Scheduling 101

• Educators scheduled based on availability and knowledge of programs

Step 1• Get an overview of next week’s schedule

– Pedro weekends, Lokki weekdays– Is it a holiday? Special schedule?– Seven days, seven different schedules– Pay special attention to:

• ASL• Tour tours• After hours tours: Alana• Special needs • VIPs: ie, “Visiting Delegation from Sweden”• Events• Meetings: Staff, monthly, walking tour, T&D, Costumed Interpreters, ESOL, school

group, access• Off-sites

Step 2

• Find out who’s in, who’s out– Volunteers– Educators (47, people asked for time off via email)– Full-time staff (Outlook’s Administrative)– See Exhibit A

Step 3

• Groups

Step 4

• Roster• See Exhibit B

Step 5

• Trainings, ATEs, 3-months observation– Pedro: building tours, ATEs, 3-months observation– Lokki: T&D– Adam: WT– Kat: School groups– Sarah: Access, CIs, Vicky intros

Step 6

• Synthesize!– See Exhibit C

Step 7

• Open a template & save it in the proper place:

Step 8

• Match the educator’s knowledge of program to the tour slots.

Step 9

• Proper breaks• Do we have enough educators?• Trainings, ATEs, observations, VIPs• fill the “gaps” in the schedule with full-time

staff and volunteers

Step 10• A draft of the weekday schedule takes about 8 hours to write• Monday evening: Send the draft to the education dept to

review• Feedbacks from everyone

– Adam makes sure the group calendar matches with the schedule– Kathryn checks the school group– Sarah checks the CI

• Pedro will do a thorough check-up• Wednesday evening: send out the tour schedules

Step 11

• The aftermath:– Staff read the schedule, send us their “conflicts”• Make adjustments

– Pedro meets with Rachael G.—make sure the tour schedule matches with Altru.