Embracing change: Why we should be excited about new library management software

Libraries are not just repositories of information; they are dynamic centres where specialist knowledge is collected, organised and disseminated. Dynamism requires us to be energetic, agile and open to change, which must be reflected in the tools and systems that we use. After all, “knowledge is change; change is knowledge!”

In this post, I explore why you should investigate new library management software. Where does the software sit on a product life cycle? Is that important? What does vendor longevity tell us? What are the advantages of being an ‘early adopter’? Can embracing change lead to better outcomes for your library and information service?

Information management solutions have a life cycle

All products go through a life cycle. However, technological products such as library management systems (LMS) grow, mature, and decline more rapidly than other types of products. There are four phases in the technology life cycle:

Phase 1: Research and Development.

Phase 2: Ascent.

Phase 3: Maturity.

Phase 4: Decline.

In the first phase, the company focuses on internal research and development for a new product. In the second phase, the product is launched and begins generating initial sales. By the third phase, the product gains market penetration, and competition starts to appear. In the final phase, the product enters decline as it becomes obsolete.

We have seen dramatic developments in LMS – from DOS to SaaS! Where do you think your solution sits on the technology life cycle?

Longevity v Innovation: What are the benefits? Disadvantages?

The Mature “Phase 3” Library Management System

Traditional LMS that have been around for decades – for example, those in the mature phase – may offer procurement department and information managers/directors a sense of stability and reassurance. However, longevity and security doesn’t always mean adaptability, so you need to be aware when your system reaches phase 4.

Systems that have been around for decades may carry legacy data structures that, while functional, are far from streamlined. They can be rigid and built on outdated frameworks that are difficult to change. This rigidity can hinder your library and information service’s ability to adapt to new challenges, leading to increased frustration among end-users.

These older systems can become cumbersome, with complex upgrades and infrequent updates, akin to trying to turn around a tanker – difficult and slow. Ask yourself whether such a mature product is right for you. Will it need replacing sooner? Will it make the transition to the next software platform? Will it outgrow their requirements sooner? Will there be problems with it?

The Ascent “Phase 2” Library Management System

On the other hand, newer systems, designed with the latest technologies and user needs in mind, offer a more adaptable solution. Library and information management systems like KnowAll Matrix are transforming how organisations coordinate their internal and external information resources.

These new generation IM/KM systems are designed to be flexible, scalable, and user-centred, reflecting the changing needs of your organisation. They allow for easier integration of new features, better user experiences, and more efficient knowledge management and discoverability

By adopting a system which is in the earlier phases of the product life cycle, senior management can rest assured that their choice is a good investment. It might even reduce annual costs: streamlined maintenance and automatic system upgrades might mean reduced costs for organisations.

Why early adoption makes sense

Early adopters of new KMS/IMS/LMS often find themselves better positioned to navigate future challenges. These systems, unburdened by legacy data structures, are built for modern needs, offering streamlined maintenance and user-centered design. Moreover, the benefits of cloud-based systems, including automatic updates and enhanced security, are in perfect alignment with both KM and change management strategies.

Financial incentives for early adopters also add to the appeal. Vendors often offer discounts or special pricing, which can make early adoption a financially sound decision. This helps build up the vendor’s market share and, consequently, credibility. Clients will pay less for the system and earn the undying loyalty of the vendor.

What does this loyalty look like? The vendor’s commitment to support early adopters can lead to a strong partnership, ensuring that your research service is always consulted and involved in development. You’re not just upgrading your system; you’re ensuring your library and information service is future-proofed.

Embracing change for long-term success

Ultimately, the decision to invest in new software should be guided by a forward-thinking approach that embraces change and prioritises effective knowledge management. As your library’s needs evolve, so too should the tools you use to manage information. I mentioned these change management principles in a previous post:

Stakeholder engagement: Involving all relevant parties early and often to ensure buy-in and address concerns.

Training and support: Providing comprehensive training programs and ongoing support to help users adapt to new technologies.

Communication: Maintaining open and transparent communication channels to keep everyone informed about the change process and progress.

Examples and case studies: Highlight successful examples, where people have implemented a KM system and achieved significant improvements in knowledge sharing and operational efficiency.

By integrating change management principles into your software selection process, you can ensure that your library is equipped to handle the challenges of tomorrow.

Key takeaways for making a change

Understand the technology life cycle: Knowing where your current library management system (LMS) stands in its life cycle is essential. Mature or declining systems may offer reliability but could limit your library service’s ability to adapt to future needs.

Weigh longevity against innovation: Long-standing systems provide a sense of stability, but newer systems offer flexibility, scalability, and improved user experiences, making them better suited for evolving challenges.

Know the benefits of early adoption: Being an early adopter can lead to financial incentives, reduced maintenance costs, and a strong partnership with vendors, ensuring your library stays ahead of the curve.

Embrace change for long-term success: Investing in modern, adaptable systems helps future-proof your library, keeping it agile and responsive.

Implement Change Management Principles: To ensure a smooth transition to new software, involve stakeholders, provide comprehensive training, maintain open communication, and learn from successful case studies.

Take confidence in your choices: Trust in your ability to select a system that aligns with your KM/IM goals, even if it’s a new or unfamiliar option.

Have the courage to go against the grain: Don’t be afraid to choose a system that suits your needs, even if it’s not widely adopted. Following the crowd isn’t always the best path.

Don’t be swayed by familiarity: Avoid the temptation to stick with a familiar system just because it feels safe; new options may offer better long-term benefits.

Test before committing: Ensure the system meets your needs by thoroughly testing it before making a financial commitment.

Build a strong vendor relationship: Establish a solid partnership with your vendor to ensure ongoing support and alignment with your library’s evolving needs.