Episode #63 A masterclass on master schedules ft. Matt Troha of Timely (former COO at Mastery Charter Schools)

SHOW NOTES

Matt Troha, former COO of Mastery Charter Schools and now Partnerships Manager at Timely,

Connect with Matt

Website:

https://www.timelyschools.com/

EPISODE SUMMARY

Master scheduling isn’t just a logistical task—it’s a strategic lever that shapes student outcomes, staff experience, and long-term sustainability. In this episode, Daniel sits down with Matt Troha, former COO of Mastery Charter Schools and now Partnerships Manager at Timely, to unpack why the master schedule is often the most dreaded project of the year—and how AI, data-driven models, and smarter operational design are changing everything.

With 20 years of K–12 experience, Matt walks listeners through:

• How strategic priorities must inform the instructional model

• Why accurate enrollment projections determine financial health

• How adult-centric constraints can unintentionally weaken student schedules

• What zero-based scheduling can do for efficiency

• Why traditional tools (Excel, sticky notes, whiteboards) can’t keep up

• And how AI-powered scheduling is saving schools weeks, not days

Charter executives will walk away with a deeper understanding of how to align mission, budget, and instruction—using a schedule as a strategic asset rather than a burden.

EPISODE TAKEAWAYS

• The Master Schedule Is Not the Product: Instruction is the product. The schedule is a tool that must be strategically built—not manually forced into place.

• Strategic Priorities Should Drive Everything: Before any spreadsheet is opened, schools must define their academic priorities, instructional model, and parameters (minutes, class sizes, pathways).

• Enrollment Projections Must Be “Real”—Not Aspirational: Inflated projections lead to budget gaps, staffing challenges, and program cuts. Good scheduling begins with accurate forecasting.

• Reduce Adult-Centric Constraints to Prioritize Students: Preferences like “first period free” or room assignments quickly derail efficiency. Every accommodation has an unseen cost.

• Zero-Based Scheduling Helps Uncover Inefficiencies: Schools often offer too many electives, or offer them inefficiently. Starting from scratch forces data-driven decision-making.

• AI Scheduling Tools Are a Game Changer: Platforms like Timely run thousands of scenarios in minutes—giving leaders visibility into the downstream impact of every scheduling choice.

• Leadership Time Should Be Spent on Instruction—Not Puzzle-Solving: AI frees principals, APOs, and directors of operations to focus on coaching, planning, and strategy rather than manual scheduling.

• Future State: Dynamic, Adaptable Schedules: AI will soon allow schools to adjust schedules throughout the year as enrollment, staffing, and student needs shift..

RESOURCES

• Timely - AI-powered master scheduling platform

• NAEP - performance data insights

CHAPTERS

00:00 Introduction to Master Scheduling
01:27 The Importance of Strategic Priorities
04:14 Understanding Enrollment Projections
07:30 The Consequences of Mismanaged Projections
10:38 Staffing Allocation and Instructional Models
13:17 The Role of Leadership in Scheduling
16:18 Tools and Techniques for Effective Scheduling
19:08 Balancing Efficiency and Instructional Quality
21:24 Establishing Priorities in Master Scheduling
23:59 Quality Control in Scheduling Processes
25:11 Understanding Constraints in Scheduling
29:09 Leveraging Technology for Effective Scheduling
30:06 Identifying Common Scheduling Inefficiencies
32:23 Zero-Based Scheduling: A Fresh Perspective
34:47 Overcoming Resistance to Change
37:23 The Role of Technology in Modern Scheduling
42:42 Future Trends in Scheduling Technology
45:36 Final Thoughts on Master Scheduling

ABOUT OUR GUEST

Matt Troha began his career as a teacher before moving into school leadership as an assistant principal, principal, regional superintendent, and most recently chief operating officer. Across these roles, he developed a deep understanding of how strong systems and thoughtful leadership shape student and staff success. With more than 15 years of experience designing and implementing master schedules at both the school and system level, Matt has seen firsthand how scheduling can either unlock or limit what schools are able to accomplish..

ABOUT OUR HOST

Daniel Casselli is a life-long learner whose passion for education has driven his professional endeavors. He is a former classroom teacher and youth ministry director whose entrepreneurial spirit landed him in the world of education technology. At EVERFI Inc., Daniel helped run the business development efforts for EVERFI’s Financial Education Program and the company was eventually sold to Blackbaud for $750M in 2021. Shortly before EVERFI’s acquisition, Daniel joined Class Technologies as one of the earliest sales hires and went on to lead K12 Enterprise Sales and helped the company land its first 100+ K12 customers across public, charter, and private schools. Daniel brings his unique experiences to BuyQ where he is focused on growth, operational excellence, business strategy, and client satisfaction. He is a graduate of Grove City College where he studied Religion and History. 

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