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Weekly Work Schedule Template

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An employee work schedule template is a crucial arm in handling your human resources, so you can control your project as it progresses through the calendar to successful completion. Organize your team’s weekly 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 all within one Excel sheet.

Or, you can open the work schedule template in ProjectManager and manage your team’s workload and schedule in real time. Plan projects and schedule work in five different views: Gantt chart, kanban board, task list, spreadsheet and calendar. Plus, your team can log their hours, submit timesheets, collaborate and track progress with live dashboards. Get started for free with ProjectManager and build a better work schedule.

work schedule template on a Gantt chart
ProjectManager’s work schedule template is free to use and more powerful than Excel. Try it now

What Is an Employee Work Schedule?

An employee 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 employee schedule of 9 am to 5 pm. This is the traditional weekly schedule model, running Monday through Friday, but there are some jobs where the calendar runs 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 employee schedule.

A flexible employee work schedule is when your team member is allowed to vary their arrival and departure, often even choosing the calendar days they want to work, as long as they get their tasks done within the allotted deadline.

ProjectManager's free work schedule template
ProjectManager’s free work schedule template for Excel.

Finally, there are part-time and full-time work 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.

Related: Project Scheduling Templates

Why You Need a Weekly Work Schedule Template

Regardless of what you do, an employee work schedule template is a crucial element in making sure that you’re productive and being efficient.

One reason is that a weekly schedule template 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 weekly employee schedule template also helps you meet your deadlines. It’s a structure that helps focus on the goals and due dates, making the project more manageable and its results easier to achieve.

You can also help define the work with a weekly schedule template. You only have a set amount of time to get the project done, and an employee work schedule helps you prioritize that work by laying out what needs to be done on a calendar.

It might not be evident, but an employee schedule template 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 the dates 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 weekly work schedule template helps manage the team and also keeps the stress level at a minimum. Sounds like a win-win. Work schedule templates automate the process and keep you from having to reinvent the wheel. Get started with our weekly schedule template for Excel, which will have you up and running in no time.

However, a work schedule template for Microsoft Excel will only get you so far in managing your team’s availability. Project scheduling software makes it easier to schedule tasks and keep track of weekly employee schedules.

A work schedule template will only get you so far in managing your team’s availability. Project management software makes it easier to schedule tasks and keep team workload balanced. ProjectManager’s cloud-based schedule planner software allows you to set the availability of your team, from PTO to vacation and holidays. Now you can set up a work schedule fast and easily. Resource scheduling tools such as our workload chart, show who has too many or too few assignments. Then you can balance workload by adjusting your monthly or weekly schedule right from that calendar view page, boosting everyone’s productivity and ensuring a great work schedule.

ProjectManager resource management workload chart
Balance work schedules with ProjectManager’s Gantt charts and resource management tools. Try It Free!

How to Make a Work Schedule with our Free Employee Schedule Template

Once you’ve downloaded your excel work schedule template, follow these simple steps and you can begin to reap its benefits.

  1. Open your free Excel Work Schedule Template
  2. Open the Employee Work Schedule tab
  3. Click the cell under the column titled employee
  4. List all your employees by name on a different row
  5. Next to their name, note the employee’s tasks and project
  6. Mark the days that each employee is scheduled to work

It’s that easy. The employee schedule template is laid out in a monthly calendar 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 employees weekly schedule and being able to effectively schedule them is essential for running a successful project. Our free employee schedule template is the first step in making that promise a reality. But Excel work schedule 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 with scheduling and timesheet features.

What This Free Employee Schedule Template Can Do

The weekly 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 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 Excel employee schedule 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.

Alternatively, a project management software equipped with a weekly schedule planner tool and a calendar view will speed up the process of creating a weekly employee schedule.

What This Free Employee Schedule Template Can’t Do

As noted above, the template is a standalone Microsoft Excel 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 of your employee schedule template floating around or you can schedule from inaccurate data.

Because the Excel work schedule 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, there’s one monthly or weekly work schedule that is always updated in real-time, so managers know their team’s availability. Take a look at that functionality and more in our short scheduling video.

Project management training video (9tjhryzghn)

How ProjectManager Helps You Make Work Schedules

Think of your free Excel 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 scheduling information in one place.

The trouble with using Excel employee schedule templates, though, is it’s separated from all the other project management tools you’re working with. If you’re managing a project, then you’ll need some kind of project management software, such as ProjectManager, to control the various elements of your project such as employee scheduling, resource management, and time tracking to lead your projects to successful completion.

manage workload in ProjectManager

When you manually input the data from your free work schedule template for Excel into ProjectManager, 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 an employee work schedule managed through your online project management tool like ProjectManager 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.

Other Free Excel 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 Excel project management templates we offer on our site. Here are three additional scheduling templates that are useful for every phase of your project.

Free Excel Timesheet Template 

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 weekly employee schedule with our free timesheet template. It’s an Excel document that gives your team a place to log their hours, so you can get them paid and track their work.

Free Excel Gantt Chart Template 

We don’t want to throw our Excel 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 Excel template? Instead of capturing dates, you can create an actual employee 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.

Free Excel Task Tracking Template 

Employee 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 Excel 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 gives you task management and scheduling features that supersize what work schedule templates can do.

Related Content

ProjectManager 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 is a cloud-based software that offers Gantt charts, project calendars, and other scheduling tools to help you manage teams more efficiently. Because it’s an online PM tool there’s no need for complicated server installation. The software can be accessed anywhere and at any time.

Even better, you get the most accurate picture of your employee schedule at that moment with its real-time reporting. 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. Click here to start a 30-day free trial!

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