Planning the use of space and schedules with the help of management software is crucial for an academic institution to fulfill its teaching goals.

Among the main benefits of planning schedules and classrooms with the support of a technological solution are:

• Facilitates the scheduling of classes in each term.
• Allows the efficient use of physical resources.
• Reduces the cost of building new classrooms, or eliminates the need to do so.
• Ends the schedule conflicts of teachers and students. 

All planning must incorporate the following five key points:

I. Basic Components

When planning spaces and schedules, the institution must be clear about its inputs:

The right organization and integration of these components lead to the planning that the institution needs. That is why it is crucial that the area in charge has updated information on the dynamics and needs of each element. 

II. Related Metrics

Another vital factor for proper planning for the institution is to choose the key performance indicators (KPIs) with which it will measure success or failure. For example:

• The maximum allowed number of class hours (during standard or peak hours).
• The use of seats (number of registered students versus maximum number of seats per room).
• The number of students in each section or group.
• The use of rooms and hours during daytime versus evening.
• Other factors. 

III. Efficient course section groupings

Also known as elimination (or reduction) of course sections of insufficient size. It is the practice of determining the minimum required number of course sections (groups or units) according to the number of enrolled students.

Any technological resource management solution must guarantee that this compacting is compatible with the schedules of teachers and students. For example, if a student must attend a mathematics class, there is always at least one section with a timetable that does not overlap with their other courses. 

An efficient sectioning strategy must adapt to the needs or preferences of the institution; for example, avoid mixing students in different years in the same schedule. 

IV. Adequate (De)Centralization

Planning spaces and resources depend on how an institution makes decisions, whether in a centralized or decentralized manner.

If centralized, there is usually a unit that manages all the schedules and classrooms from a single point of consultation.

Sometimes the department that assigns class times is separate from the unit that manages teachers’ schedules. In this case, the technological solution must facilitate communication between both areas.

If decentralized, each faculty or department owns its spaces as well as “common rooms” on which the different units need to reach an agreement. 

V. Practical Simulation

A technological resource management system must deliver useful results. To do so, it’s essential that it includes functionality that enables simulations of short-term constraint scenarios (activate/deactivate classrooms, restrict uses or days, prioritize sections over others, among others).

Through this function, the user can compare simulations and make decisions based on configurations that reflect reality. 

This tool makes the difference between perpetuating the same mistakes every academic year and testing new alternatives aimed at freeing resources and reducing costs. 

VI. Internal Policy 

For the software to be even more useful, the institution should incorporate all planning in its management policy, and an office or registrar department should take responsibility for it.

Its validation as an internal policy will not only allow class times and rooms to be scheduled more efficiently but also help meet the needs of those who make up the academic community: students, teachers and administrators.

Thus, all these units have an easily accessible tool that supports organizing classes or events of all kinds that require the use of classrooms or take place during class hours.

This policy must work as a guide to:

• Foster good practices for scheduling classes and rooms.
• Deliver guidelines for the scheduling of shared rooms.
• Meet the overall objectives of the institution concerning class distribution and events both within and outside the academic curriculum.
• Balance the distribution of classes and events throughout the day and week. 

Conclusion 

The strategic planning of spaces and resources allows teachers and students to attend classes in an organized and timely manner.

It also helps the institution’s administration to manage costs and reduce scheduling conflicts effectively.