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How to Plan a Homework Schedule

Last Updated: February 2, 2024 Approved

This article was co-authored by Ronitte Libedinsky, MS . Ronitte Libedinsky is an Academic Tutor and the Founder of Brighter Minds SF, a San Francisco, California based company that provides one-on-one and small group tutoring. Specializing in tutoring mathematics (pre-algebra, algebra I/II, geometry, pre-calculus, calculus) and science (chemistry, biology), Ronitte has over 10 years of experience tutoring to middle school, high school, and college students. She also tutors in SSAT, Terra Nova, HSPT, SAT, and ACT test prep. Ronitte holds a BS in Chemistry from the University of California, Berkeley, and an MS in Chemistry from Tel Aviv University. There are 7 references cited in this article, which can be found at the bottom of the page. wikiHow marks an article as reader-approved once it receives enough positive feedback. In this case, 100% of readers who voted found the article helpful, earning it our reader-approved status. This article has been viewed 475,629 times.

It feels like homework never stops getting piled on, and keeping track of it all can feel a little chaotic. That’s where a homework schedule comes in. With a good schedule, you won’t have to worry about missing homework assignments or not having enough time to finish them, and it’s surprisingly easy to put one together. Not sure where to start? Don’t worry—we’ll walk you through what to do step-by-step below!

Setting Up a Homework Schedule

Step 1 Set a time frame for doing homework.

Creating a Homework Space

Step 1 Select your environment carefully.

Understanding What Needs To Get Done

Step 1 List all of the homework and activities that you have for that day or week.

  • The subject or course in which the work is assigned (for example, Spanish , algebra , French or English )
  • Know what you're expected to hand in or do and ask if you do not understand (for example, turn in an essay , develop a PowerPoint presentation, or take a test.)
  • The details of your assignments (for example, double-spaced or single-spaced, blue ink or black).
  • Page numbers (which pages you need to read, study, or refer to complete your assignment.)
  • Due date of the assignment.

Getting All of Your Homework Done

Step 1 Estimate how much time will be needed to complete each assignment.

  • To solve this problem, if you cannot meet all the deadlines, use a static priority rate-monotonic policy. Find the course that releases new homework the most frequently, and list it the highest (do the work first), and so forth. This is mathematically optimal among all static-priority scheduling policies. In other words, if ANY static priority scheme can meet all the deadlines, the rate-monotonic static priority scheme will meet all the deadlines, too. When the static priority scheme misses deadlines, it is deterministic - the lowest priority class assignments will be skipped, so it behaves predictably when you are overloaded. If certain assignments have the same due date, then start with the one(s) that are hardest or will take the longest.

Step 3 Break down your homework time.

  • If you have a five-page English paper due on Friday, evenly spread the total amount of hours you believe it is going to take to complete the paper between each day.

Step 4 Write in break times.

Homework Planner Template

how to make a schedule for school work

Expert Q&A

  • Avoid distractions such as TV, video games, phone conversation, or surfing the internet. You must fully devote your schedule to doing this. That means turning off all electronics except your lamp , clock , and room light, and, if needed, your computer. You may even want to turn off your phone. Thanks Helpful 0 Not Helpful 0

how to make a schedule for school work

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  • ↑ https://www.wssd.k12.pa.us/SettingUpaHomeworkSchedule.aspx
  • ↑ https://childmind.org/article/strategies-to-make-homework-go-more-smoothly/
  • ↑ https://kidshealth.org/en/teens/homework.html
  • ↑ Ronitte Libedinsky, MS. Academic Tutor. Expert Interview. 26 May 2020.
  • ↑ https://www.understood.org/en/school-learning/learning-at-home/homework-study-skills/homework-strategies
  • ↑ https://www.lifehack.org/articles/featured/6-proven-ways-to-make-new-habits-stick.html
  • ↑ https://www.psychologytoday.com/us/blog/happiness-in-world/201203/how-prevent-procrastination

About This Article

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A schedule is a crucial part of organizing your daily life. Whether it’s for your personal use or a team of employees, your programs need to be clear, concise, and unambiguous. There are several off-the-shelf schedules on the Internet. And while many of them are effective, none of them was designed solely for you or your business. However, if you can create a schedule based on your specific needs, it will make a huge difference to the way you manage your affairs.

