Utilizing an Excel Template to Manage Monthly Employee Schedules

utilizing an excel template to manage monthly employee schedules

How to Manage Employee Schedules

Managing employee schedules can be a time consuming and complicated process. Not only do you need to keep track of employee availability but you must also create a work schedule that is appropriate for your specific business needs.

Proper employee scheduling has significant impacts on productivity levels as well as on your business bottom line. Research has shown that stable employee scheduling boosts productivity by 5% and median sales are increased by 7%.

Both unnecessary labor costs and labor violation fines can result from employee scheduling errors. Additionally, overstaffing and understaffing negatively impacts both the employee and customer experience.

Overstaffing may decrease employee productivity levels and result in unmotivated staff members. Understaffing can result in negative customer experiences and employee burnout.

When employee weekly work schedules are provided to staff members well in advance, employees are able to better prepare for their upcoming shifts. Work schedules provided too late can result in employees being unable to make their shift and over time may even motivate staff members to quit.

Employee turnover rates rise when the employee work schedule is not realistic or fair to your workers. Employee morale and satisfaction rates are negatively affected which can cause major damage to your business's bottom line and entire company culture.

Employee scheduling requires strong time management skills and adaptability. No matter how well thought out a weekly schedule is, employees are still bound to call out sick or have unexpected personal emergencies that cause them to miss a shift or come in late.

An unforeseen employee shift change may require you to completely rearrange the weekly work schedule. Before the creation of scheduling templates or software programs, a manager would have to use a pencil and paper to readjust the schedule, which was a menial and time-consuming task.

Microsoft Excel provides users with a schedule template that can be updated with just a few clicks. When an employee shift is changed, staff members can view the updated Excel work schedule from anywhere with internet accessibility.

How to Develop an Employee Schedule in Excel

Employee scheduling software is a great tool to streamline the scheduling process, but only if you know how to properly use it. If you are unsure how to access Excel schedule templates you can follow the below steps-

1. Open up the Microsoft Excel program from your desktop.

2. Select the File tab option and select New.

3. From the Templates click the Schedules option.

4. Open the Business Schedules file.

5. Pick the appropriate schedule template for both your business and employee needs.

6. Enter every employee name in the column that is to the far left, if there are additional rows left over, use the right-click button to delete rows. To add more cells, use the right-click button to insert rows. This process can be used anywhere you would like to add or delete rows or columns.

7. Copy and paste the employee name row for every day of the week you are creating a schedule for.

8. Replace prefilled information with your business's information and mark each employee shift with an X.

9. After you have fully customized the original schedule template select the Save As option from the File drop-down menu. When you name the employee schedule remember to include dates to avoid any misunderstandings.

Many businesses will print out paper copies of the work schedule for employees to take home with them, or to post up in their break rooms. If your business is more eco-friendly, you can choose to email employees their work schedule copy.

A benefit of creating work schedules on Microsoft Excell is that updates can be easily annotated and shared with your entire staff. An additional benefit is that employees do not need to compare paper copies of work schedules to make sure that they have the most current version.


  • Creating an employee shift schedule on Microsoft Excel is an easy way to streamline the scheduling process.
  • Employee scheduling, if done properly, can increase a business's sales by 7% and boost productivity by 5%.
  • Improper scheduling can result in labor law violations and unnecessary labor costs. Additionally, employee turnover, morale, and satisfaction rates are all impacted.
  • While overstaffing decreases productivity, understaffing can be disastrous for the customer experience.
  • Microsoft Excel offers various work schedule templates for the schedule maker to choose from based on specific employee and business needs.
  • Staff members can view schedule changes through a quick template download from anywhere with internet accessibility.
  • Editing an Excel spreadsheet is simple, schedule makers can delete or add rows with just a few clicks.
  • Schedule makers can decide whether they want to print out paper copies of their work schedule or email them directly to staff members.