This year, I’m viewing “traditional” New Year’s resolutions through a library lens. So far, we’ve explored ways to exercise more, live life to the fullest, and eat healthier. This month, we’re focusing on the resolution to lose weight. While I can’t give you tips to drop a few extra pounds, I can offer considerations to streamline your supply processes and procedures. This may help save time and sanity, letting you focus on what matters.
Why Streamlining Supplies Matters
Carrying extra weight in procedures and processes slows staff down and creates unnecessary burdens. This is particularly notable in programming supplies. When staff aren’t sure what’s available, they can’t plan programs effectively. Overloaded and disorganized cabinets and closets create extra work to navigate and maintain. Inconsistencies between buildings mean varied patron experiences. Overspending and time wasting often result from a lack of communication. Streamlining your supplies process supports consistent programming experiences, builds staff confidence, and promotes programming equity. As staff lean into the busy summer season, small steps to reduce burnout have big dividends. From the patron’s perspective, streamlined procedures often lead to consistent quality, shorter wait times, and prepared staff during programs. It’s important to note that these processes are about creating a sustainable procedure, not about purchasing restrictions or limiting supplies. Rather, you’re making sure you maximize impact with available supplies and reduced staff burden.
Start with an inventory.
Knowing what’s already in the pantry makes healthier choices easier. Start with an inventory process that helps clarify what you have and where you store it. This is about getting an idea of your resources, not a perfect count. With that in mind, start streamlining by using overall categories. Once staff know you have a supply category, they can independently verify stock to ensure there is enough (and the right kind) for their program. Once you’ve created the inventory, you’ll also need a process for regular updates. Inventory is only helpful when it remains accurate. My library uses Monday.com to maintain our supply inventories. Broad categories unite similar items, while individual buildings add notes about quantities and storage locations. Numbered cabinets or bins quickly identify where we store items. Staff update quantities as part of their program prep, and each building completes an annual full inventory.
Set realistic purchasing deadlines.
Much like fitness goals benefit from reasonable deadlines and progress markers, your procedures should incorporate clear, realistic deadlines. Last-minute orders create unnecessary stress and increase the likelihood of incomplete or late orders. In addition, a lack of clarity may lead to unnecessary duplication. Streamlining helps us make the most of our resources. If we consider programs economically, we can provide more opportunities. Bulk purchases for quality discounts alone don’t work, especially when you consider expiration dates and storage. Also, plan for unused supplies and specialty items, communicating reuse plans with staff. Our shared supplies inventory tracks both core supplies and leftover program supplies. Then, we utilize set ordering windows for supplies, generally 6-8 weeks before program dates. Staff know when to purchase supplies, but also have time to consider leftover supplies and substitutions. The clear schedule allows regular evaluation of our programming budget against expenditures.
Use program kits to reduce repeating costs.
Reducing temptation can go a long way toward losing weight. Streamlined supplies mean staff are less likely to waste time hunting for supplies or to make unnecessary purchases. Program kits are one option for reducing repeated costs. Just like you’re more likely to choose the healthy options with advanced meal prep, go-to kits offer consistency across program sessions and faster staff preparation. Plus, kits defray costs for sparingly used supplies. At my library, we utilize programming kits for all of our focus areas. Kits collect easily reusable supplies and specialty items unique to those programs. For example, one of our STEAM program kits includes owl pellets. Central purchasing reduces storage and waste concerns and also ensures we get the best possible purchasing costs.
Balance consumable and reusable supplies.
Streamlining supplies, like crafting a healthy diet, should incorporate intentional balance and sustainable choices. As you purchase, create an intentional mix of consumable and reusable supplies. Consumables work best to ensure access to supplies for all, when patrons may take all or part of the activities home, and when items have a shelf life. Consider how much you’ll need for each program and the feasibility of storage. Reusable supplies make sense when they reduce costs, last over several uses, and when you’re likely to use the same item repeatedly. Your mix will depend on program types and goals. For example, our Mini Monet kit includes art supplies such as stampers and rollers used in multiple programs before replacement. However, each building orders consumable paint and paper based on anticipated attendance. We emphasize reusable options in kits. While it’s a greater upfront investment, programs run at less cost over time.
Consider quantity, quality, and cost.
Just like you balance diet and exercise to lose weight, you need a framework to streamline and balance supplies. Consider quantity, quality, and cost. While you can’t make rules that apply to every situation, you can identify best practices. Would fewer high-quality items reduce long-term costs? Does the purchasing cost outweigh the cost of materials and staff time? Will buying this quantity support or limit planning flexibility? First, identify key considerations. Next, clearly communicate those guidelines. An example of this in action is our toys for public play spaces. We consider popularity, wear and tear, and how often we can replace them. Then, we build a list of approved purchase options. For play food, a popular option, both durability and replacement frequency directly influence long-term costs. We look for durable, affordable plastic pieces. They clean easily, last through heavy use, and remain more cost-effective than previous options, like wooden food.
Picture Book Tie-In: A New House for Mouse
As you lose weight from your own processes, remember that this process requires thought and intentionality. The beautiful book A New House for Mouse by Petr Horáček is a great reminder that we often need to look a little closer to see what truly fits. Mouse starts her journey with a beautiful apple that is too big for her home, determined to find something just right. Along the way, she learns that sometimes, where you started is exactly where you need to end up. Just like Mouse learns to make her space work, you can consider how to adapt practices to better fit your staff, space, and budget. This title works great as a preschool read-aloud, but also works beautifully one-on-one to explore the illustrations.
For more inspiration, check out this post on how to add a little Marie Kondo to your approach. Stay tuned next month as we explore the resolution to save money. We’ll explore ways to prioritize low and no-cost programming options. How will you streamline processes and procedures heading into summer?
This post addresses ALSC Core Competency #3: Programming Skills and ALSC Core Competency #6: Administrative and Management Skills. Featured image created by Jaime Eastman, ALSC member.
Jaime Eastman is a senior Public Services Librarian and Early Learning Coordinator at the Harrington Library, one of the Plano (Texas) Public Library locations. Jaime is also working on at least two ambitious cross-stitch projects, dreaming of future travel plans, and reading far too many books. As a child, she wanted to grow up to be an author. Writing for the blog and publishing with Children and Libraries feels like a good start, and she regrets nothing about her adult decision to be a librarian doing storytimes, who didn’t have to grow up too much.
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While the article focuses on streamlining supplies, I think it could also delve more into how to handle the disposal of unused or expired items.