The strategy for implementing smart timetabling at ArbourVale school aims to increase capacity effectively and efficiently. By analyzing current timetabling inefficiencies, the school collects data on room usage and identifies periods of low usage. Action items like calculating frequency and occupancy rates and interviewing staff and students help in gathering both quantitative and qualitative data. For instance, identifying underutilized rooms can reveal opportunities for improving overall space utilization.
In the optimization phase, new timetables are created based on feedback and identified inefficiencies. Room modelling software is used to simulate optimal assignments, ensuring alignments with Higher Education (HE) and Further Education (FE) space norms. This step includes phased changes and real-time monitoring to minimize disruptions. Training for staff and continuous feedback collection ensure the system remains adaptable and effective.
Lastly, to maximize capacity without additional costs, flexible room setups and blending in-person with online classes are considered. Encouraging the use of underutilized time slots and negotiating flexible working hours with staff help in covering more classes efficiently. This strategy ensures that any additional costs are offset by the income from increased pupil numbers.
The strategies
⛳️ Strategy 1: Analyse current timetabling inefficiencies
- Collect current timetabling data for all rooms and classes
- Calculate frequency, occupancy, and utilisation rates for each room
- Identify periods of low usage and underutilised rooms
- Analyse the distribution of classes throughout the day and week
- Interview teachers and staff to gather qualitative data on scheduling pain points
- Review student feedback on class timings and room allocations
- Benchmark current occupancy and utilisation rates against HE and FE space norms
- Create a detailed report outlining inefficiencies and potential areas for improvement
- Present findings to senior leadership for review and feedback
- Adjust the timetable consultation based on feedback
⛳️ Strategy 2: Optimise room use and class scheduling
- Develop a new timetable considering identified inefficiencies and feedback
- Use room modelling software to simulate optimal room assignments
- Ensure that room allocations align with HE and FE space norms
- Consider frequency and occupancy patterns to maximise room usage
- Implement phased changes to the timetable for minimal disruption
- Introduce buffer periods to facilitate room turnover and cleaning
- Monitor real-time room usage for the first few weeks after implementation
- Adjust room allocations and class timings based on actual usage data
- Provide training for staff and students on the new timetabling system
- Collect continuous feedback for improvement and optimisation
⛳️ Strategy 3: Maximise capacity without additional costs
- Investigate the possibility of flexible, multi-purpose room setups
- Identify opportunities for blending in-person and online classes to free up space
- Encourage utilisation of underused time slots, such as early mornings and afternoons
- Negotiate with staff for more flexible working hours to cover more classes
- Link income from increased pupil numbers to additional staffing costs
- Introduce shorter, more frequent class sessions to optimise room use
- Ensure staff to student ratios are adequate, without overstaffing
- Implement a booking system for rooms to avoid overlaps and double bookings
- Assess the possibility of collaborative spaces to accommodate larger groups
- Monitor financial impact regularly to align pupil income and staffing costs
Bringing accountability to your strategy
It's one thing to have a plan, it's another to stick to it. We hope that the examples above will help you get started with your own strategy, but we also know that it's easy to get lost in the day-to-day effort.
That's why we built Tability: to help you track your progress, keep your team aligned, and make sure you're always moving in the right direction.
Give it a try and see how it can help you bring accountability to your strategy.
