_ Work scheduling software like TutorCruncher can greatly improve the efficiency of your tutoring agency. Not only will it save you administration time but you’ll have more control over your tutors’ workload and everyday business operations. However, there are some golden rules you should follow in order to make the most of your tutoring agency’s work scheduling software. _
Update Your Schedule Ahead of Time
Planning for the future makes it easier to schedule in last minute additions to your agency’s workload, whether that be attending meetings or taking on new students. For example, you may want to think about encouraging tutors to provide you with holiday dates as far in advance as possible and asking students to give at least 48 hours’ notice if they need to cancel a lesson. The more proactive you are in keeping your schedule up to date, the less likely you’ll be to double book tutors and reschedule student lessons.
Develop Clear Policies and Procedures
If your tutors have access to your scheduling software, let them know how often they need to update their schedule and what to do if they need to make a last minute change. You should store your policy guidelines somewhere that’s easily accessible so that staff can check what procedures to follow. Similarly, you should also communicate your attendance expectations and have a clear policy how you deal with tardiness and absence.
Encourage Clear Communication
Despite the importance of having policies and procedures, it’s important that your tutors feel they can still speak to directors face to face if they have any queries about their work schedule. Tutors should also have direct email access to directors and senior staff members in your agency so they can record their queries in writing. Remember, work scheduling software should make business easier but it shouldn’t replace existing communication channels.
Plan for the Unexpected
Despite our best efforts to keep on top of our schedules, sometimes things happen that are out with our control. Tutors may phone in sick, students may cancel, data may be input incorrectly and we just need to make the best of the situation. By planning for the possibility of these things in advance, you can put measures in place to ensure that if the unexpected does happen, you’ll be as best prepared as possible and your business won’t suffer as a result.
Understand Every Aspect of Your Agency
It may sound like an obvious one but the better you know the daily workings of your tutoring agency, the more equipped you’ll be to schedule your tutors’ workloads effectively. Plus, if any last minute changes occur, you’ll know exactly what to do in order to move things forward. One of the great things about work scheduling software like TutorCruncher is that you can generate reports that provide you with valuable information about seasonal trends, so you can plan for busy periods.
_ What do you see as being the biggest benefit of work scheduling software? How do you make the most of your tuition agency’s databases? We’d be keen to hear about your experiences. _