Put it Simply: Tools and Tips for Communicating Library Collections Data

In communicating library collections data to our stakeholders and administrators, our main goals are to be impactful, to make our points clearly and concisely, and to provide data that can move decisions forward. Accomplishing these goals requires time and creativity to experiment and refine—assets that can be hard to come by for busy librarians. This presentation will provide an introduction to a few easy-to-use data visualization tools and how they can be applied for communicating data about library collections. The main tools included in the overview will be Google Spreadsheets and Tableau Public (including the pros and cons of each) as well as guidance on how to tame Microsoft Excel’s graph design biases. We will also review basic tips to take into account when graphically communicating data on the use and value of library collections to stakeholders. Real world library data such as usage statistics and collection expenditures will be included in the demonstrations of these tools and tips. No programming skills will be needed! By the end of this session, attendees will be equipped with some practical strategies and tools that make it easier to share and make sense of library collections data. Introduction Libraries commit significant resources to measure a very diverse set of functions including interactions at service points, online chat and in-person consultations, impromptu guidance for patrons, and website visits. Library staff work hard to expose valuable collections via catalogs, subject guides, bibliographic instruction, resource discovery systems (such as Summon), and journal and database lists. We keep track of all of these interactions by harvesting and analyzing website traffic statistics, gate counts, circulation reports, surveys, usage statistics, and feedback forums. With all of the resources that are devoted to this broad and deep data harvesting and analysis, we must be wise and impactful with the data that is collected and conveyed about patrons, services and collections. Why do we measure all of these things year after year? Overall, library metrics help us to ensure that we are in alignment with our organizational goals. We need to demonstrate our worth and fit for our parent institutions and we need to show that people are getting value for money we get from our organizations. Collecting the data and analyzing it is only half the battle. The way that we share library collections data with our stakeholders is what ultimately matters. When conveying data about library collections and services, we need to be able to drive home a point quickly and we need that point to have a lingering impact. Creating good data visualizations is hard work. Good examples are simple and compelling. They can be interactive or static. Most importantly, they allow us to express value, communicate trends, and test assumptions about library services and collections. In this paper, I will provide an overview of three tools that are useful for data presentation. One you probably use on a daily basis: Microsoft Excel; one that you might already use: Google Documents Spreadsheet; and one that you might not be familiar with, but that you should know about and use: Tableau Public. I use actual library data in all of the examples. The best part is that you do not need to know any programming at all to start using the data visualization tools and techniques discussed in this paper.  Microsoft Excel: I will not go into any detail about how to make graphs or manipulate data using this tool. You should already know how to make charts in Excel. Instead, I will focus on how to tame Excel so that your charts are simple, straightforward, and help you make your point.  Google Documents Spreadsheet: I will briefly review how to make charts in this tool, but I will mostly focus on the kind of charts that are not already available in Excel, and how to share those charts with your stakeholders. Therefore, I would like you to think of Google Documents Spreadsheet as another tool in your portfolio, not as a replacement for Excel.  Tableau Public: I will discuss how to import data into this tool and how to create a variety of different charts that can be published and shared on the open web.