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Free Printable Employee Schedule Templates [Word, Excel]

    You need to create a schedule template at your company. Your schedule template is ideal for people who are already in charge of scheduling the shifts of their staff. You only need to download a free employee schedule template and customize the contents and graphics. If you want more information on creating an employee schedule, read the details below!

    What Is an Employee Schedule?

    Employee Schedule
    Employee Schedule

    An employee schedule, also called an employee time sheet and an employee scheduling template, is a business tool used by managers to determine what tasks and responsibilities each employee has during the day. This information can be crucial for human resources departments, especially when making decisions on payroll, employee attendance, and overtime compensation.

    Employee Schedule Templates

    Employee Schedule Templates are documents used by employers to manage and schedule their employees’ work hours. These templates can be used to create schedules for daily, weekly, or monthly shifts, allowing employers to plan and allocate their resources efficiently. Employee schedule templates can help to reduce labor costs, improve productivity, and ensure that staffing levels are appropriate to meet the needs of the business. These templates can be customized to fit the unique needs of any business or industry, and can include features such as overtime tracking, shift swaps, and time-off requests.

    What Is an Employee Schedule Template?

    An employee schedule template is a kind of spreadsheet utilized to manage time more efficiently. It can be used in offices, education institutions, and virtually all other types of organizations, but it’s particularly popular among businesses operating in the service industry.

    What to include in your employee schedule template?

    Your employee schedule template will look different from your neighbor’s, but this doesn’t mean that there aren’t best practices you can take from an existing plan. Learn about the essential elements of an employee schedule template, with examples.

    A basic employee schedule template contains the following details:

    Employee names

    Every employee who works a shift or a block of time needs to be listed in the employee schedule. This includes full-time employees, part-time employees, and temporary workers.

    Schedule dates

    The schedule should include every day of the week and how many hours each employee will work on each day. You can also include days off or when an employee is not scheduled to work.

    Assignment details

    This section will include any special instructions regarding their assignment, such as where they’ll be working (a certain floor or department), what their role will be (a sales associate in a clothing store), or if they have any special tasks to complete (deliveries).

    Days representing each day of work in a week or month

    These can include days off, days when employees work a half-day or any other variation on your standard schedule. Your employees can also customize their schedules by using our built-in customization options.

    Your company’s operating hours

    This should be reflected here if you run an overnight shift or have a unique holiday schedule. You can also use custom fields to add additional details about your business hours for each day of the week (or month).

    If you have any other important details that need to be included on employee schedules — like special events or breaks — we also allow you to create custom fields that your employees can fill out when they sign up for time-tracking apps.

    Employee work hours

    This section should include the start and end times for each day and any breaks or lunch times.

    The manager’s contact information

    This is a good place to put their email address or phone number.

    Tips for creating and using an employee schedule template

    One of the best ways to easily schedule your employees is to work on your scheduling skills. Your employee schedule will only do some of the work for you. The following are some tips that you can use for managing employees in a workplace:

    1. Use consistent timelines

    It’s important to use the same schedule every week so that your employees can get used to it and know what days they are working. If you change the schedule too often, it will be harder for them to figure out when they need to come in.

    2. Try pairing your schedule

    If you have a small business with only a few employees, try pairing their schedules so that they work together at times. This can help create a sense of community among your employees and make them feel more like a team, leading to better productivity.

    3. Take suggestions from your employees

    Your employees may have suggestions of how they would like their shifts to be scheduled. Listen to their ideas, but don’t feel obligated to implement everything they say right away — especially if it will cause problems for other employees who have already been trained on their own schedules.

    4. Make your schedule flexible

    Employees are people, too, and they may need to reschedule their shifts from time to time. If you can accommodate such requests in your schedule, it’s better than dealing with unhappy employees who feel like they can’t be themselves at work.

    5. Consider the workload when creating a schedule

    A heavy workload can make an employee feel like they don’t have time for anything else besides work. That’s why you should try making schedules that allow employees some free time during the week.

    How to Create an Employee Schedule

    Employee Schedules are a crucial element to any business. They’re the backbone of managing your team and balancing your workforce. Creating an Employee Schedule Template is simple. There are tons of templates available to help you do it in no time at all, but creating an Employee schedule that your employees and managers can work with without complaining, isn’t. So we’ll walk you through creating an employee schedule step by step that works for everyone on the team.

    1: Create an Employee Skill Roster

    The first step is creating an employee skill roster that includes all the skills needed to run your business. This will help you determine what positions you need for each department and how many people should be assigned to each role. Include both essential and non-essential skills, such as “Basic Computer Skills” or “Proficiency in Microsoft Office Suite.”

    2: Determine Your Best Employees

    Next, determine which employees are most productive when working together or in specific tasks. For example, if two people work well together on a project, they might be better off working together rather than splitting their time between different projects.

    3: Account for Time-Off Requests

    Include time off requests on your employee schedule template so you can see if someone needs to cover for another employee while they’re away. This is especially important if you plan on assigning tasks based on skill sets rather than job titles because it helps ensure that there will always be someone available to do the work.

    4: Pick out substitutes

    Make sure that each employee is assigned with a substitute who can replace them in case they’re absent or unavailable. This way, you won’t have to worry about finding replacements on short notice, as they will already be on paper!

