Employee Schedule Template: Work Scheduling Templates

By David Rigbye October 7, 2022

A clear work schedule is important for business operations because it helps to ensure that employees know what is expected of them and when. This can help to improve productivity and efficiency, and it can also help to reduce conflict between employees. However, creating weekly calendars can be time-consuming and tiring, so it’s often best to create a customizable employee schedule template.

Creating weekly schedule templates can be a quick and easy way to keep your team on track. By using a template, you can ensure that your schedule is accurate and up-to-date, and you can also save yourself the effort of creating a similar document from week to week. However, you will need to include some basic employee and business information while creating the template. 

If you’re not already using an employee schedule template, continue reading to learn how this simple document can revolutionize your operations, regardless of your business size. This guide will explain how an effective employee schedule template can benefit your company and introduce a basic template you can use to create your own team calendar forms.

What is an Employee Schedule Template?

An employee schedule template is a document that outlines when each employee is expected to work. This document can be created manually or using software, but it typically includes the same type of information. For example, most employee schedule templates will list the days of the week, the dates of the month, and the hours of the day.

Some employee schedule templates also include information such as shift start and end times, break times, and the names of employees. However, this information isn’t always necessary, and it’s up to you to decide whether to include it. Once you’ve created an employee schedule template, you can use it to create an employee schedule for each week. This schedule can then be printed out or distributed electronically to employees.

How to Use an Employee Schedule Template

Creating an employee schedule from scratch can be time-consuming, so it’s often best to use a template. This will save you time and ensure that your schedule is accurate and up to date. To use an employee schedule template, simply enter the relevant information into the template and then distribute the schedule to your employees.

You can either print out the schedule or send it electronically, depending on your preference. It’s important to update your employee schedule template regularly, especially if your business’s needs change frequently. For example, you may need to add or remove employees from the schedule if they leave or join the company.

You should also update the schedule if your business’s hours change, or if you need to make any other changes to the way employees are scheduled to work. When using an employee schedule template, it’s important to include the following information:

  • The days of the week
  • The dates of the month
  • The hours of the day
  • The names of employees
  • Shift start and end times
  • Break times

Depending on the nature of your industry, you can also use an employee schedule to input tasks according to a timeline so that employees are aware of upcoming deadlines and project milestones. If tasks have been delegated to specific teams, the schedule should also indicate this information.

Which Software Should You Use to Create an Employee Schedule Template – Google, Excel, or Word?

There are many software programs that can create employee schedule templates but three of the most popular programs are Google Docs, Microsoft Excel, and Microsoft Word. Excel and Word are often sold together through the Microsoft Office bundle but they serve unique purposes. Word is a basic word processor that includes a graph function, whereas Excel is a spreadsheet program.

Google Docs, on the other hand, is free and offers the most effective software for quickly producing employee timetables. Thanks to its cloud-based structure, calendars can also be directly shared with employees or integrated into an existing project management platform.

However, the best way to produce an employee schedule template is through a dedicated team management app, such as Operandio. This way, employees can track their workflows, communicate with each other, and track their progress in a single place rather than toggling across integrated platforms. Best of all, Operandio offers a free 14-day trial, which anyone can use to create effective blank calendar forms. To get started, request a demo today.

A Working Template for Your Business

Although no two businesses are the same, the blank calendar template provided below should give you a good starting point for creating your own employee schedule. You can use this template as is or you can customize it to better suit the needs of your business.

Employee IDName (Last, First)SunMonTuesWedThursFriSatTotal Hours

If printed, this template should include a signature line for both the employee and employer; however, if uploaded digitally the employee can validate their hours by digitally confirming their information at the end of the week. This helps to reduce paperwork and improves efficiency for the company.

Additional Considerations for Your Employee Schedule Template

In addition to the information listed above, you may also want to consider adding the following information to your employee schedule template:

  • Employee contact information – This can include the employee’s phone number, email address, and mailing address.
  • Job title – This can help to identify each employee’s role within the company.
  • Department – This can help to identify which employees work in which department.
  • Manager – This can help to identify each employee’s direct supervisor.

Creating an employee schedule doesn’t have to be a daunting task. By using an employee schedule template, you can save yourself time and ensure that your schedule is accurate and up to date.

Final Thoughts

An employee schedule template can be a helpful tool for businesses of all sizes. By using a template, you can ensure that your schedule is accurate and up to date, and you can save yourself the effort of creating a similar document from week to week. However, you will need to include some basic employee and business information while creating the template.