[Michlib-l] Keeping track of outreach patrons advice

[Julianne Novetsky]

Hi everyone,

Two weeks ago, I sent out an email asking for advice for setting up my library outreach program. Thank you for all the responses! I tried to respond to you individually, but if I missed you, please know that I appreciate you sharing your knowledge with me. 🙂


Anyway, a few people had asked me to summarize what I found out.

-A few libraries suggested that I check to see what is available through my ILS, as they sometimes have outreach modules available. These modules obviously vary, but they include things like setting patron preferences, maintaining reading histories, creating wishlists, etc. The two systems that were mentioned were Biblionix Apollo and Polaris Leap, but other systems also probably have this available.

-Several libraries keep track in Excel. For these libraries, the general best practice seems to be maintaining a tab for each patron individually. These libraries basically track the same information listed above.

-For other libraries, it works best to keep this information as a "note" in the patron's record in their ILS.

-A few libraries also have a paper copy. Every patron gets a file with their original request form, a copy of the items that have been checked out, and a comment form, etc. This is usually in combination with some kind of digital records (ie, Excel).

-One library suggested putting "outreach" in the patron's library card record as part of their name. So, for example, I would be Jullianne Outreach Novetsky.

-Another really good idea is changing the email notifications for items to a library staff member who is in charge of/part of outreach so that they can renew the items or contact the patrons when they are due.

-Some libraries have set delivery schedules (generally if they have small programs), and some are more based upon patron request. All of the libraries do make room to be as flexible as possible. 🙂

-Word of mouth advertising seems to be very helpful. Also, contacting senior centers/retirement homes.

-Some libraries use staff for delivery, some use volunteers, and a few use a combination of the two. Some libraries have staff using their own vehicles (if they don't have one for the city/library). This is obviously dependent on your resources.

-Some libraries send items by mail. One recommendation is using heavy-duty media mailer pouches that are available at the post office. Libraries who send items by mail do have to pay postage, but sometimes they have accounts pre-paid with their local post office. Patrons generally have return postage included.

-Most libraries extend due dates until a month (if your items are usually three weeks). Generally, items by mail are sent out when the previous item is sent back.

-Comment forms are helpful to include with each delivery, so that you can be sure you are selecting materials that your patrons enjoy.

I think I am hitting the main points here! A few libraries also included attachments with examples of their excel sheets, and one library sent me a previous summary they had created when they asked a similar question a few years ago. Please let me know off list if you are interested in those, and I can send those to you directly.




Julianne Novetsky
Outreach Services
Warren Civic Center Library
One City Square, Suite 100
Warren, MI 48093-2396
586-751-0770 ext 5004
jnovetsky at cityofwarren.org
My Pronouns: She/Her/Hers
________________________________
From: Julianne Novetsky
Sent: Wednesday, November 2, 2022 5:01 PM
To: michlib-l at mcls.org <michlib-l at mcls.org>
Subject: Keeping track of outreach patrons advice

Hello,

My library has recently begun providing delivery of library materials to patrons who are homebound. As this is a new service, we only have a few people that are currently signed up for the program. I am able to communicate with the patrons directly via phone or email to set up a time to drop off and pick up their items. This may become more difficult as the program continues to grow.

My main concern is how to keep everything organized. What tools do you use to keep track of your homebound patrons and when their items are due? Do you have a set delivery schedule, or do you try to be flexible about when you deliver items?

Most of the patrons I work with do not request specific books. I work with them to find out what types of materials they are interested in. Based on what they tell me, I choose some books that I think they will like. If your library does this, how do you keep track of the books you have given them in the past?

 So far, I have been keeping notes for myself, but I would like it to be accessible to other library staff in my absence. I think some sort of spreadsheet would work the best for what I am getting at, but I am having a difficult time visualizing it. If, for example, you use Excel, do you have a tab for each patron?  I would really appreciate if anyone could share an example of how they keep track of this information.

 If anyone else is interested, I can summarize the ideas that are shared with me.

Thanks so much for your help!

Julianne Novetsky
Outreach Services
Warren Civic Center Library
One City Square, Suite 100
Warren, MI 48093-2396
586-751-0770 ext 5004
jnovetsky at cityofwarren.org
My Pronouns: She/Her/Hers
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