A work schedule template is a crucial arm in handling your employee resources, so you can control your project as it progresses to a successful completion. Organize your team’s work schedule to better manage your project’s workflow with this simple weekly work schedule template. You can note the days your team is working on a project or a particular task, as well as collect their pay rate and hours spent completing those tasks.
Download the Free Work Schedule Template:
What Is a Work Schedule?
A work schedule is a list of employees and their location, working times, & responsibilities, over a specific time period, such as a week or month.
There’s the schedule of 9 am to 5 pm. This is the traditional model, running Monday through Friday, but there are some jobs that run slightly differently. “Mondays” might in fact begin on Wednesday, and then Sunday is the new Friday. This is dependent on the type of job.
Then there’s the shift work schedule, when a company divides the day into shifts, usually because work is 24/7. Teams are then assigned to set periods of time, usually in eight-hour intervals. These shifts can be fixed or they can vary day to day or week to week, known as the rotating schedule.
A flexible works schedule is when your team member is allowed to vary their arrival and departure, often even choosing the days they want to work, as long as they get their tasks done within the allotted deadline.
Finally, there’s part-time and full-time schedules. Full-time is 40 hours a week, though this isn’t a legal definition. The standard for part-time is any time less than 40 hours a week. Again, neither of these definitions are written in stone and vary from organization to organization. Usually, full-time employees get benefits, but are not eligible for overtime when they work beyond 40 hours in a week.
Why You Need a Work Schedule Template
Regardless of what you do, a work schedule is a crucial element in making sure that you’re productive and being efficient.
One reason is that a work schedule helps you get your tasks completed in an organized manner. Work schedules reduce the cost of resources and make sure you get the most work from your team in the time you have scheduled for the project.
A work schedule also helps you meet your deadlines. It’s a structure that helps focus on the goals, making the project more manageable and it’s results easier to achieve.
You can also help define the work with a work schedule. You only have a set amount of time to get the project done, and a work schedule helps you prioritize that work by laying out what needs to be done and when.
It might not be evident, but an employee schedule helps with work-life balance, which makes your team more loyal and helps retain talent. By having a well-defined work schedule your team knows clearly when they’re expected to work and when they’re not. This is especially important for remote employees who can end up burning themselves out.
So, a work schedule helps manage the team and also keeps the stress level at a minimum. Sounds like a win-win. Templates automate the process and keep you from having to reinvent the wheel. Get started with this simple work schedule template, which will have you up and running in no time.
How to Use a Work Schedule Template
Once you’ve downloaded your excel work schedule template, follow these simple steps and you can begin to reap its benefits.
- Open your free Work Schedule Template
- Open the Employee Work Schedule tab
- Click the cell under the column titled employee
- List all your employees by name on a different row
- Next to their name, note the employee’s tasks and project
- Mark the days that each employee is scheduled to work
It’s that easy. The employee scheduling template is laid out in a monthly display, but you can adjust that to weekly or daily depending on your needs.
What This Work Schedule Template Can & Can’t Do
Getting a handle on your team’s available and being able to effectively schedule them is essential for running a successful project. Our free work schedule template is the first step in making that promise a reality. But templates can only go so far. While helpful, you’ll find that they don’t give you the flexibility and control you can get from an online project management software.
What This Work Schedule Template Can Do
The work schedule template can collect data about your team member and their work schedule. It has space for you to make a row for each employee by name, task and what project they’re working. There’s even a space for a list of their tasks and the days they’re scheduled to work. But the template by design is a static document. If you want to update it, that must be done manually, which eats up a lot of valuable time.
What This Work Schedule Template Can’t Do
As noted above, the template is a standalone document. Yes, it’s a spreadsheet and you can download it to your computer and change availability as needed, but be careful not to have more than one version floating around or you can schedule from inaccurate data. Because the template is siloed on a computer, team members can’t collaborate and update their status and that data isn’t collected in real-time. With an online tool like ProjectManager.com, there’s one work schedule that is always updated in real-time, so managers know their team’s availability
Importing Your Work Schedule Template into ProjectManager.com
Think of your free work schedule template as step one in your plan to manage your workload. It’s a good way to organize your team and collect days and times. Now you have all that information in one place.
The trouble with that place, though, is it’s separated from all the other places in which you’re working. If you’re managing a project, then you’re using some kind of project management software, such as ProjectManager.com, to control the various elements of your project and lead it to a successful completion.
Once you’ve imported your employee work schedule into ProjectManager.com, the scheduling information populates the workload feature of the software. What was a static document, has become a more efficient tool that you can use to make managing resources more productive.
With your free work schedule imported into ProjectManager.com, you now have visibility into the assignments of all your team members across one or more projects. At a glance you can see what tasks are on time, which are on schedule and those that are overdue.
You can also see:
- Who is working on what
- What is the planned versus actual workload of your resources
- Who is available for additional work and who is over-tasked
Having a work schedule managed through your online project management tool like ProjectManager.com makes managing the workload of your team far easier than jumping from one document to another or application to application, all of which leads to great project productivity.
Templates to Complement Your Work Schedule
Our free work schedule template is one of many that may have a place in your project schedule. It’s also one of the many free templates we offer on our site. Here are three additional templates that are useful for every phase of your project.
As noted above, the work schedule template won’t update itself, you’ll need online project management software for that. But if you’re not ready to take that step forward you can augment the work schedule with our free timesheet template. It’s a document that gives your team a place to log their hours, so you can get them paid and track their work.
We don’t want to throw our work schedule template under the bus, but if you’re going to the trouble to make one as part of your project schedule, why not upgrade to our free Gantt chart template? Instead of capturing dates, you can create an actual schedule. The Gantt chart template lists tasks and their duration on a project timeline, so you can see the whole project at once. Then break it into phases by customizing colors and marking the beginning or end of those phases with the milestone feature.
Schedules change because of a number of things, many of them having to do with tasks. Tasks can get blocked, bottlenecked or their resources imbalanced. To keep your team on schedule, you have to monitor your tasks. Use the free task tracking template to track tasks, so you can view progress, catch any issues and resolve them before they become problems. Of course, using ProjectManager.com gives you features that supersize what templates can do.
A work schedule template is only the beginning. Once you have this calendar imported into an online project management software it’s like the world goes from black-and-white to color.
There’s so much more you can do.
ProjectManager.com is not only an online project management solution , but a hub of knowledge for project managers across the globe. With project management training videos published weekly in addition to several blog posts, there’s something for everyone from the apprentice to the journeyman.
The following are some of the scheduling related posts we’ve published over the years that can help you get the most out of your work schedule template.
ProjectManager.com is a cloud-based software that helps you manage teams more efficiently to lead projects to a successful completion. Because it’s an online PM tool there’s no need for complicated server installation. The software can be accesses anywhere and at any time.
Even better, you get the most accurate picture of your project at that moment with its real-time reporting. When team members update their statuses or timesheets that information is instantly fed into the software and populates the appropriate fields. You can then see all aspects of the project at once on one page with its dashboard, a graphical representation of the project’s metrics, which are easy to share for simple reporting.
With online Gantt charts you have a visual timeline of your schedule, with tasks and their durations, which give you an easy and clear view of your progress. You can break up the large phases of your project here, as well, by placing milestones on the timeline. And if you have to edit a deadline, it’s a simple drag-and-drop and you’re done.
Every phase of the project life cycle is covered with ProjectManager.com, from planning to monitoring and reporting on the project. The software fosters team collaboration and can manage projects productively, whether they’re big or small.
(This post was updated October 2020)