    5: Design an availability chart

    Create an availability chart for every employee so that you know exactly when they are available for work and when they’re not. This will allow you to plan their shifts accordingly and avoid scheduling conflicts between your staff members’ schedules.

    6: Transfer the Data into a Suitable Tool

    The most efficient way to transfer your Employee Schedule Template is by using a spreadsheet program like Microsoft Excel or Google Sheets. In addition, you can use web-based calendar tools like Google Calendar or iCalendar to create an online version of your Employee Schedule Template.

    However, if you do not have access to any of these programs, there are other solutions available:

    Print out all your Employee Schedules as PDFs and use them as hard copies; this will allow you to update them easily as needed; however, it can become messy if too many people are involved in preparing the schedule;

    In case of an emergency situation where no one has access to computers or printers, make sure that someone has taken notes on how many staff members are working at each location on each day and where they will be located (in case of fire alarms); this information can be shared amongst managers via email or verbally, so they know who needs help when they arrive at work.

    7: Establish a Communication Method

    Communication is key when creating employee schedules, especially if multiple people are involved in creating or updating them. It would help if you decided on how often new schedules will be published (for example, weekly or monthly) and how they’ll be distributed (via email or posted on the company intranet).

    8:Send Out the Schedule

    It is essential to keep your employees informed of any changes in the schedule or new additions to it. The easiest way to do this is by email, but you can also use a calendar or other tools if you prefer.

    How do you make a schedule on Microsoft Word?

    Creating a schedule in Microsoft Word is similar to creating an Excel spreadsheet. You can also use this method if you need access to Excel on your computer.

    To do this, click “insert” and then click on “table.” This will open up a box where you can enter the number of rows and columns you want. The more rows and columns you have, the more detailed your Employee Schedule Template can be. The default size is ten rows by six columns, but you can change it to any size you’d like by clicking on “customize the table.”

    Once your table is created, click on ‘table options at the top of your document to change each row’s color, font size, and weight. You can also change the row height here as well if you’d like it to be larger or smaller than standard text.

    The next step is to type in all of your employee names into their respective cells. You should also add their start and end times along with their breaks to organize everything properly.

    How do I create a shift schedule in Excel?

    Launch the program and open a new file

    If you are not familiar with Microsoft Excel, don’t worry because it has many features that will make it easy for users to create their own schedules. You can use this spreadsheet program to create your own schedule template. All you need is to launch it on your computer, open a new file, and then follow the steps below:

    Create the column headings

    Once you have opened Microsoft Excel and created a blank spreadsheet, all you need to do is fill out each column with headings for each category of employees. For example, if you want to create an Excel schedule template for hourly employees, then there should be columns for hours worked per day or weeks worked per pay period (if there is no fixed salary).

    Enter the names of each employee with their Employee Numbers

    The easiest way to do this is by using a simple text box where you enter one column for each employee’s name and one column for each employee’s number.

    Enter the schedules or working times

    Now it’s time to enter each employee’s schedule or working times. You can do this manually by typing them into the appropriate cells or using conditional formatting so that dates appear automatically based on whatever cell they’re written into (see How To Create A Shift Schedule In Microsoft Excel). You can also use formulas so that when an employee changes, you can customize it.

    Print the schedule out

    Now that you know how to create a shift schedule in Excel, you can start by entering the schedules or working times into the spreadsheet. If there are multiple shifts per day, then list all of them and fill in the names of your employees under each one. If there are more than two shifts per day, then list each shift on a separate tab so that they will not be merged when printed out.

    Final Thoughts

    As for scheduling templates, the best thing you can do is to choose one that will work for your business. By looking at your staff’s availability and comparing it to your current workload and future plans, you need to find a template that works for you. If there is no schedule template out there that is perfect for your business, then make one of your own.


    How do I create a work schedule for my employees?

    To build an employee schedule, create a table grid in Excel with date columns across the top and employee names down the left side. Fill in shift times, keeping in mind preferences, availability, workload demands, and labor law requirements. Share the schedule and update as changes occur.

    Does Excel have an employee schedule template?

    Yes, Excel provides downloadable employee schedule templates that have columns for dates and rows for staff names. Just plug in hours for each date/employee intersection. These templates auto-calculate weekly or monthly hours per staff. Some also help track paid time off.

    What is the 2 2 3 work schedule template?

    A 2-2-3 schedule means staff work: 2 days on, followed by 2 days off, then work 3 days before starting the 2-day off period again. So the template would repeat that five day sequence for coverage continuity.

    How do I create a work schedule for 5 employees in Excel?

    Enter 5 staff names down the left rows. Across the top, add columns for dates needed. Then fill in shift times per employee per day. Keep availability, demand cycles, and fairness across employees in mind. Use Excel formulas for quick calculations on hours.

    What is the 5 2 5 3 work schedule template?

    The 5-2-5-3 template alternates 5 days working, 2 days off, 5 working days, and 3 days off. So staffing coverage remains equal by fluctuating full-time and part-time schedules between two fixed splits.

    How do I make a free employee work schedule?

    You can build a staff schedule in Excel yourself or use free tools like Deputy, Homebase, When I Work, or Google Sheets add-ons like Shiftboard. Enter employee data, availability preferences, drag and drop shift blocks per staff member, and share the schedule.

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    Betina Jessen

    Betina Jessen

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