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Simple to use drag and drop tools to quickly visualize class schedules, assigned teachers, and durations to easily gather information.

Use frames inside the infinite canvas to generate page-like layouts to arrange informative class schedules and build a presentation flow around them.

One Canvas to Organize Class Schedules and Syllabuses

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Infinite canvas that can scale up to 1000s of items for teachers to create class schedules for all of their classes.

Link workspaces to make a flow of syllabuses and content plans of each subject.

Import videos, photos, documents, screenshots, or anything onto the canvas to plan your classes.

Add detailed docs, attachments, links and more on each icon to save past papers, resources, and references for a class schedule.

Stay On Top of Your Schedule

Stay On Top of Your Schedule

Freehand drawing to visualize and highlight special information without any constraints.

Smart shapes and connectors to visualize class schedules and rearrange them as needed.

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Discuss Conflicts and Overlapping Schedules

Discuss Conflicts and Overlapping Schedules

Audio and video conferencing to discuss schedule changes, substitute allocation for absence/leave in real-time.

Real-time cursors for any number of participants to collaborate with colleagues on a shared canvas.

Full version history to keep track of the modifications done to the class schedules in different time frames. Branch out from an earlier version if needed at any time.

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  • Choose a template that best represents your particular schedule, based on the number of classes and days of the week - either a 5 day week or 7 day week.
  • Drag and drop shapes into the canvas to add more details specific to your individual schedule.
  • Alter size and color of shapes based on number of classes and time.
  • Add text. Using the contextual toolbar, you can quickly change the font type, color as well as the size to suit your needs.
  • Color code the schedule, group similar classes or tasks together to give you a better understanding of what’s ahead.
  • Import images or graphics to customize it and make it uniquely yours.
  • Add a note section to take down important details or changes to the schedule.
  • Download it in PDF format for printing in high resolution.
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8 Steps to Building an Elementary School Schedule

Building a school schedule can feel like assembling a jigsaw puzzle—these tips help the process go smoothly for administrators.

Illustration of black glasses with a calendar in the lenses

A daily schedule is vital to a school functioning at its optimum level. The schedule, if done correctly, will ensure that the school day can meet the needs of all students. When I became the assistant principal of an elementary school, I felt overwhelmed when the school’s schedule became part of my duties. But after six years of constructing my school’s schedule, I have come up with a few steps that ensure the school day runs smoothly. An effective schedule serves the goals of the school, covers necessary courses, provides teachers the time they need, and meets the learning needs of students.

Steps to Building an Effective Schedule

1. The basics:  I start creating the schedule over the summer. I look at the previous school year’s schedule and ask myself what worked and what didn’t work. As you construct your school’s schedule, start with the basics, imagine the schedule as being like a pyramid, and build up from a solid foundation. Here are some basic questions to ask:

  • How many periods per school day?
  • How many minutes for each period?
  • How many lunch periods?
  • What are the required courses by grade?
  • How many times a week or minutes do required courses meet?
  • Are there courses that require block scheduling?
  • What are school-system-wide requirements? 

2. Teacher needs: Once these questions are answered, make sure to take into account teacher contracts. For example, in New York City, every teacher must have a duty-free lunch and a preparation period.

I also ask teachers for feedback. If I am able to accommodate their requests, I do, but I am transparent with everyone that their class is a piece of the greater puzzle and not all requests will be accommodated. For instance, we have three lunch periods, and the coveted lunch period is second because it lands in the middle of the day. We assign that lunch period carefully, based on how quickly children eat and what other courses might be planned. Kindergarten eats lunch during the last lunch period, with a snack built in prior to their lunch. One would think that they should eat during the first period, but they tend to eat slowly, so if they are not finished, the teachers can stay with them in the cafeteria and not overlap with another lunch period.

3. Setting scheduling priorities and school goals:  Based on end-of-year meetings with the district and school leadership, I gather the projected priorities and take those into account when planning. Each year, the school or district leaders will prioritize a specific goal or focus. One year, math was a district priority, so I rearranged the schedule so that every class had double-period math blocks in the morning twice a week. This scheduling change improved the scores on math assessments.

4. Recognize the needs of different grade bands: Schedules should be flexible in meeting the goals of specific grades. In my school, K–2 grades spend one period each day on a phonics program to help them learn how to read. Grades 3–5 don’t have a phonics period, so that extra period in their schedule becomes a writing skills course where teachers review basic grammar.

