In May, Nordicity’s Nicole Matiation and Gaeby Abrahams presented at the Manitoba Libraries Conference – Manitoba Library Association’s first in-person conference since the pandemic. The event brought together library workers, trustees, and students from across Manitoba and beyond, sparking timely conversations on how library and information services are adapting to meet evolving community needs.
Nordicity’s two sessions explored related themes: the evolution of provision planning and the importance of measuring and communicating meaningful impact. As libraries navigate shifting demographics, changing user expectations, and increasingly complex demands, strategic thinking and clear evidence have never been more important.
Evolving Provision Guidelines
Provision guidelines – formal standards that help determine the size, scope, and structure of library services – have long supported decision-making in areas like space planning, staffing levels, collections, and hours of operation. They are intended to ensure equitable access, promote consistent quality, and help libraries advocate for the resources they need.
But many of these guidelines are based on static, per-capita formulas that no longer reflect the realities of modern library service.
Within Manitoba, the Municipal and Regional Public Library Standards and Guidelines (2012) offer a strong foundation. They outline minimum space requirements (including the well-known “one square foot per capita” benchmark), recommend space needs assessments before facility development, and include thoughtful direction around accessibility and universal design. There’s also high-level guidance on literacy programming, technology training, and public input – plus an early push toward sustainability through green audits and purchasing.
Still, much has changed in the past decade. Service needs have shifted dramatically, and new priorities like digital inclusion, extended service hours, and Library of Things collections are reshaping how provision is understood.
Across the country and internationally, newer guidelines are moving in more dynamic directions:
- Ontario’s ARUPLO 4th Edition Guidelines (2023) emphasize flexibility and growth-readiness. They define catchment areas with population ranges rather than relying on static measurements, pair minimum standards with aspirational best practices, and introduce recommendations for universal furnishings, “best available” internet connection, and after-hours access. Throughout, there’s a consistent focus on planning for future growth – of both the community and the library’s capacity to serve it.
- Alberta’s Best Practices for Public Libraries (2018) similarly blend baseline expectations with forward-looking approaches. These include ongoing evaluation of user satisfaction, and recommendations that staff be trained to respond to emergency situations – a growing concern in many library settings.
- IFLA’s wide range of standards and general guidelines focus on specific use cases and user groups, offering granular guidance on everything from literacy programming, delivering service to Braille users and people with dyslexia, and supporting displaced persons arriving in a community.
Taken together, these frameworks show how provision planning is expanding: from rigid minimums to responsive models that adapt around local geography, digital inclusion needs, staffing realities, and community aspirations.
Strong Planning Starts with Local Knowledge
Provision standards are only meaningful when grounded in local knowledge. With communities changing and needs varying widely, the ability to interpret and apply guidelines through a local lens is essential.
Some key questions to guide stronger planning include:
- Who lives in the community – and how is that changing?
- What barriers to access exist, including digital gaps?
- How concentrated or dispersed is the population, and what does that mean for transportation and reach?
- What role does the library play in daily life – and what role could it grow into?
- How can Indigenous engagement and Reconciliation be embedded in service planning from the outset?
Answering these questions requires a blend of demographic data, local usage patterns, and meaningful community input. For smaller systems, collaboration can help fill capacity gaps – whether through shared research, regional benchmarking, or collective planning exercises.
Turning Provision Data into Impact Stories
Provision planning isn’t just about internal decision-making – it’s also a powerful way to communicate the value of library services. When backed by local evidence, even the most technical data points can support a compelling story.
For libraries, that means thinking carefully about what’s being measured – and why.
Rather than collecting more data, the priority is to collect the right data, interpret it meaningfully, and align it with what matters to interest-holders. That might include usage statistics, participant feedback, community impact outcomes, or testimonials that speak to personal connection and growth.
Critically, the same dataset can – and should – be used in different ways. For example:
- For councils and funders: Frame provision in terms of public benefit, strategic alignment, and readiness for growth. Not just “we need more,” but “here’s what our community needs and why.”
- For staff and boards: Use the data for internal reflection and prioritization. How has our community evolved? What’s working? Where are the gaps? What are the opportunities to respond to emerging needs?
- For the community: Connect numbers to real, individual stories that show the wide range of services available and how library spaces and services improve lives.
Clear measurement and compelling messaging can also support collective action. Shared impact tools – including provincial statistics as well as emerging sector measurement tools – allow libraries to align indicators, pool insights, and advocate with a unified voice. Working with community partners such as chambers of commerce, education, community development, and culture sector organizations can amplify your message. From provincial campaigns to regional needs assessments, collaborative approaches are often the most efficient and effective.
Download Nordicity’s slides from the MLC 2025 presentations.
For more on library provision planning, impact measurement, or strategy, contact Gaeby Abrahams or Nicole Matiation.