Organize your team’s work schedule to better manage your project’s workflow with a simple work schedule template. You can note the days your team is work on the project or a particular task, as well as collect their pay rate and hours spent completing those tasks. A work schedule template is a crucial arm in handling the resources, so you can control your project as it progresses to a successful completion.
Get your free work schedule template!
What Is a Work Schedule Template
A work schedule is a list of employees and their location, working times, responsibilities, etc., over a specific time period, such as a week or month.
Have you downloaded your free schedule template yet? Maybe you’re unconvinced that you need such a document. You’re already flooded with paperwork. That’s true, but a work schedule is a foundational piece of your project management.
First off, a work schedule is a very simple document. It simply includes the days and times that a team member is expected to work. But there are different types of work schedules. Which one is right for you?
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 a work schedule helps with the 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. Now are you going to download that free work schedule template?
How to Use a Work Schedule Template
Once you’ve downloaded your free 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 hours
- Next to their name, note the employee’s hourly rate
- Next to their name, note the employee’s pay for that period
- Go to the Monthly tab and open it
- Mark the dates that each employee is scheduled to work
It’s that easy. The free work schedule template is laid out in a monthly display, but you can adjust that to weekly or daily depending on your needs.
Uses of a Work Schedule
There are several different types of work schedules. We provide the classic weekly work schedule, in which team members and their hours are charted over the course of a single work week, but you can set the range to what works best with your project.
There are daily schedules, usually ordered chronologically, meaning that the first team member working that day is listed on top and is then followed by the team member who is next, and so on. While a weekly and monthly schedule is usually in alphabetically order, with team members in a column on the left-hand side and the days running across the top, each with its own column.
Importing Your Work Schedule 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 free 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 an 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.
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 a software developer, 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.
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ProjectManager.com is a cloud-based software that helps you manage teams more efficiently to lead projects to a successful completion. Because its 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.
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 and small.