Toolkit: Needs Assessment

Information on Needs Assessment is part of the Plan of Service required by the Library Services Branch of Municipal Affairs. See also Plan of Service.

Q: What is a Needs Assessment?

A: A needs assessment is a way to measure the gap between what exists now and what is needed.  For a public library board, this means 3 things are required:

  1. A profile of the library to indicate:
    • what collections the library provides now
    • what services the library provides now

  2. A profile of the community that the library serves

  3. A careful comparison of these two profiles

If the 2 profiles match, there is little or no gap between what is and what should be.
If the profiles only match in certain spots, the gaps show unmet needs in your community for library services.
Any overlaps on the profiles point out possible duplication of activities, and the library board may consider phasing out unneeded library services.

Q: How can I assess my community's library needs?

A: There are 3 methods your board can use to assess the community's library needs.  These are:

  1. Records and Data
    Examine available information to gain facts about the library and the community. 
    1. Statistics Canada, census statistics
    2. Alberta Municipal Affairs
    3. Local area studies and plans
    4. Your library records
    5. Polaris statistics

  2. Questionnaires / Surveys
    - Tailor your survey to what you want to learn about your community.

  3. Focused Small Group Discussions or Focus Groups
    - Ask people for information & ideas about the library

  4. Interviews
    - Talk to key individuals and/or groups in the community to get their opinions.

Q: What do I do with the information I've gathered?

A: Now it's time to decide what action should take place as a result of the information you've gathered.  To do this, the information must be analyzed and interpreted.

  1. Compare your library and community profiles
    • Assemble the data about the community and library in an easy-to-understand format.
    • Figure out relationships between library and community
      E.g. If you have the population figures broken down by age and the library circulation broken down into adult, YA and children's circulation, your can calculate the circulation for the different age groups.
    • Integrated Library System reports can also provide further information in this section
    • You might also want to look at other libraries and library / community growth statistics of a similar size to your community.
    Do any themes emerge?  A more complete picture of how the library is meeting / not meeting community needs will begin to emerge.

  2. Set Goals and Objectives
    Goals and objectives can be set for the future, both immediate (up to one year) and for a longer time frame (up to five years).
    A Goal is a general statement of what your library intends to accomplish; a general direction in which to proceed.  Goals are general but achievable statements of intent.
    Objectives are activities which are measurable and have a time limit.  An objective states what will happen, within what time frame, and includes how we will know when it is achieved in order to achieve a goal.

  3. Prepare an Action Plan
    An Action Plan tells how you are going to make your objectives happen.  For each objective, prepare an action plan.  This plan will state:

"Using a needs assessment as part of an ongoing planning cycle can make a tremendous difference to a public library board. A board can plan with confidence knowing it is knowledgeable about the library and the community it serves.
Needs Assessment Handbook for Public Libraries, Vol. One, Alberta Culture and Multiculturalism, 1987, p.28.)

For detailed information on needs assessment, see The Planning Process:  A Tool for Better Library Service

If you need further information and/or assistance, please contact a Client Services Librarian at Yellowhead Regional Library.