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Here's how you can optimize your productivity and efficiency by creating a schedule for library staff.

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In the bustling environment of a library, managing staff schedules is crucial for maintaining a productive workflow. Optimizing your library's productivity and efficiency isn't just about having enough staff on hand; it's about having the right staff at the right times. By creating a thoughtful schedule, you ensure that all tasks are covered and that your team can provide the best possible service to patrons.

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Drew Tapp

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1 Assess Needs

Before diving into scheduling, assess the specific needs of your library. Consider peak hours, special events, and the diverse skill sets of your staff. You want to align your team's strengths with the library's busiest periods. Ensure that those with specialized skills are available when needed, like children's librarians during storytime or tech-savvy staff when digital literacy classes are in session.

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Drew Tapp

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In my experience, there needs to be a consistent and constant plan to crosstrain so that there’s a reliable percent of staff, between 60-80%, who can offer fluent support in those specialized areas. This starts from the top down so that a library director, or anyone in charge of operations and staffing, knows how to train tenured and new staff alike because they understand the difficulties, weaknesses, and pitfalls of those positions. This makes it easier to accommodate scheduling considerations like PTO, and unforeseen circumstances or planned events.

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2 Plan Ahead

Planning ahead is vital for creating an efficient schedule. Start by looking at the big picture, including upcoming holidays and events that may affect staffing needs. Use a scheduling tool or software to map out shifts, keeping in mind the importance of balancing workloads and preventing burnout. Remember to account for breaks and ensure compliance with labor laws.

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Drew Tapp

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You will find this easier if you are able to create a template that accounts for all known constants on a weekly, monthly, bi-annual, annual basis, such as inventory, reduced schedules, and planned events and deliveries. Using scheduling tools like Dayforce will help you set limitations from employee to employee, which will flag when you’ve overscheduled an employee, which can be set up to include labor law restrictions, vacations, requested days off, and holidays.

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3 Flexibility Key

Flexibility is a key component in any scheduling strategy. Circumstances can change rapidly in a library setting, so it's important to have a system that allows for easy adjustments. This could mean having part-time or on-call staff ready to step in or allowing for shift swaps among team members. A flexible schedule helps maintain service levels even when unexpected situations arise.

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Drew Tapp

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If your staff feels valued when they do good work, they’ll want to come in with as much advanced notice as you can give them, because they enjoy their time at work. Understand though that they usually are part-time because they’re doing something else the other part of the time and need to make arrangements and accommodations. But the more you’re able to cross-train, the easier it makes it to adjust to fast paced changes of circumstance, because you have a wider pool to pull from, more people you could call in at short notice to cover specialized areas.

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4 Staff Input

Incorporating staff input into the scheduling process can lead to better job satisfaction and efficiency. Allow your team to express their availability and preferences. This not only helps in creating a schedule that respects their personal commitments but also fosters a collaborative environment where staff feel valued and heard.

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5 Monitor & Adapt

Once your schedule is in place, monitor its effectiveness and be ready to make changes. Keep an eye on how well the schedule is meeting the library's needs and listen to feedback from both staff and patrons. Adapt the schedule as necessary to improve efficiency, whether that means tweaking shift times or redistributing responsibilities among staff members.

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6 Technology Aids

Embrace technology to aid in scheduling. There are many software options designed to streamline the scheduling process, offering features like automated shift assignments, easy shift swaps, and mobile access for staff. By leveraging these tools, you can save time on administrative tasks and focus more on providing excellent library services.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Here's how you can optimize your productivity and efficiency by creating a schedule for library staff.

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2

3

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1 Assess Needs

2 Plan Ahead

3 Flexibility Key

4 Staff Input

5 Monitor & Adapt

6 Technology Aids

7 Here’s what else to consider

Library Services

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Here's how you can optimize your productivity and efficiency by creating a schedule for library staff.

1

2

3

4

5

6

7

1 Assess Needs

2 Plan Ahead

3 Flexibility Key

4 Staff Input

5 Monitor & Adapt

6 Technology Aids

7 Here’s what else to consider

Library Services

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