Client/Organization: Urban School District Facilities Division

Date/Duration: 2023

The Challenge

EQ Collaborative partnered with the facilities division of a large urban school district to streamline its procedures for managing unexpected staff absences. The division engaged EQ due to challenges with inconsistent call-in processes, inability to track staff, manage overtime, and allocate resources effectively. It needed help to improve communication, ensure staffing, and enhance operational efficiency.

Our Approach

EQ Collaborative delivered a comprehensive solution to improve the district’s management of unexpected leave reporting and resource allocation. As always, our approach begins with a thorough understanding of the challenges and opportunities facing the organization and ensures engagement and alignment among all those impacted by change. Specifically, our services included:

• Operational Assessment

• Conducted a detailed analysis of existing call-in procedures.

• Identified areas for improvement.

• Process Design and Implementation

• Developed a clear and standardized call-in protocol.

• Created a supporting flowchart and decision-making matrix for various scenarios.

• Stakeholder Training and Engagement

• Provided clear and comprehensive training materials to ensure clarity and consistent application of the new procedures. 

• Facilitated sessions with supervisors, school sites, and payroll staff to further ensure the understanding, buy-in, and consistent application of the new procedures.

• Overtime Management

• Recommended a protocol for assigning and recording overtime to ensure fairness and efficiency in staffing.

• Implementation Support

• Assisted in the launch of the new tool / call out process on the first day of school.

• 90%+ uptake of the tool within the first week.