Excel Employee Schedule Template | 5 mins read

Why it's Time to Ditch that Excel Employee Schedule Template

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Hanh Truong

By Hanh Truong

Introduction to Excel Employee Schedule Template

Traditionally, businesses and restaurants would use an Excel employee schedule template for shift planning. This method requires time and diligence, as managers would need to manually assess employee availability, labor costs, and sales. Manual work often results in mistakes and errors, such as accidental overtime, labor non-compliance, and scheduling conflicts. In turn, these inaccuracies put the business at risk of increased costs, fines, and decreased employee morale.

This is why many organizations are adopting automated schedulers to replace Excel employee shift schedule templates. According to statistics, 69% of restaurants use multiple forms of technology, which include online scheduling systems. New tech tools help optimize business operations and drive brands to stay ahead of the competition.

Throw Away Your Excel Employee Schedule Template

With some of today's technological advancements, such as the cloud and automation, businesses no longer need Excel for scheduling. Although these templates once were the best way to schedule hourly employees, it has become time-consuming and laborious. Establishments that are still using Excel templates should consider the following reasons as to why they need to modernize.

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

It's Not Mobile

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Almost everyone uses a smartphone to scour the web and communicate. It is convenient and enables people to work while on the go. Unlike the latest scheduling tools, Excel spreadsheets do not adapt to this mobile accessibility. Managers and employees cannot access their latest Excel schedules from their mobile apps. Instead, they need to go through their email and recent attachments.

Many businesses will also print their spreadsheet schedules and post them in the office or restaurant. But this requires staff to be at a specific location to see their workdays. This inaccessibility and inconvenience can take a lot of time out of a person's day.

No Notification Features

Excel work schedule templates do not have an alert or notification function. This means employees cannot set up shift reminders for their upcoming workdays. Instead, team members will have to manually input their work hours into their personal calendars and create their own reminders. This can lead to errors, which will subsequently result in tardiness or absenteeism.

Limited Functionalities

In contrast to new employee scheduling solutions, Excel templates cannot manage shift swaps or time-off requests. Managers, instead, need to manually collect these inquiries and adjust the schedule themselves. Then, they must reprint the new schedule and send it out to individual staff members. This process can often be delayed due to miscommunication, resulting in employees not getting the adjustments quickly as they should.

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

Complicated Interface

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Excel spreadsheet templates have different formats and tables that users can work with. This can be confusing for staff and managers who do not understand Excel. Therefore, it may be complicated for them to create schedules and input availabilities. As they spend more focus working on the template, they lose valuable time they could have used on other projects.

Disorganized Communication

Employees cannot communicate with managers through Excel. Instead, they will need to email, text, call, or write a message to supervisors regarding their schedule. This lackluster system can cause messages to be relayed incorrectly or disregarded overall. Additionally, it will lead to miscommunication and all staff will not be effectively in the loop.

Slows Down the Business

The Excel system does not automatically compile or assess business data. Managers must do this manually in order to build schedules. This means they will need to spend hours manually entering data, reviewing labor costs, and organizing availabilities. If an employee says they cannot do a specific shift last minute, managers will need to restart this laborious process.

Breeds Data Silos

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Data silos refer to when key metrics are isolated from other important numbers. Excel contributes to data silos because it cannot be integrated with other tools. Essentially, information in Excel cannot be synced with payroll, attendance, or time tracking data. To remove these silos, managers will need to manually integrate the data or input the metrics into the disparate systems.

Multiple Locations Management is Difficult

Operators that have to manage multiple brick and mortar locations will have a tough time scheduling via Excel. They will need to schedule employees multiple times, which is already a time-consuming process. It becomes more difficult if they have team members that work at more than one location because they cannot be double booked.

Easy Mistakes

According to case studies, 88% of Excel spreadsheets have errors. This is because manual data entries require diligence. Any wrong input or typo can easily render a schedule useless or cause labor costs to increase.

Unhappy Employees

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The drawbacks of using a work schedule template on Excel can cause morale to decrease. For example, scheduling conflicts, mistakes, and inaccessibility can increase workplace stress, It can also cause staff to feel unvalued, especially if their time-off requests and availabilities are not effectively considered.

Online Schedulers Have More Benefits

Employee scheduling software, such as Zip Schedules, provides more benefits and streamlines the scheduling process. Zip Schedules is an automated system that ensures optimal shift planning and conflict-free schedules. Businesses are ditching Excel spreadsheets for these cloud-based solutions because of their many built-in features. For example, the Zip Schedules software has mobile app compatibility, communication tools, auto-scheduling, labor cost tracking, and in-app shift swapping and schedule adjustments. With these modules, management can save time and money and boost morale.

Key Takeaways to Excel Employee Schedule Template

  • Excel employee scheduling techniques are outdated, time-consuming, and labor-intensive.
  • Using Excel work schedule templates for staffing has many more drawbacks, such as inaccessibility, errors, and data silos.
  • Businesses, instead, should use online scheduling software to streamline their shift planning.
  • Tools, like Zip Schedules, will automate scheduling and offer advanced functions, like communication tools, mobile apps, and data reporting.

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