Effective library scheduling, combined with well designed work schedules, go a long way toward improving operational efficiency and better service. Using spreadsheets, documents, online calendars, or paper to schedule library staff, volunteers, or interns may be familiar. Perhaps it’s the way your library has always done library scheduling. While these methods may be sliding by, they lack the tools to manage work schedules, different branches, service points, employee information, and time & attendance.
Watch this video to see how your library scheduling process becomes smooth by moving to Snap Schedule. Migrating from the old method to Snap Schedule is simple and painless. You’ll wonder why you didn’t switch sooner.
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Library Scheduling Video Transcript
Library staff scheduling, is moving to the cloud. Whether you’re running a local public library, a busy school library, or even a university research library, you can manage your whole team, in a snap, with Snap Schedule 365.
You can log in from anywhere: on your desktop, on your laptop, even on your tablet.
At some libraries, you may only need one shift per day. And then, you can assign individual tasks within each shift. One employee might start the day at the Circulation Desk, while another is shelving returned books. Your employees get some variety, everybody gets a break, and you get the coverage you .
For a larger library, you might describe the “positions” you need to fill, like full-time librarians, part-time pages, and volunteer interns. Then, describe the “locations” where they work: for instance, the Reference Desk, the Children’s Library, or even the back office. You can use those locations to create all the shifts you need, like an early shift in the Computer Lab, or a late shift in Periodicals.
Now, simply drag and drop to assign each color-coded shift, to the right person, on the right day. Or, see all the shifts you need to fill for one particular day, and add another employee to the team. You can also review one employee’s calendar for the whole month, and assign some time off, like a paid training session. And of course, you can still assign detailed tasks to each employee, hour by hour.
You can also add shifts for any seasonal changes, like extra staffing for a summer reading program, or extended hours during finals week. When the season is over, you can deactivate each of these shifts with a single click—and then, activate them again next year.
Likewise, you might deactivate a part-time employee when they go back to school… and reactivate them next summer. And you can also specify where each employee is authorized to work… which tasks they’re qualified to perform… how many hours they’re willing to work per day, and per week… and which days they’re usually available. Come back to your schedule, in any of our views, and Snap Schedule 365 will automatically flag any problems. In this example, our Page isn’t authorized to work at the Reference Desk, so we’ll give her a different assignment, instead.
You’ll also see what kinds of workers you need for each shift, and how many you’ve assigned, so you can maintain proper coverage without overstaffing. See how many hours you’ve assigned to each employee—and their total pay, including any overtime, so you can easily stick to your budget. And you can also see how many people you’ve assigned to each task, and how those assignments change through the day. You can even click “Configure,” and then select any task you like, to instantly highlight that task on the page. Now, you’ll always know who should be at each desk, and who’s working on each project, moment by moment through the day.
When you’re ready, you can email your new schedule to the whole staff—or just post it online, and invite your employees to log in from their web browser, or using our mobile apps for iPhone and Android. You can allow them to request time off, trade shifts with one another, punch in when they’re ready to get to work, and more.
You can even share Snap Schedule 365 with your senior staff, and use role-based security to easily control their access. Perhaps a senior librarian can assign shifts and approve trades… and an administrator can add new employees and run reports. It’s all up to you.
Thanks for watching. To learn more, please visit www.SnapSchedule365.com, and request a free, live demo—or sign up for a 30-day free trial. With just a few clicks, you can create a complete, sample library, including employees, shift assignments, time-off requests, and more. And then, you can explore all of our features, share Snap Schedule 365 with your senior staff, and try out our mobile apps and employee self-service features, for free. Sign up today, at www.SnapSchedule365.com.
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