Come creare un modello di pianificazione del lavoro (con esempi)
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A work schedule shows when people are working, what they’re working on, and who is responsible for each task or shift. Planning ahead helps managers spot gaps, assign tasks before deadlines become a problem, and keep everyone informed about what’s next. You can choose from many types of work schedules based on your business needs. Making a work schedule template can be tricky, but scheduling tools let you customize as needed. After you create your schedule, use online tools to put it into action.
What is a work schedule template?
A work schedule template is a reusable format for planning employees' work hours, the shifts they cover, and the responsibilities they handle. It gives managers a consistent way to organize employee names, dates, shift times, roles, availability, time off, and notes.
Teams can use a work schedule template to plan daily, weekly, or monthly schedules without having to start from scratch each time. For example, a retail manager might use one to assign morning and closing shifts and prepare time-tracking records, while a project manager might use one to plan deadlines, assign task owners, and schedule key meetings for the week.
A good template makes it easy to check coverage, find scheduling gaps, and share updates with the team. It also helps managers compare planned hours to actual hours worked when used alongside a timesheet template.
Why use a work schedule template?
If your team is juggling tasks, missing deadlines, or having trouble with shift schedules, a customizable work schedule template can help. By showing who works on what and when, templates remove guesswork and make operations smoother for everyone.
Using a work schedule template simplifies the scheduling process for managers by making it easier to allocate resources, anticipate workload, and manage time off. Start with a flexible schedule template in Asana to organize shifts, deadlines, task owners, and schedule changes.
In essence, a well-crafted work schedule template is more than just a chart; it's a strategic scheduling tool that can balance workloads and propel your team towards greater efficiency and success.
How to create a work schedule template
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A work schedule is a simple document that shows which team members are working at certain times. You can make it even more useful by adding details about what each person will be working on. Follow these six steps to improve your work schedule template.
To get started quickly, try our free work schedule template to track shifts, availability, and tasks in one place.
Create a work schedule template1. Align work schedules with your team
The first step in making your work schedule template is to match it with your team's actual work schedule. This helps everyone agree on who will be working when.
Tip: Always check with your HR and legal teams during this stage to ensure you're complying with local and federal guidelines about work schedules. For example, which team members are allowed to work overtime and which team members aren’t?
2. Identify who’s working on what
Once you’ve aligned your team’s work schedules, you can take a comprehensive look at your to-do list. That way, you can create a big picture view of what needs to be done and what priorities others already have.
When you make your list, input the tasks you and your team need to complete into your online tool. You may want to start with a weekly or monthly task list; that way, you can make a habit of regularly updating this list. Also include items team members need to track, such as meetings, workshops, and performance reviews.
Tip: When you make your list, input the tasks you and your team need to complete into your online tool. You can use a work breakdown structure to identify the required tasks for each of your projects. If you can’t think of everything, don’t worry. Team members can add to their work schedules once they view them online. They’ll have the best idea of what their daily schedule should include.
3. Label tasks by deadline
In addition to capturing everything your team needs to work on in the coming days or weeks, ensure each initiative has an accompanying deadline. Without an understanding of when work is due, your team won’t be able to effectively prioritize their tasks.
Keep in mind that deadlines may change as timelines shift, and that's okay. Even rough deadlines help your team know what to work on and when.
Tip: It’s okay if you’re unable to plan your work schedule months in advance. Aim to flesh out the details of one project at a time. Add those details into your project management tool to keep track of tasks, deadlines, and priorities. Then, if you need to make any changes, your virtual tool makes your work schedules flexible and easy to adjust.
4. Assign tasks to team members
Your work schedule shows who’s working when. Combine that information with each task's deadlines and priorities to determine who needs to work on what. In particular, seeing deadlines next to your tasks can help you determine how many people you need for each project, and when those people will be available. Use a RACI chart to outline what roles and responsibilities team members have for each project.
As you assign team members to tasks, consider the following questions:
When are team members available?
How many hours does each team member have to work on this?
What days are team members available for work?
How can I align team member schedules with relevant work tasks?
