One of my favorite things about the online library community is how willing librarians are to help each other.
Truly.
Every day, I see librarians sharing templates, troubleshooting programs, answering questions, posting supply lists, brainstorming ideas, and offering encouragement to complete strangers in Facebook groups and online forums. And honestly? That kind of support matters more than people realize.
Because the reality is, many librarians don’t always get that level of support on the job.
Some of us are departments of one.
Some inherited programs with no documentation.
Some are brand new and trying to figure everything out as they go.
Some are overwhelmed, understaffed, and quietly reinventing the wheel every single week.
That’s a huge part of why I created this platform in the first place.
I wanted librarians to have a place where we could learn from each other honestly—not just polished conference presentations or perfect social media photos, but real systems, real experiences, and practical ideas that actually work in everyday libraries.
So when I was browsing a library-focused Facebook group recently and saw librarian Lauren Cleveland respond to a question about programming, I immediately stopped scrolling.
She wrote:
“As a brand new programming librarian, I wanted a formula to follow. My system was amazing and trained me incredibly well. Having templates and example scripts helped a lot.”
I think a lot of librarians needed to hear that.
Because programming—especially youth services programming—often looks effortless from the outside. But behind every successful event is usually a librarian carrying an enormous amount of invisible planning in their head.
Lauren went on to explain:
“I have a written plan for nearly every single program or event I’ve ever done. Big things include maps, floorplans, and spreadsheets. If anyone wanted to replicate something, they’d just have to hit print.”
Immediately, I reached out and asked if she’d be willing to share more with all of you.
Thankfully, she said yes.
Lauren Cleveland is a Programming Librarian at Marine Corps Base Hawaii Library, a small library serving military families, retirees, civilian employees, and service members across O‘ahu.
(And in exciting timing: their library was just awarded Small Library of the Year by FEDLINK!)
Before we get started, Lauren asked that I include the following statement:
“The views and opinions expressed are my own and do not reflect those of the Department of Defense.”
Now let’s talk about the thing I think a lot of librarians desperately need to hear:
You do not have to keep everything in your head.
Programming Starts With Community Need
One thing I appreciated immediately is that Lauren doesn’t start planning with Pinterest-perfect ideas or flashy activities. She starts with people.
“I approach program planning from the ground up. This means that I rarely begin with an idea I want to implement. I begin with identifying patron needs.”
Yes.
That right there is the difference between programming that simply exists and programming that actually resonates.
And I loved how she thinks through what patrons are really asking for.
If parents request more early childhood programming, she doesn’t stop there. She asks:
Are they isolated and looking for connection?
Are they worried about development?
Do they need support with behavior?
Are they craving creative outlets for their children?
That is reference interview thinking applied to programming design.
Once she identifies the actual need, then she starts brainstorming activities, partnerships, and experiences that support it.
And some of these partnerships are incredible:
- Nurses attending baby playgroups to answer developmental questions
- Mental health professionals embedded into crafting programs focused on mindfulness
- Partnering with the Hawaiian Humane Society so service members can spend time with therapy animals during lunch breaks
That’s not just programming. That’s responsive community care!
“Put It All in Writing”
This became the recurring theme of our conversation.
Lauren creates written program plans for nearly everything she runs.
Not just vague outlines.
Detailed, intentional, transferable plans. (keep reading – examples are below!)
Supply lists.
Setup instructions.
Sample scripts.
Open-ended questions.
Time references.
Activity explanations.
Floorplans.
Maps.
Spreadsheets.
Everything someone would need to replicate the event successfully.
I think this is the kind of behind-the-scenes systems work that libraries do not talk about enough. Because programming burnout often isn’t just about running the event itself. It’s carrying the entire event mentally for weeks or months.
Lauren explained it perfectly:
“My past self always plans for my future self.”
I want that on a poster.
Storytime Is a Different Beast
One thing I found especially interesting was how Lauren separates her programming templates into two categories:
- Storytime
- Everything else
And if you’ve done storytime before… you already understand why.
She explained that storytime requires a much more detailed structure because every element should be interactive and intentionally tied back to literacy development.
Her storytime plans include:
- Books
- Songs
- Movement activities
- Interactive prompts
- Caregiver engagement notes
- Narrative skill connections
- Vocabulary reinforcement
That level of intentionality matters.
And importantly, she also noted that the plans still need to function as quick references during the actual program.
Because no one wants to stand in front of a room of toddlers monotonously reading from a script. (guilty – this was me once, when I unexpectedly had to cover a storytime. YIKES.)
Organized Doesn’t Mean Naturally Organized
Lauren openly shared that she’s actually not naturally organized.
Her systems exist because she needs them.
As an adult with ADHD, she described constantly:
- Returning to the office multiple times for supplies
- Losing keys and phones
- Forgetting which remote controls what
- Going off-topic during lessons
Relatable. Am I right?
And I think it’s important that librarians hear this:
Strong systems are not a sign that someone is effortlessly organized. Sometimes they’re accessibility tools. Sometimes they’re survival tools.
Sometimes they’re what allow talented, creative people to function sustainably in demanding jobs.
The Real Test of a Good System
“My storytime plans are paired with their books quarterly. If I am out of the office, another staff member can grab the books, program plan, and any other supplies from the organizer.”
“Sensory Storytime kits are sorted on hangers with all the supplies and program plan printed inside the bag. All other programs have supplies organized in boxes ahead of time.”
[Link: Hanging Bags]
The moment that hit me hardest came when Lauren shared that her daughter was recently diagnosed with epilepsy, requiring her to miss work unexpectedly for medical appointments.
And because her programs were fully documented, her coworkers were able to run them without needing to contact her.
Everything was already prepared:
- Printed plans
- Program materials
- Supplies organized on shelves
- Storytime books paired with scripts
- Kits assembled in advance
That is not just organization, that is sustainability.
That is protecting yourself and your team from unnecessary stress.
Lauren shared some example program plans:
“Embrace the Chaos”
Despite all the structure, Lauren was also clear about something important:
Programs rarely go perfectly.
And that’s okay.
“While my programs may have structured, detailed, organized plans on paper, the real event rarely looks as polished.”
YES.
I think newer librarians especially need permission to hear that.
The point of planning is not perfection. The point is preparation.
Because once the program actually starts, real life takes over:
- Someone spills something
- Technology fails
- Kids take the conversation in a completely unexpected direction
- Supplies disappear into another dimension
That doesn’t mean the program failed.
Lauren said it beautifully:
“The intention and focus on your patrons will always be the key to success.”
Exactly.
Final Thoughts
What Lauren has built isn’t just a collection of templates.
It’s an entire philosophy around making programming sustainable, transferable, accessible, and community-centered. I think a lot of libraries could benefit from adopting pieces of it.
Especially newer librarians.
Especially overwhelmed librarians.
Especially those carrying entire departments on their backs while trying to remember where they put the scissors.
Her final piece of advice?
“Put it all in writing.”
Simple. Practical. Wise.
And probably one of the best programming tips I’ve heard in a long time.
*Staring at my list of programming ideas* Looks like I have some work to do!
Have a great program you’d like to share? Get started HERE!
Want to share something else? Great ideas, bad ideas, personal experiences? Get started HERE!
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*This blog is intentionally ad-free. I want it to be a clean, distraction-free space. Here, public librarians can find practical ideas for youth services, outreach, and programming. There will be no pop-ups or sponsored clutter.
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