Article written by:

Troy Morgan - Independent Edge

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Optimising Technology Investments: Why Public Libraries Need a Strategic Approach to Procurement

Software and hardware companies are, by necessity, meticulous planners. A single misstep in their development or marketing can result in significant financial loss. Consequently, these vendors invest considerable time in crafting product roadmaps, aligning development with sales projections, and prioritising features based on meticulous customer feedback and market analysis. Every decision is strategically calculated to maximise return on investment.

Despite this, many public library clients report dissatisfaction and stress following procurement cycles. Common frustrations include:

• Perceived high costs and restrictive long-term contracts.
• Purchased upgrades that are never implemented.
• Promised features that fail to materialise.
• Automatic renewal of subscriptions for products no longer in use.
• Service level agreements (SLAs) that are neither monitored nor met.
• Technology investments that are ultimately shelved due to a lack of internal resources for implementation or training.

These issues are surprisingly prevalent, particularly in an environment where libraries are under constant pressure to achieve more with diminishing budgets.

Understanding the Disparity

So, what contributes to this disconnect? It's crucial to recognise that vendors are effectively fulfilling their objectives: to sell their products and services at the best possible price to fuel reinvestment and growth. They are typically well-resourced, highly experienced in sales negotiations, and deeply familiar with navigating complex procurement processes.

Public libraries, in contrast, often approach procurement reactively rather than proactively. For library staff, procurement is frequently an additional responsibility outside their core duties. The process itself can be intricate and time-consuming, and the challenge is compounded by multiple vendors each asserting the superiority of their solution. In this context, it's understandable that outcomes often fall short of expectations.

The Solution: A Proactive and Strategic Procurement Framework

Adopting a more strategic, forward-looking approach to procurement can significantly improve these outcomes. A well-defined strategy can help libraries:

• Ascertain the true value of renewals and existing contracts, preventing unnecessary expenditure.
• Align procurement activities with available resources and strategic objectives, ensuring acquisitions are sustainable and impactful.
• Avoid rushed decisions that can lock the institution into ill-suited or underperforming solutions.
• Establish built-in checks and balances to ensure vendor deliverables are met and service levels are rigorously monitored.
• Move from reactive purchasing to proactive technology planning, anticipating future needs and market changes.

Public libraries may not need to match the extensive resources of their vendors, but they can absolutely emulate their discipline and foresight. By implementing a more strategic procurement methodology, libraries can transform this often-challenging process into a powerful tool for enhancing service delivery and achieving institutional goals.

​​If you’d like to explore how this might work in your context, please click here to receive more information or participate in an upcoming webinar.