Tip: Once you know your timeline and team, bring everyone together to nail down the project details. It’s often easier to identify team members' strengths and determine where people fit within a project by observing their behavior and gathering feedback.
5. Create start dates for tasks
Deadlines indicate when team members should complete tasks, but you’ll also need to map out task start dates. Team members need both start and end times for tasks so they can plan out the rest of their schedules. That way, they can make room for unexpected meetings, professional development, or personal to-dos.
Tip: An alternative to creating start dates for tasks is to assign hours to a project. This gives team members flexibility in starting tasks while still providing the necessary structure. Estimated hours also set benchmarks for utilization rates. Once a team member completes a task, they'll clock the actual hours it took them, and you'll compare this time to the time you assigned.
6. Automate and change as needed
A big advantage of online work schedules is using built-in rules and automation. Work can get busy, and schedules have many moving parts. Use project management automation to track your team's work and help prevent burnout.
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Some helpful ways to automate your work schedule include:
Assigning hours to individual tasks
Moving work around when one team member is overloaded
Adjusting deadlines when projects get extended
Tip: You should now have a comprehensive task list with people assigned and timeframes for each task. At this point, you can make any necessary changes to your work schedule and ask team members for feedback.
Leggi: La miglior alternativa ai modelli e ai calendari di Microsoft ExcelEssential work schedule templates for every team
Employee work schedule templates help managers plan shifts, assign responsibilities, and track who works when. Some templates also include timesheet details like hours worked, overtime, and approved time off. The table below compares common templates, what they help you manage, and when to use them.
Template | What it helps you manage | Key details to include | Best for |
Employee schedule template | Individual shifts, availability, absences, and schedule changes. | Employee names, workdays, shift start and end times, approved time off, total hours, overtime, and notes. | Managers who need to assign shifts and track who works when. |
Weekly priorities, tasks, meetings, and work hours. | Weekly goals, daily tasks, priority work, meetings, appointments, weekly work schedule, and notes. | Team members who need a practical view of the week ahead. | |
Daily tasks, deadlines, meetings, and priorities. | Daily goals, hourly schedule, to-do list, priority tasks, work hours, and end-of-day notes. | Employees who need to plan each day in more detail. | |
Rotating shifts, roles, days off, and shift patterns. | Employee names, shift times, roles, responsibilities, rotation pattern, days off, and notes. | Teams that run early, late, overnight, or around-the-clock operations. | |
A team’s schedule, tasks, deadlines, and meetings for the week. | Employee names, dates, daily assignments, shift times, weekly goals, meetings, deadlines, and notes. | Teams that plan work one week at a time. | |
Longer-term schedules, project dates, time off, and monthly goals. | Employee names, date ranges, key projects, tasks, deadlines, time off, monthly goals, and notes. | Teams that need to plan workloads, staffing, and deadlines over a full month. |
After you pick the right template, choose the schedule type that best fits your team's hours, coverage needs, and staffing. Below, we explain common work schedules and when to use each one.
Leggi: Come trovare il modello di pianificazione del lavoro giusto per il tuo teamDifferent types of work schedules and when to use them
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Work schedules differ by industry, role, and location. They can range from standard full-time hours to rotating shifts, flexible schedules, and night shifts. Reviewing different types can help you find a format that fits your team's workload and offers flexibility. Always check with your legal or HR team before making changes to ensure compliance with labor laws.
Some of the most common types of work schedules include:
Schedule type | How it works | When to use it |
Full-time | Team members work a standard full workweek. In the U.S., this often means 40 hours per week, such as 9 a.m. to 5 p.m., Monday through Friday. | Use it when your team needs consistent coverage, regular collaboration hours, and predictable availability. |
Part-time | Team members work fewer hours than a full-time schedule. Managers assign work based on each person’s availability. | Use it for roles that require fewer hours, for seasonal coverage, or for employees who prefer reduced schedules. |
Remote or flex schedule | Team members work remotely, choose flexible hours, or follow a mix of core hours and flexible time. For example, a team may set core hours from 10 a.m. to 2 p.m. and let employees choose the rest of their workday. | Use it when employees can complete work without everyone working the same hours or from the same location. |
5-4/9 work schedule | Team members work 80 hours over two weeks. They work five nine-hour days during one week and four nine-hour days during the next. | Use it when full-time teams want every other Friday or Monday off without reducing total hours. |
2-2, 3-2, 2-3 work schedule | Team members usually work 12-hour shifts in a repeating cycle: two days on, two days off, three days on, two days off, two days on, then three days off. | Use it for around-the-clock operations, such as healthcare, security, manufacturing, or support teams. |
4/10 schedule | Team members work four 10-hour days and take three days off each week. | Use it when your team can support longer workdays in exchange for a shorter workweek. |
How do you choose the right work schedule?
