How to schedule your employees?

how to schedule your employees

Whether you are an entrepreneur, or you are doing a job in a company as an HR Manager, it is your duty to manage your employees.

Managing your employees is not that easy job. If you can’t manage your employees, it will be difficult for you to be successful as a business owner.

A well-functioning, effective, and experienced team can lead your business to grow. But how will you manage your employees?

Well, management is a skill. It is not a born gift. You need to practice it every single day at work.

Today, we are going to discuss about scheduling your employees, the importance of work schedule, employee scheduling techniques, and lots more.

So, if you are a business owner and looking forward to create an efficient team for your business, you are in the right place.

 Let’s get started.

The importance of work schedule 

Work schedule plays a vital role in a business. It has come up with tons of benefits. A proper work schedule will help you to create an efficient team with equal strength. It will help your employees to get their job done within a particular time frame.

Here, we have shown some of the benefits of a proper work schedule.

Create a productive team

If you implement a proper work schedule in your business, it will help you to find out the most efficient, and productive employees of your company. It will help you to create a great team that will grow your business.

On the other hand, you will be able to find out the less productive employees and nourish them so that they can also participate in the company growth.


The work schedule can also help you to finish a project within a short period of time. That means if you give your projects to your efficient employees they can complete the tasks before the deadline.

Besides, each of your employees will be able to know their schedule in advance so, they can prepare themselves for their upcoming projects.


A perfect work schedule has been created in such a way that all the employees have no issue with the schedule. It will help you to motivate employees to work more for the company.

Manpower scheduling

Manpower Scheduling is basically a schedule that ensures each person working in a designated position will have the opportunity to work each shift within their workplace.

Manpower scheduling is the blueprint of a successful business. Most of businesses fail because they don’t bother about manpower scheduling. 

You should definitely know that proper manpower scheduling will give you the following benefits.

  • It will enhance the effectiveness of your company operations.
  • Help you to deliver your projects successfully and on time.
  • Help you to reduce your costs.
  • Allocate tasks to the correct and efficient person.

But how to do manpower scheduling or what you should do to do this stuff. If you ask me how to do it, then I would say there are hundreds of online software that are available in the market for manpower scheduling.

If you don’t want to invest any money for any software, you can do it on excel as well.

You need to follow three steps for proper manpower scheduling. They are

General Scheduling

In this step, you need to write down all the existing designations of your company. Write down the lists of shifts that are available in these positions.  

Now you need to write down the name of the employees and the designation they deserve in your company.

If you are done with that, sort out and make a list of your employees who deserve to work in the same position together.

After that make the employee name and work hours column in excel and write down the information.

Every time you change the schedule the top name will go to the bottom. This is how General Scheduling Works.   


Everybody who works needs a vacation to refresh themselves. Write down how many vacations and sick leaves you want to give your employees according to their designations.

Now find out the employees who will take care of their work while they will be out of office. You can add extra employees to minimize the workload of your staff.

Multi-tasking employees

You will find several employees who are very efficient and productive on your organization. They can manage to work in multiple positions in your company. In this step, you need to make a list of those employees.

You can assign them in any position while any of your employees will be on leave. Then you don’t need to hire anyone for that specific period of time.

7-day shift patterns

7-day shift pattern is basically a slow rotating shift pattern. In this process, you need to choose four teams who will work 8 hours a day. This process is applicable to those businesses that need 24/7/365 coverage.

In this process each team rotates through the following sequence on every 28 days: 7-day shifts, 2 days off, 7 swing shifts, 2 days off, 7-night shifts, 3 days off.

Employee scheduling techniques

Creating a work schedule is not an easy task. Anyone can do it. However, aking a perfect work schedule is not that easy. I know you can not make everyone happy. But a proper schedule can reduce the number of demotivated employees of your business and turn them on to work for the company.

In a perfect work schedule, you need to keep in mind the following things.

  1. You need to know your team
  2. Increase communication among your employees
  3. Make shifts combining your efficient employees.
  4. Make your schedule as fast as possible
  5. Keep honor work preference and Time-off request
  6. Let your employees do their scheduling
  7. Use the perfect tool

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