To develop a template for an employee schedule, open up a spreadsheet application and create fields for items such as employee name, days of the week, paid hours and overall costs. This type of document helps managers control labor costs while ensuring adequate staffing.
- Set up the columns of the spreadsheet
Make a column with the heading Employee, and then leave seven columns to the right of the employee's name for the days of the week. Enter the days at the top of the columns, but give this row twice the height of other rows so that you can add the specific dates later. Add two more columns after the seventh day: Paid Hours and Total Labor Cost. These are used to see how much each individual employee contributes to overall costs.
- Add rows to yield daily statistics and assign shift values
Add two rows at the bottom: Total Paid Hours and Daily Labor Cost. These are used to measure hours and costs for each day of the work week. Decide on shift values for the different time periods when you need employees. For example, set Day Shift to 8 hours, Swing Shift to 4 hours and Evening Shift to 8 hours. Print out a blank copy of this template to start working out the first week.
- Fill in the schedule
Add the designated shifts to each employee's schedule. Add up the hours in each daily column to get the total hours worked that day, and write that in the box at the bottom. Multiply that number by the hourly rate you pay employees, and write the total labor cost in the box below that. Add up total hours for each employee by going across the row by that employee's name. Write the sum of the hours. Multiply that number by the employee's hourly wage to get the total labor cost for that employee in that week, and write that number in the last column opposite that employee's name.