Choose the right work schedule by matching your staffing needs with your team’s availability, workload, and business hours. Start by identifying when you need coverage, how many people you need on each shift, and which roles or skills each shift requires.
Leggi: Ventinove modelli ed esempi di gestione del tempo per essere più efficientiIt also helps to review employee preferences, labor laws, overtime rules, break requirements, and budget limits before you create the schedule. For example, a customer support team may need staggered shifts to cover peak request times, while a small retail team may need a rotating schedule to split weekend work fairly.
Before you choose an employee schedule format, consider:
When does your team need people working?
Who can work specific days, hours, or shifts?
When does work volume increase or slow down?
Does the schedule distribute nights, weekends, or high-demand shifts evenly?
Does the schedule follow labor laws, break rules, and overtime limits?
Can the schedule handle sick days, late changes, and employees who need to request time off?
The best work schedule template provides your team with the coverage it needs without overloading anyone or leaving gaps.
Visualize team member work schedules with Asana
When you use a tool like Asana, you open up possibilities for your team. Your work schedule will be more than a simple list; it will be a living document that others can interact with, change as needed, and integrate with task management.
Putting your work schedule online will help you manage your team effectively while juggling other responsibilities. With the proper structure in place, your team can accomplish its best work. Get started with Asana today.
Create a work schedule templateFAQs about creating work schedules
You can make scheduling easier by using a repeatable process instead of starting from scratch each week. Create a standard template, collect availability early, and set a deadline for time-off requests so managers have all the information they need before assigning shifts.
A shared schedule helps employees know when they work, who they are working with, and what changes have happened. To make employee scheduling easier:
Use a work schedule template. Start with the same weekly or monthly format instead of creating a new schedule from scratch each time.
Collect availability in advance. Ask employees to submit unavailable dates before scheduling begins.
Set rules for shift swapping. Decide who can swap shifts and when a manager needs to approve the change.
Track time off and holidays. Add approved absences before assigning shifts.
Assign roles, not just names. Make sure each shift includes the right skills or responsibilities.
Use the right tools. A scheduling app can help managers publish schedules, collect changes, and update employees faster.
Protect employee details. Use privacy controls to limit who can view personal information, notes, or availability.
Connect schedules to hours worked. A time clock can help teams compare planned shifts with actual hours.
Team scheduling gets easier when everyone knows the process, deadlines, and expectations before the schedule goes out.
Work scheduling software helps teams create, update, and share schedules without using printed sheets, spreadsheets, or one-off messages. Paper schedules can get lost, become outdated quickly, and make it hard to edit when things change.
Managers can use online scheduling tools to see who works when, assign tasks, update deadlines, and share schedule changes with the team. Employees can check their shifts, review their responsibilities, and find the latest schedule details without searching through different messages or files.
Work scheduling software also helps teams connect schedules to project work. For example, managers can track staffing needs, task owners, deadlines, and project milestones in the same tool, which helps on larger projects with many moving parts.
The best way to view a work schedule depends on what your team needs to manage. Some teams use a calendar to review deadlines and coverage, while others use a board or list to track task status, owners, and handoffs.
A Gantt chart shows tasks, timelines, milestones, and dependencies on a horizontal timeline. Teams can use it to plan work over time and spot schedule conflicts or dependency issues.
A calendar view shows shifts, tasks, meetings, and deadlines by day, week, or month. Teams can use it to review due dates, coverage, and upcoming work.
