+44 (0) 1273 386849How to Choose a Library Management System That’s Right for You
Choosing a library management system is a big decision. Get it right, and you’ll have an affordable, user-friendly tool that makes your staff and users happy for years. Get it wrong, and you could be stuck with spiralling costs, poor support, and endless frustration.
This step-by-step guide will help you avoid expensive mistakes and select a library management system that truly fits your organisation.
Start with clear objectives
Before you even start doing your research, be clear about your objectives. What do you need a library management system to achieve?
Start with your current system: what works well, what frustrates you?
Write down the improvements you want to see – faster searching, simpler cataloguing, easier reporting.
Prioritise outcomes, not gadgets.
A common mistake is to create a specification that’s just a shopping list of every feature you’ve seen elsewhere. That leads to overcomplicated systems you’ll never use fully. A focused objectives list keeps you grounded in what your staff and users actually need.
Involve IT early
Don’t choose a system only to discover later that it won’t work in your environment. Bring your IT team into the process from the start – they can save you from costly traps.
IT departments may:
Warn you off proprietary databases that only the vendor can support.
Require compatibility across all browsers and devices, especially if staff use a mix of equipment.
Highlight integration requirements with other systems (finance, student records, HR).
Ensure the system meets your organisation’s security and data protection standards.
A system that looks perfect on paper but clashes with your infrastructure will cause endless problems. IT involvement from day one keeps your shortlist realistic and avoids dead ends.
Read more about cloud-based library management systems.
Research and understand all costs
It’s not just about the price tag. Library management systems come with different cost models, so make sure vendors are being transparent.
One-off costs: consultancy, installation, data migration, training.
Ongoing costs: licences, hosting, support, and regular upgrades.
Hidden costs: staff time for training, travel for off-site courses, reliance on expensive consultants.
Ask vendors for a clear breakdown – what’s included, what’s extra, and what happens in future years. With SaaS systems, most costs are rolled into the subscription fee, including updates and hosting. This makes budgeting more predictable and removes the risk of being hit with unexpected charges.
Create a features checklist
With your objectives in mind, create a features checklist and rate each one:
Essential – the system is unusable without it.
Highly desirable – strong preference, but not a deal-breaker.
Nice to have – optional extras.
This checklist helps you resist the lure of gimmicks. It also ensures vendors respond directly to your needs, rather than dazzling you with flashy features that don’t actually help your users. Share the checklist with 4–6 vendors and set a clear deadline for responses.
Shortlist and test usability
Your shortlist should contain 2–3 systems that meet all your essential needs and most of your desirable ones.
But don’t just tick boxes – look at usability. A system can look brilliant in a feature list and still fail in real life if it’s frustrating to use. Focus on:
Clear, uncluttered screens
Simple, intuitive navigation
Minimal clicks to complete key tasks
Responsive support that staff can access instantly
If staff need weeks of training to carry out basic operations, your costs and frustration multiply. An intuitive library management system saves time and money, and keeps your users happy.
Run demos and trials
Once you’ve shortlisted vendors, invite them to present to a panel that includes IT and decision-makers. A good agenda might include:
Vendor background and support track record
Technical discussion and questions
Demonstrations from both staff and admin perspectives
Q&A session
Then insist on a trial. Buying without testing is like buying a car without a test drive – you’d never do it. Trials let you see how the system really works for staff, test bulk operations, and explore day-to-day usability. Yes, it takes more time, but it can save you from years of frustration with the wrong product.
Check the contract
Before signing, read the contract carefully and pay attention to:
Minimum contract period
Renewal terms
Notice periods for cancellation
What happens to your data if you leave
Too many organisations get locked into three-year contracts with punishing exit clauses because they didn’t check the small print. Don’t be one of them. Get legal advice if needed.
Final thoughts
Choosing a library management system doesn’t have to be overwhelming. Start with clear objectives, involve IT, be rigorous about costs, and prioritise usability. Ask for demos, run trials, and check the contract.
Follow these steps and you’ll choose with confidence – and avoid costly mistakes.
Looking for a system that’s simple, affordable, and designed for schools and smaller libraries?
Try Simple Little Library System for Free
Contact us to discuss your library needs. We promise a swift response, ensuring your queries are addressed promptly.
We’re offering a Free One-Month Trial, with no obligations, or credit card requirements, allowing you to experience our service’s value and ease firsthand.
Frequently Asked Questions (FAQs):
What is a library management system?
A library management system (LMS) is software that helps libraries catalogue books and resources, manage loans, track users, and report on activity. Modern systems are cloud-based (SaaS), meaning they include hosting, support, and automatic updates in the subscription.
How much does a library management system cost?
Costs vary widely depending on your library size and vendor. Expect one-off costs for setup, data migration, and training, plus ongoing subscription fees for licences, hosting, and support. SaaS systems often provide a predictable yearly fee that covers everything, making budgeting simpler.
What features should I look for in a library management system?
Start with your objectives. Core features usually include cataloguing, circulation, reporting, and user management. Beyond that, check for integration with other systems, cloud hosting, mobile-friendly access, and strong reporting tools. Always prioritise usability-if the system is clunky, staff and users won’t be happy.
How do I compare different library management systems?
Create a checklist of features divided into “essential,” “desirable,” and “nice to have.” Shortlist 2–3 systems that meet your essentials, then test usability with demos and trials. Don’t just trust a sales presentation – let staff try the software themselves.
How can I avoid getting locked into the wrong system?
Always check the contract before signing. Look for minimum terms, renewal processes, notice periods, and data ownership clauses. Ask vendors directly about exit strategies and how you can export your data if you switch later.