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Having a reliable employee calendar that is easy to use, update and send out to employees might seem like an obvious management task. Yet many small businesses still use archaic methods like a white board to track employees’ schedules. Making an employee calendar in Excel isn’t hard. It becomes a reusable template to not only disseminate information but also keep track of employee patterns.
Microsoft Excel Templates
Microsoft and its many authorized developers have created numerous templates that make creating a shift schedule easy. Many of these are located in the Excel program itself. Simply open a new file and select the templates option.
Navigate through the options to find the one best suited to your needs. If you can’t find one within the program's existing templates, do a quick Google search for “shift schedule Excel templates.” You will see both free and fee-based options. Most allow a free preview so you can try them out. Once you've decided, download and save as an Excel template.
Choose a Design
Keep in mind the difference in how people will ultimately view the schedule before making one. Some schedules are “business hours” based, while others are “employee” based. Schedules based on business hours list the weekdays, one per column. The time of each shift then goes down the rows. You fill in each employee in the shift that employee is working. This helps ensure you don’t have gaps in shift coverage.
32 Free Excel Spreadsheet Templates Sticky Bar Title. Or planning a vacation. Download Excel Template. HR managers can use this template to track details for multiple employees in a given payroll period. The spreadsheet includes columns for salaries, overtime rates, retirement contributions, and more. Mar 26, 2014. Download an Employee Vacation Accrual and Tracking Template - For tracking employee vacation days accrued, personal leave, and sick leave accrual. As of 3/25/2014: After purchasing the template, in addition to downloading the Excel version, you will get the link to access and make a copy of our.
An employee-based shift schedule lists employees down the first column and the days across the top. When an employee takes a shift, the column for the day is highlighted, noting the time of the shift.
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For example, assume Jenn is the first employee listed. The week’s days are listed across the top of the schedule. If Jenn is working Tuesday from 2 to 5 p.m., this is noted in the Tuesday column in line with Jenn’s name, not chronologically. This method makes sure employees are getting work shifts, but it can leave gaps if a manager is not paying attention.
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Filling in the Blanks and Customizing
In employee types of schedules where the employees are listed, you might need to add or delete employees. Do this by selecting the row and either deleting it or copying it. To add the row after copying, select the row where you want to insert it and paste it. Copy, paste and delete are actions found in the Edit drop-down menu in Excel.
For schedules based on business hours, you might need to adjust the shift times in the same fashion of copying and pasting or deleting. You can create smaller shifts of fours hours from eight hours or do the opposite. Customize the business's operations and natural schedule options.
Save the file based on the date so you can easily update things on a weekly basis. Print a copy to post and distribute, or email copies to all employees to ensure everyone gets the schedule as early as possible.
About the Author
With more than 15 years of small business ownership including owning a State Farm agency in Southern California, Kimberlee understands the needs of business owners first hand. When not writing, Kimberlee enjoys chasing waterfalls with her son in Hawaii.
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Vacation Tracker Excel Template Download
From Musadya: This is a simple excel spreadsheet to track your employee's attendance and plan your employee's vacation.With one page attendance layout to cover one full year, you can easily track and plan your employee's vacation without switching to other worksheets to find their records. Included in this spreadsheet are custom codes with particular colors to ease you map different type of vacation/holiday.
To get started, you have to fill your company fiscal year start date and select your attendance observation period. You can customize four allocated vacation and holiday codes or leave it as it is. Then you can type your employee's information.
There is a summary vacation worksheet that will help you to calculate your employee's attendance monthly. Download and try the spreadsheet. And there is a commercial version where you can have it fully editable if you want to personalize it to meet your company's needs.