How To Use Excel to Schedule Employees

If you are a person who arranges schedules for your own employees, you will know that it can be a pretty complicated task, not to mention, time-consuming. However, if you use software that automates your tasks, it can turn out to be an effortless task. Don't worry; you don't have to purchase expensive software that is specifically made for scheduling your employees' work schedule. It is actually quite easy to do this using Microsoft Excel. By simply learning how to use its basic features, you can come up with a file that helps you create your employees' schedules easily and efficiently. Below are some tips and steps on how to create schedules with Microsoft Excel.

  • Start a new file on Excel. Start up your Excel program by double-clicking on the Excel icon on your desktop. From the tool bar, click on “File” and you will see a drop-down menu. From this, click on the option marked as “Save As.” You will then save this Excel file on your computer. Make sure that you label it properly, making it easy for you to identify which type of file it is. You can now locate your file easily. It is best to label your file with the date so you can easily refer to these when you need to.
  • Organize your rows. First, you have to determine how to arrange your data. Identify which data should be assigned to particular rows and columns. Once you have done this, you can begin labeling the rows so you won't forget what data should be put there. In this case, it is suggested that you type in the days of the week in the first rows. Type in all the days of the week on the first row, beginning from Sunday and ending on Saturday. For better understanding, the field marked Sunday should be the cell B1, “Monday” is on C1, “Tuesday” is D1, and so on.
  • Input data in the columns. Go to the first column marked “A” and go to cell A2. Type in the time period you wish to cover. An example of this is 7:30 AM to 8:30 AM. It is up to you to decide whether you wish to record time periods by hour, or every half hour. Fill up the columns until you complete a whole workday's worth. You can rearrange the layout to suit your preference, but doing it this way will ensure that the data will come out neatly. Once you have done this, you can now type in the names of the employees you would like to assign on the scheduled time periods.
  • Save the file. Once you have factored in all the names in their designated schedules, you now have a complete schedule for your employees. Make sure that you save the document so you will not lose the progress you have made.

You can print this schedule once you are done so you can distribute it to all your employees. The beauty of organizing your employee's schedules in Excel is that it is very easy to edit and revise. You simply have to save the file as a different version and you will have a different schedule for them.


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