Free Schedule Templates For Employees
Free Schedule Templates For Employees – Maybe a long week of weeding is over and you’ve finally found a moment to work on your next week’s schedule. Or maybe you’re looking for a fresh start with your Excel or Google Sheets spreadsheet and need a template to customize.
Either way, if you’re reading this, you’re trying to work magic by coming up with the following definitive work schedule for a restaurant staff of dozens. To the uninitiated, this task can seem as daunting as landing an airplane.
Free Schedule Templates For Employees
Consider all the moving parts: each employee’s availability, operating budget, shift staffing needs, special event considerations, labor compliance regulations—we could go on. Don’t worry, we have flying lessons for you.
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To make sense of this madness, let’s harness the power of Microsoft Office software Excel to dive in, set, assign and track our work schedule for the coming weeks.
We’ve even created a template that you can edit and customize to suit the number and type of employees you’re planning and the type of shifts you’ve chosen to cover your restaurant business. (If you need more information on how to choose the best shift for your operation, read our guide here.)
The completed schedule can then be sent to all employees or printed for reference. But we are moving forward. If this is your first time creating a shift schedule using an Excel template, follow the step-by-step guide below to learn where and how to enter the right data in the right place.
Customize the Schedule tab 1. Edit the table by entering the name of your restaurant and the week you are planning in the upper left corner.
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2. Add the correct dates and days of the week for the seven days in row 6 of the table.
3. Next, add the names of your employees to the first column, replacing employee 1, employee 2, etc. Appropriate category manager, server, etc.
4. If you have fewer employees than are currently in the table, right-click the unwanted row and select Delete, then Entire Row. Click “OK”.
5. If you have more employees than are currently in the table, right-click the row and select Insert, then Entire Row. Click OK.
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6. Finally, for each employee category type section, in the row above the list of employee names, enter the names of managers, servers, hosts, etc. The amount you will need that day.
Customizing the Shifts tab 7. Click the Shifts tab at the bottom to work on the next worksheet in the template.
8. Change the start and end times of each shift to match the shifts in your operation. Change the start and end times in columns B and C only, and the Shift column will update automatically. Be sure to use “am” or “pm” for start and end times.
8a. If you have fewer offsets than are currently in the table, right-click on the row and select “Delete”, then “Entire Row”. Click “OK”.
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8b. If you have more offsets than are currently in the table, right-click the row and select Insert, then Whole Row. Click OK. Add new lines only below the first entry and above the last entry.
10. If you have fewer roles than are currently in the table, right-click on the row and select “Delete” and then “Entire Row”. Click “OK”.
11. If you have more roles than are currently in the roles table, right-click the row and select Insert, then Whole Row. Click “OK”. Add new lines only below the first entry and above the last entry.
13. For each day, select a shift from the drop-down menu for each employee. To do this, click on the top half of the cell and click on the arrow that appears next to the cell. If the employee does not work on this date, be sure to select “OFF”.
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14. Then assign the employee to that day’s shift. To do this, click on the bottom half of the cell, press the arrow and select the correct role.
16. If there is a special event planned this week, enter it in row 7 of the table.
It’s true that shift work planning—even with a handy template and step-by-step guide—is functional, but time-consuming and time-consuming. That’s why entire companies are dedicated to creating innovative software that takes the pain, confusion, and unnecessary hours out of creating and maintaining shift schedules.
Scheduling software will not only automate many of your tedious daily and weekly scheduling tasks, but will improve scheduling and ultimately save your operation $2,000 per month in labor costs.
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Here are 8 ways software can make your life easier and take you from functional to innovative planning:
A task that might take 10 hours of manual or spreadsheet entry can take as little as two hours with dedicated scheduling software. Scheduling software automates tedious tasks, dramatically reduces manual input errors, empowers staff to take responsibility for their own availability, and tracks the data they need in real time.
If you use an Excel timesheet, how do employees request time off? How do you deal with schedule changes?
With scheduling software, employees can use a phone app to submit time off requests as well as submit weekly availability. Managers receive notifications via their app (phone or desktop) and can approve or deny requests at their convenience and adjust their schedules in real time.
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Employees can use scheduling software applications to communicate about shifts. Once they reach an agreement, they can enter the proposed shift change into the application and wait for the manager to approve it.
No more manhunting to see who is available to cover this or that shift, no more broken phones, no more call transfers. You can also use scheduling applications to create a pool of shifts, giving staff the ability to bid on all available, unreserved shifts.
Let’s say you’ve created a great shift schedule in Excel only to find out on the day you’re short staffed that your backyard server never got an email or saw the new schedule posted in the office. Scheduling software allows your staff to access an updated schedule at any time via an app. They can also use the app to chat with each other or their manager.
Some scheduling apps (like ) even text employees 15 minutes after their shift ends to give their manager feedback on their shift experience. Managers can, in turn, send all employees and can even create groups (day shift, night shift, etc.) to share and receive updates and questions, or simply connect and interact with the team.
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Software like this can be integrated directly with your point of sale (POS) system. This means that real-time sales data will be used to predict the optimal number of hours and shifts you will need to stay in the black.
Let’s say you set your operating budget target at 18% of total operating expenses. When you create a schedule using scheduling software, the weekly budget tool shows in real time whether you’re exceeding your target labor costs as you change from week to week.
This avoids the time-consuming and tedious (but necessary) process of going through last week’s expense tables to try to catch the source of the overspend after it has already occurred.
The scheduling software automatically records and uses your location to populate the weather forecast for each day of the new work schedule. That way you’ll get a visual reminder that your location is due for a heavy snow storm, for example, which can affect business and may mean you need fewer servers that day.
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An Excel template will never tell you if your employees are working overtime during business hours or working too long without mandatory rest – as defined by some regulators in some states. Such neglect can mean serious penalties for the offence.
But with scheduling software, managers are alerted to potential violations before they happen, as they adjust schedules and receive notifications of how much the violation will cost the operation in penalties.
If scheduling software isn’t what you need or want right now, we hope you find the template helpful. If, on the other hand, you’re inspired to switch to scheduling software but the decision isn’t in your hands, here are a few ways to show your boss the innovative scheduling software available in modern restaurants. Good luck!
Four basic planning styles have developed over the years: conventional, traditional, functional, and innovative. To learn more about each and which one is best for you, check it out
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