Last month, I wrote about documenting successful programs . While those details are important, they aren’t the only factor in a program’s ongoing success. Today, I’m exploring program data collection. Gut feelings are important, but we also need objective evaluation methods. Whether you’re looking to convince your administration, a Friends group, or a funding source, data is important. Let’s explore the tools I use with Family Place.
Why use program data collection?
With Family Place, data helps two ways: completing our annual recertification and evaluating the program’s growth and impact. Whether you’re increasing staff buy-in or demonstrating impact, data points provide an objective, quantifiable evaluation. Both numbers and personal anecdotes provide evidence of your program’s continued impact. Done well, this also helps you determine next steps and build on your existing successes.
Step One: Identify Your Needs
First, choose what data you’ll collect. Simply put, your needs impact your tools. Further, your most valuable information depends on your end goals. Examples include program attendance, evaluating patron behaviors, or assessing library impact. For Family Place, I needed to document certain statistics for recertification. However, I also wanted to measure impact, so it was important to evaluate behavior changes over time. Also, I want a program responsive to community needs. Therefore, it was important to collect and consider attendee feedback. I also needed transparency in sharing data with staff and administrators.
Step Two: Assign Responsibility
Next, you’ll need to assign responsibility for the data collection. Again, this depends on what information you need. For circulation numbers, perhaps your technical services team. For attendance, perhaps staff hosting programs. Everything I wanted to document for Family Place directly related to my role with the program. So, I took on the responsibility. However, I also enlisted participating staff. As our program expanded to a second location, that location collected its own data. I’m still responsible for updating formulas and system documents each year.
Step Three: Clarify Your Definitions
Standard definitions create meaningful data. Even something as simple as attendance has layers. Does it mean individuals or families? Should you count only those there from beginning to end, or anyone who enters the room? Do the numbers reflect a single program or an entire series? No matter how you define your data, be clear. Further, consider how your definitions translate to evaluation. Our playgroup registration guarantees survey data. But, I don’t have the same guarantee at the program’s end. So, I quantify non-responses, too. One hundred percent of five families completing a survey isn’t the same as one hundred percent of twenty registered families.
Step Four: Gather Your Data
Now, consider how you’ll gather your data. For Family Place, I had ready-made tools: program surveys and our internal attendance tracking spreadsheets. These provided consistent data and standard questions. Additionally, I collected observations and anecdotes from participants, my own interactions, and participating staff. Most likely, you’ll want a mix of numbers and narrative to give a full picture of your program. Tools like surveys, observations, and focus groups help gather this information.
Step Five: Compile Your Data
Finally, identify tools to compile data, depending on your specific information. I use Google Forms to create digital versions of our surveys, where I manually input data. This season, we’re testing a digital registration process to eliminate this step. I also track trends over time, using Excel to collect data. I started with a single year, then the life of the program. When we added a second location, I added a comparison between locations as well. In addition to numbers, I also collect comments and stories. One question asks what patrons like most about the program. I start by coding answers in major categories. Then, I use narratives to provide context and add my recommendations.
Next Steps
I regularly update and refine our program data collection as our Family Place program continues to evolve. With several years of information, it’s easier to see trends and opportunities. Next month, I’ll dive deeper into tweaking your program design for maximum impact using the information you’ve gathered here. In the meantime, if you have any questions about my data collection, please reach out! I’m always happy to share more.
What are your go-to tips and tools for collecting program data?
Please note that as a guest post, the views expressed here do not represent the official position of ALA or ALSC . All images are provided courtesy of the author .
Today’s guest contributor is Jaime Eastman (she/her). Jaime is a senior Public Services Librarian and Family Place Coordinator at the Harrington Library, one of the Plano (Texas) Public Library locations . She’s currently serving as a member of the ALSC Board of Directors. Jaime is also working on at least two ambitious cross stitch projects, dreaming of future travel plans, and reading far too many books at once. As a child, she wanted to grow up to be an author. Writing for the blog and publishing with Children and Libraries feel 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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