-square-foot public library ; 180,000-square-foot academic library

300,000-square-foot academic library.