Technology Solutions Planning in Libraries: Part Nine – 5 Meetings to Success

This is part of a series of posts which is based on a 3-hour hands-on workshop I offer on this topic. Be sure and check out the preceding post:

Technology Solutions Planning in Libraries: Overview
Technology Solutions Planning in Libraries: Part One – Develop the Project Plan
Technology Solutions Planning in Libraries: Part Two – Establish a Planning Committee
Technology Solutions Planning in Libraries: Part Three – Gain Market Intelligence
Technology Solutions Planning in Libraries: Part Four – Requirements Gathering
Technology Solutions Planning in Libraries: Part Five – Types of Solutions Available
Technology Solutions Planning in Libraries: Part Six – Technology Solution Evaluation
Technology Solutions Planning in Libraries: Part Seven – Request for Proposals
Technology Solutions Planning in Libraries: Part Eight – Technology Selection

5 Meetings to Success

 

This is a roadmap of meetings which can be held during the lifecycle of nearly any project to help keep it running smoothly and moving forward. It also gives you the opportunity to offer transparency to stakeholders and staff. As we discussed earlier, a great way to gain buy-in for technology projects is to get others invested in your project by offering group ownership, i.e. forming committees, etc. Another great way to secure buy-in is to be transparent about what you’re doing and keep the relevant information flowing!

 

 

Meeting One: Kickoff Meeting

The kickoff meeting is your opportunity to show the committee that you’ve done your research. It is a time to get everyone excited about the technology project and instill them with confidence that you are the person to lead them through the process.

 

  • Information Goals for Meeting:
  • Define the process of the project
  • Define the committee structure and its goals
  • Present the timeline
  • Establish subcommittees for requirements gathering
  • Define terminology for non-librarians and/or non-technical people
  • Schedule future meetings

 

  • Materials to prepare:
  • Slideshow Presentation with project plan
  • Timeline
  • Project Folders which committee members can keep all project-related documents including those receieved at future meetings

 

 

Meeting Two: Requirements & Market Intelligence Meeting

This second meeting is when you really get the ball rolling. The committee will see hard numbers and a requirements profile specific for their own library.

 

 

  • Materials to prepare:
  • Slideshow Presentation with requirements and use cases
  • Spreadsheet matrices of market research

 

Meeting Three: Solution Evaluation Meeting

This third meeting gives you a chance to make your recommendations as to your top few solutions. The committee should not only get an overview about the pros and cons of the products, but should be presented with some raw data that supports your conclusions.

 

  • Information Goals for Meeting:
  • Present list of 3-4 vendors/solutions who are recommended to receive a copy of the RFP

 

 

Meeting Four: RFP Virtual Meeting

This virtual meeting is a distribution of the Request for Proposals draft to the members of the committee for their input and/or edits. Distribute the RFP to the vendors after you have received the edits and feedback and have made the necessary changes. Give companies approximately 30 days to respond.

 

Meeting Five: Technology Solution Selection Meeting

This is the final committee meeting. This is when you will give the committee members the information they need to make the final decision.

 

  • Information Goals for Meeting:
  • Present RFP responses analysis
  • Reprise the pros and cons of each solution
  • Give your solution recommendation
  • Decide on a solution

 

  • Materials to prepare:
  • Slideshow presentation outlining your overall impressions of the vendor’s responses to the RFP