Rolling out new library software successfully

This guide takes you through rolling out Librario: from choosing a rollout strategy through the five project phases to the first weeks after the switchover.

Choose a rollout strategy

You have two basic ways to introduce Librario in your organisation: the big-bang approach or a gradual rollout.

Big-bang approach

With this approach, you switch the whole organisation over at the same time. A big-bang approach works especially well when you already have a good overview of your holdings and can fully prepare the data migration. It becomes risky when not all content can be migrated yet, or when you still have to win over your users.

Gradual rollout

A gradual rollout reduces risk and lets you learn from early experience.

Possible approaches:

By group of people: start with a selected pilot group, then extend to everyone
By department or location: roll out at one location or in one department first
By content: start with digital content and add the physical holdings later

Decide who is responsible

Before you start, decide who takes on which task. The numbers refer to the project phases below.

Task	Responsible	Phase
Schedule, switchover date and decisions	Whoever runs the library	1 to 5
Prepare the data migration and check the result	Whoever runs the library	1 and 5
User accounts, roles and account settings in Librario	Someone with the administrator role	1
Single sign-on, the Progressive Web App on devices, links on the intranet	IT	1
Announcement on the intranet or in the newsletter	Whoever runs the library, with internal communications if needed	2
Answer the first questions in the departments	Key users	4 and 5
Add and review new publications	People with the librarian role	From the switchover

If you run the library on your own or alongside another job

In a one-person library, the schedule, the data migration and the training are yours. You can delegate adding publications to student assistants or an office assistant with the librarian role. The subject-matter responsibility stays with you. A gradual rollout, for example starting with the digital content, keeps the weekly effort manageable.

Plan the project phases

1. Preparation

Analyse where you stand: which systems and processes are in use today? For example, is there relevant literature in SharePoint folders as well as in the old library software?
Plan the data migration from your existing systems
Set a realistic schedule with a fixed switchover date
In each department, name points of contact and key users (people who learn Librario first and answer early questions)

2. Communication

Tell people about the coming changes early:

An announcement on the intranet or in the company newsletter
A presentation in team meetings
An update at all-hands or department meetings
Direct conversations with the most important people involved

3. Running both systems (if needed)

Plan a transition period:

Run the old and the new solution side by side
Set clear rules for which system is used for what (for example: are loans still recorded in the old system, or only in the new one?)
Communicate the schedule for retiring the old system completely

4. Training your colleagues

If you can use a browser, you can use Librario. Even so, introducing new library software should include training for your colleagues.

Offer training that fits each group:

Basic training for all employees on finding literature
In-depth training for whoever runs the library
Separate sessions for key users who will support others (train-the-trainer)

5. Switchover and first weeks

Run the final data migration, if needed
Make sure support is available in the first days
Be available for questions and problems

After the rollout

Collect feedback from your users systematically
Improve your processes based on early experience
Document success stories and share them

Tip for the rollout

The first weeks decide whether people accept the new system. Make sure you have enough support capacity during this period and respond quickly and flexibly to problems.