A list view displays schedule items in a task list, with details such as owner, priority, documents, deadlines, and notes. Managers can use it to quickly review assignments and manage task details.
A Kanban board organizes tasks into columns, such as “to do,” “in progress,” and “done.” Teams can use it to track work by stage and identify unfinished tasks.
Each view helps teams review the same schedule from a different angle. A calendar supports timing, a Gantt chart supports dependency planning, and a Kanban board supports status tracking as work progresses.
To create a schedule in Excel or Google Sheets, start with a simple table that lists dates, shifts, employees, roles, and hours. Excel works well for basic schedules because you can copy weekly formats, use formulas to calculate hours, and color-code shifts by role or status.
Here’s a simple way to build a schedule:
Create your columns: Add columns for date, day of week, shift start time, shift end time, employee name, role, location, and notes.
Add your schedule dates: Enter the week or month you want to plan.
List available employees: Add employee names and their availability.
Assign shifts: Fill in the employee, role, start time, and end time for each shift.
Calculate total hours: Use formulas to subtract start time from end time and total each employee’s weekly hours.
Format the schedule: Use borders, filters, and colors to make the schedule easier to scan.
Review for gaps: Check that every shift has coverage and that no employee has too many hours.
Share the final schedule: Send the file, export it as a PDF, or store it where employees can access it.
Excel and Google Sheets can work well for small teams, but they are harder to manage when schedules change often, or multiple people need to request edits.
Yes, ChatGPT can help make a work schedule if you give it the right details. It can organize shifts, suggest coverage patterns, draft templates, and help you compare different staff scheduling options.
For the best result, prompt ChatGPT to provide:
The dates you need to schedule
Your business hours
The number of employees needed per shift
Employee names and availability
Required roles or skills for each shift
Time-off requests
Overtime limits or maximum weekly hours
Any rules for weekends, nights, or rotating shifts
For example, you could ask ChatGPT to create a weekly schedule for eight employees, with two people working each shift, no one working more than 40 hours, and weekend shifts divided fairly. ChatGPT can give you a good first draft, but a manager should always review the schedule for accuracy, compliance, and employee preferences before sharing it.
A 5-2-5-3 work schedule is a rotating schedule where employees work five days, take two days off, work five more days, and then take three days off. The pattern repeats after the cycle ends.
A simple version looks like this:
Work 5 days
Take 2 days off
Work 5 days
Take 3 days off
This schedule often works for teams that need consistent coverage over a two-week period. It can help distribute days off more evenly than a standard Monday–Friday schedule, depending on how managers rotate assignments.
The 5-2-5-3 schedule can be useful for operations, support, healthcare, security, manufacturing, and other teams that need coverage beyond traditional weekday hours. Managers should review total hours, rest periods, and local labor rules before using this schedule.
A 4-3-3-4 work schedule is a repeating schedule where employees work four days, take three days off, work three days, and then take four days off. The schedule usually repeats over a two-week cycle.
The basic pattern is:
Work 4 days
Take 3 days off
Work 3 days
Take 4 days off
This schedule gives employees longer stretches of time off than a standard five-day workweek. It can work well for teams that need extended coverage, especially when shifts run longer than eight hours.
A 4-3-3-4 schedule may help teams cover weekends, nights, or continuous operations, but managers need to watch for long shifts, overtime, and fatigue. It works best when employees know the rotation in advance, and managers plan coverage around required roles.
A 4-5-5-4 work schedule is a rotating schedule where employees work four days, take time off, work five days, take time off, work five days, take time off, and then work four days. The exact days off can vary by employer, but the schedule follows a repeating 4-5-5-4 pattern.
In simple terms, the workdays follow this sequence:
Work 4 days
Work 5 days
Work 5 days
Work 4 days
This type of schedule helps employers rotate coverage over a longer cycle. It can work for teams that need steady staffing throughout the week, including weekends or extended business hours.
Because the pattern can vary based on how days off are assigned, managers should document the full rotation before sharing it with employees. That way, each person can see their workdays, days off, total hours, and any weekend assignments.
