Migrating to a new integrated library system is never just a technology project. It is a people project, a process project and an opportunity to rethink how libraries serve both staff and patrons.
In a recent webinar, leaders from the West Des Moines Public Library shared their experience moving from Sierra to Polaris. Sierra and Polaris both continue to serve libraries with different needs and priorities; this story focuses on one library’s decision to choose Polaris based on its own goals, workflows and plans for the future. Their journey offers valuable insights for any library considering a system migration. Rather than focusing solely on software features, the team emphasized change management, staff engagement and thoughtful communication as the keys to a successful transition. Watch the webinar on demand here!
Here are three of the most important takeaways from their story.
1. Put people at the center of the migration
The library’s top priority was not simply implementing a new system. It was ensuring that the transition made life easier for staff while improving the patron experience. Throughout the planning process, leaders listened to staff concerns, gathered feedback and evaluated how a new platform could support their goals. They ultimately selected Polaris because it aligned with the experience they wanted to create for staff and patrons, including workflows that felt approachable, flexible and easier to support across the organization.
One of the most effective strategies was involving staff early and often. Rather than limiting decision making to a small project team, the library encouraged participation across departments. Staff were invited to test workflows, evaluate features and provide feedback during implementation. This approach helped build trust, created a sense of ownership and reduced resistance to change.
By acknowledging the challenges that come with change, library leaders created an environment where employees felt supported throughout the migration process.
2. Use migration as an opportunity to review established processes
One of the most compelling insights from the webinar was the decision not to automatically recreate every existing workflow inside Polaris.
Instead, the team viewed the migration as a chance to review established workflows and decide what should carry forward, what could be simplified and what could better reflect current service goals. They carefully examined existing policies, procedures and workflows, asking an important question: “Are we doing this because it benefits patrons and staff, or simply because this is how we have always done it?”
This mindset helped the library simplify operations and reduce unnecessary complexity. Rather than automatically carrying forward every familiar process, they redesigned workflows based on current needs and future goals. The result was an implementation shaped around how the library wanted to operate going forward.
Testing played a major role in this effort. Staff were encouraged to actively use the test environment, experiment with features and identify potential issues before launch. A shared tracking system allowed employees to submit questions, concerns and suggestions while implementation teams worked collaboratively to resolve them. This process ensured that the final configuration supported real-world library operations at the West Des Moines Public Library.
The team also used the migration as an opportunity to clean up catalog data and review longstanding policies. Rather than viewing these activities as additional work, they saw them as investments that would make the new system stronger and more effective.
3. Communication can make or break adoption
Even the best technology can struggle if users are not prepared for change.
The library invested efforts into communicating with both staff and patrons long before launch day. The communication strategy focused on making information accessible, engaging and easy to absorb. Instead of overwhelming audiences with large amounts of information, updates were delivered in smaller, manageable pieces. Training materials included videos, screenshots, written guides and hands on opportunities to explore the new platform.
For patrons, the library created a creative campaign built around a space theme inspired by Polaris. Countdown messages, educational content, launch activities and themed promotional materials generated excitement and reduced anxiety about the transition. Staff even incorporated interactive experiences that encouraged patrons to explore the new discovery platform while having fun.
The results were impressive. According to the presenters, patron feedback was overwhelmingly positive. By providing advance notice, offering multiple learning formats and focusing on clear communication, the library helped users feel comfortable before the system even went live.
Perhaps most importantly, communication extended beyond launch day. Resources, training materials and support channels remained readily available, ensuring that staff and patrons always had somewhere to turn for help.
The takeaway for libraries is that communication is not a final step in migration planning. It is a critical success factor from day one.
Watch the full webinar when it suits your timetable
By engaging staff early, reviewing workflows thoughtfully and building a strong communication strategy, the West Des Moines Public Library created a transition that benefited both employees and patrons.
If your library is evaluating a migration, planning for modernization or simply looking for practical lessons from peers who have recently navigated the process, this webinar provides valuable insights you can apply to your own journey. Watch the webinar on demand to hear directly from the library leaders who guided the transition and learn how they turned a complex migration into an opportunity for lasting improvement.