5. Making time for special need and programming: Students may need additional support provided by classroom teachers, including students with disabilities, students who need additional academic support, and English language learners. For example, I schedule one period a week for each teacher to pull students who are struggling to provide one-on-one support. Other administrators may create time in a teacher’s schedule for them to work individually with English language learners or other students needing individualized attention.

Special programming may also require shifting schedules. For example, we have contracted with a vendor to give STEM classes to our students for a span of about four weeks during the school year. Programming the classes during this time requires shifting courses. Another year, we were awarded an arts grant, so we adjusted the schedule so that each class was able to have art instruction. This kind of flexibility allows students to be exposed to exciting opportunities, while also ensuring that the core curriculum is taught.

6. System for covering teachers:  Even the best-created schedule can fall into turmoil when teachers are absent. Setting aside money in the budget for substitute teachers is critical to ensuring that the school runs smoothly. Having a system in place for teachers and staff to report absences due to personal days, sickness, professional development, and leaves is important, but it is critical to have a system where learning continues even when a teacher is absent. Teachers at my school create lesson plans that the substitute teachers must teach in their absence.

7. Benefits of communicating the school schedule with parents: Finally, communicating with parents the courses and programs your school is offering is vital to the parent-school partnership. Communicating the content of the courses allows parents to assist when work is sent home.

8. Scheduling technology: There are many programs on the market for scheduling. I use Microsoft Excel, where I created formulas that generate the schedules. One year the drive I was using was corrupted and I lost the file, so make sure to back up!

The school schedule is a daunting and rather thankless task. I often think of it as a thousand-piece puzzle. It takes hours, maybe even days, to complete, but once it is finished and you step back, you can see the full picture of how each piece not only is vital to running the school but also helps to meet the learning needs of all students.

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How to Make a Daily Schedule? The Best Study Plans Out there!

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Your alarm goes off, but before you can close your eyes and hit “snooze,” you jump up with excitement because you’ve got a plan! What’s the plan, you ask? It’s everything you learned to do when you read this article about how to make a daily schedule for students. With the number of tasks you have on your plate, you may otherwise become easily overwhelmed or stressed out. With a schedule in place and the ability to manage your time, you’ll be able to perform better with less chaos in your life.

By using a daily study timetable for students, you will know how to best manage your time and make the most out of the hours in the day. We’ll show you how!

how to make a schedule for school work

The Importance of Time Management for a Student

First things first, why should you even care about using the best timetable for a student? Well, if you’re a student or considering going back to school, then it’s safe to bet you feel (or will feel) constrained by time. But, you don’t have to.

Time management refers to the productive use of time. It involves choosing and scheduling how and when you will cross off tasks and organize your day so that you can get done everything that you need to. As a student, you have a lot of responsibilities on your plate from school alone – from studying to attending lectures (online or in-person), and fulfilling assignments, to name a few. Plus, you’ll have to couple that with anything you have to do outside of school, such as taking care of a family, sustaining a job, interning , etc.

With a clear schedule and time management skills, you can alleviate stress, stay productive, and know how to balance fun with work.

How to Make a Daily Schedule for Students

To take proper control over your time management, here’s how to make a daily schedule for students:

1. List To-Do Items

Start by listing everything you need to do. It makes the most sense to create your list in terms of priorities or deadlines. You can use digital tools or write your list by hand or on a whiteboard. If you have access to a whiteboard, it can be a great tool because you can visualize your list, and then organize it all by priority without having to waste any paper.

2. Balance Activities

With your list written, you can start to schedule what you have to do by the days of the week. Again, base this on priorities and whatever deadlines may be coming first. It’s recommended to balance your activities so you don’t become overwhelmed. For example, if you have some tasks for school, social events, familial obligations, and any at-home work for your job, try to mix and match them throughout the day so you don’t get bored.

3. Set a Designated Space

When you gear up to study, try to do so in a consistent and dedicated space. This way, you can reduce distractions and train your brain to be prepared for school tasks as soon as you get to your study space.

4. Take Breaks

As you try to maximize your time, you may feel pressured to be productive at all times. However, this could lead to burnout and be counterproductive in the end. To avoid these feelings of exhaustion or maxing out, remember to take breaks. Consider these activities for when you are ready for break time.

