Employee Shift Schedule Template | 4 mins read

Best Tips for Making an Employee Shift Schedule Template

best tips for making an employee shift schedule template 1621377043 2829
Hanh Truong

By Hanh Truong

Introduction to Employee Shift Schedule Template

Creating an employee schedule can take up a lot of work hours. This is because managers must assess employee availabilities, labor budgets, and demand. To streamline the process of shift scheduling, business owners should establish an employee shift schedule template. With this component, managers can build a weekly employee shift schedule that is consistent and meet company needs, as well as staff preferences. It will also limit scheduling conflicts and errors, which will subsequently safeguard the business's bottom line.

How to Develop an Employee Shift Schedule Template

To create an employee shift schedule template, managers must begin by creating a table. They can do so by using an Excel spreadsheet or Google Sheets. Or they can take advantage of online scheduling tools, which is the most modern and advanced staffing method. Most scheduling solutions will provide templates and customizable layouts for business owners to tailor. Either way, when creating a table, managers should consider including the following steps.

  1. Create a Spreadsheet
It is recommended to begin with a blank spreadsheet so that it is easier to customize.

  1. Make Column Headings
Then, create a heading for each column to define what its content will be. For example, the first column can be for employee names, while the second is for employee identification numbers. The following columns should be labeled for the days of the week.

  1. Label Rows
For the rest of the work schedule templates, managers should label the rows with shift times. It is important to indicate times with a.m. and p.m. to prevent errors.

All businesses will have different needs and preferences; therefore, templates may vary for companies. Managers should consider a work schedule template that works best for their payroll system and for legibility. The following are some tips and best practices that operators should utilize to make the best template and weekly schedule.

Online employee scheduling software that makes shift planning effortless.
Try it free for 14 days.

Determine Necessary Positions

Managers need to decide which positions they need for each of their shifts. For example, it may not be cost-efficient to have a bartender work weekday breakfast shifts. It may be profitable, however, to have multiple bartenders work on Fridays and Saturdays. By determining the necessary shifts per day, managers can customize a template for each position.

Be Diligent of Holidays

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While schedule templates are great for regular workdays, it may not reflect well for special events and holidays. Concerts, sporting events, and holidays can result in high demand and more customers than usual. Managers should be aware of all events and adjust schedules accordingly. This will ensure the quality of customer service and profitability is safeguarded.

Schedule the Right Employee for the Right Job

Scheduling a hostess for a line cook position can make a significant delay in workflow and service. Therefore, management must make sure they are scheduling staff for their respective position. It would be helpful to include a team member's specialty or job name on a template to prevent scheduling errors.

Online employee scheduling software that makes shift planning effortless.
Try it free for 14 days.

Study Your Team Members

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By knowing team members' strengths and skills, managers can effectively create schedules. It will also help them organize productive teams that will help boost output. Some things business owners should study include employee certifications, part-time and full-time status, and personality type. They should also look into their skills and strengths, such as their ability to manage large volumes of customers.

Send Out Employee Schedules Quickly

Creating and sending out employee work schedules in advance will allow staff members to plan their lives accordingly. Experts recommend distributing work schedules to staff at least 2 weeks early. This way employees can reschedule, trade shifts, or find covers promptly. This will prevent an overload of time-off requests, shift swaps, and last-minute changes.

Work With Employee Preferences

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When building out work schedules, managers need to adhere to employee availabilities and shift preferences as much as possible. This best practice will boost staff's job satisfaction, morale, and productivity. To make this process easier, managers can have employees input their availabilities onto a cloud-based spreadsheet. This way, all key information, and real time time-off requests are in one centralized place.

Create a Plan B

Life happens and employees may not be able to come into their shift. Sometimes they may be able to find their own coverage, while other times they may not have enough time. Managers can prevent these instances from happening by having a backup schedule. This entails creating employee schedule templates with people who are available to work certain shifts, in case the original schedule doesn't work. The Plan B can also involve a contact list with vetted candidates who did not get hired or previous employees who agreed to come in from time to time.

Key Takeaways to Employee Shift Schedule Template

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  • An employee shift schedule template will help managers organize their shift assignments and create weekly work schedules quicker.
  • Businesses and restaurants can make templates using a spreadsheet or implementing employee scheduling software.
  • Scheduling templates will commonly have columns and rows to indicate which employee is working what shift.
  • Some best practices to make the best employee shift schedule template include honoring availabilities and being aware of holidays.

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