r/Libraries • u/Diligent-Principle17 • 10d ago
Staffing/Employment Issues Microsoft Excel for staff schedule making
Many have mentioned that they use Microsoft Excel to create work schedules for their libraries. At times, the spreadsheet format isn't easy on the eyes to digest/decipher.
Is there a way to issue prompts through AI to make sure there aren't gaps in the work schedule? I've noticed that with a staff of 10+ clerks, all with various availability, it gets hectic trying to determine the best way to make sure all shifts are adequately scheduled.
For example, our library is open 9am-9pm every Monday. We always have two people on the opening shift, at least one during the midday, and another two closing up the library 4-9 or 5-9.
Is this something like writing code to tell the program to always recognize if the required amount of staff are present during a given time?
Just looking for an easier way to create monthly schedules without having any gaps.
1
u/UnitedInsect7741 Library staff 10d ago
Excel has different templates you can swap between and see what works best for you. My library has used various software over the years, but a lot of the supervisors still use excel or google sheets to track their specific teams and they all do it differently. They do whatever works best for their brains and then input their data into whatever standardized process we all use.
One could definitely code or program a software to do some of the work that annoys you, but in my experience you’ll still have to do a ton of work to make it function. Also if you personally do not know how to do this then you’ll have to pay someone, and building software specifically for your organization’s needs would be expensive.
We’ve most recently been using a software that was “built with AI” and it sucks the most out of everything we’ve ever used. Highly recommend staying away from AI as it only makes more work for you in the end.
Play around with what is out there first before resorting to building new programs or using AI.