How to Set Up a Work Schedule Chart

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A work schedule chart makes it easy to organize workers and plan work schedules in advance. Ask workers to provide first, second and third requests for preferred work hours and days to avoid complaints, requests for last-minute changes and persistent tardiness. Provide sufficient coverage where possible, so work shifts are stress free and efficient. Make the chart available online or print copies for everyone in the office.

Download a work schedule template. Select an employer scheduling software designed for planning a work week or organizing shift schedules. Free versions are available online. However, advanced software requires a subscription or one-time fee.

Modify the year, month, week and start time using the setup instructions provided. For example, select a two-week work schedule starting March 2, 2011, and ending March 15, 2011.

Enter the name of each worker scheduled to work a particular shift. For example, if John Q. Public is scheduled to start work at 9 a.m. and end work at 3 p.m., input his full name or ID number in the appropriate time slots.

Organize shifts so a sufficient number of workers covers each shift. Assign duties within the chart or create a second chart to organize duties. Arrange the second chart based on morning, midday and closing shifts. Create a separate chart for workers and management, if desired.

Click “Save” to save the changes you’ve made. Enter a file name such as “March 2001 Bi-Weekly Office Work Schedule.” Lock the schedule with a user selected password, if possible, to avoid last-minute changes by unauthorized personnel.

Print the schedule to a normal letter-size sheet of paper or select a paper size that suits your office needs. If the template can be uploaded to a company website, provide workers with passwords to view the schedule 24 hours a day.

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