5. Trade Time 

The chances are high that unexpected events will appear in your daily schedule and you’ll have to adjust to whatever you had planned. That’s okay! Rather than worrying or freaking out, just decide where you’ll trade your time to make up for the missed activity. For example, if you planned to study from 10-11 AM, but your family member called you and needed your help, you may need to make up that hour of studying at 6-7 PM instead of grabbing dinner with a friend.

6. Use Tools

There’s a lot of technology that exists to help students schedule and manage their time. Check out this list of time management apps that can be of service. The tools can be as simple as a calendar to as detailed as timing your tasks and analyzing when you’re most productive.

how to make a schedule for school work

Study Plans for Students

To create an effective study plan for yourself, keep in mind the following best practices:

Analyze learning style

Make sure that you know your learning style. Take a look at the 7 different learning styles here. By knowing your learning style, you can maximize the quality of the time you spend studying. For example, some people do better by seeing concepts visually, whereas others would prefer to listen to lectures.

List Subjects and Prioritize

Make a list of the subjects you are enrolled in and list the upcoming assignments and tests in order of what’s coming soonest. Then, you can base what you tackle first according to deadlines.

Reward Yourself

With whatever you get accomplished, remember to reward yourself to keep the momentum going! Rewards can be in the form of buying something you’ve been saving up for, treating yourself to a great meal or self-care day, or even simply relaxing. By rewarding yourself, you have something to look forward to when you are dreading a task or tired. Along with the momentum you gain throughout the process, you’ll also get to enjoy your reward thereafter.

Closing Thoughts

Now that you know how to make a daily schedule for students, how will you design your days? You have it in your power to spend your time as you wish. When you schedule and plan in advance, you can get more done, reduce your stress levels, and create more time in your day to do the things you enjoy.

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A normal day for a student who also works is anything but ordinary. Fitting everything in takes strategic planning and some sacrifice. But although striking the right balance of time for work, school and family can be a challenge, it’s doable—particularly with a strong schedule. Use this template as inspiration to create a school and work schedule that fits your life.

Vector image of a calendar and clock on a yellow background to represent creating a school and work schedule.

6 a.m.: Study over breakfast

Rather than catching up on your Facebook news feed over breakfast, why not read a new chapter, review notes or do some practice problems? A 30-minute study session over breakfast sets the tone for the day.

7:30 a.m.: Review during your commute

Make your commute to work productive by using that time to review your notes—safely, of course. If you drive, record your notes beforehand and save them in an audio file to play during the trip. If you use mass transit, create a Word document of your ongoing notes to read on the train or bus.

8 a.m.: Focus at your desk

The best way to focus on your job is to know you have your schooling under control. After all, it’s hard to think about meeting your work goals when you’re worried about passing a test! Prioritize keeping your studies on schedule so you can give 100 percent from the moment you arrive at the office.

12 p.m.: Take a lunch study break

While lunch promises that free time you look forward to, it can also serve as an emergency study session if you’ve fallen behind or need to prepare for a test. Generally, you should try to keep your lunch break free so you can unwind a little, but in crunch situations, this can be the perfect time to squeeze in some extra studying.

5 p.m.: Clock out

The workday may be done at the office, but for students, it’s just getting started. Do a little more schoolwork by using the same method from your morning commute on the way home. 

5:30 p.m.: Enjoy dinner and time with loved ones

While it may be tempting to dive back into school as soon as you get home, it’s important for your health and well-being to spend some time relaxing. Work out, cook a nice dinner and read the kids a bedtime story.

8:30 p.m.: Time for school

With this schedule, the bulk of your studying occurs in the evening. On a night when you have to take an online test, dedicate an hour to reviewing the material and another two to three hours to taking the test. On a night without a test, break up this block of time by class or priority.

It's important for working professionals to create a school and work schedule that meets all their needs. If you have children, finding time to study during their activities will be important. Adapt this template to your own life to strike the right balance between work and school without burning out over the course of the semester.

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How to Create School Schedule

by Gordana S | Jul 31, 2020 | Starting a School | 0 comments

how to make a schedule for school work

Table of Contents

Rethinking the School Timetable: How to Create a School Schedule That Works

Credit: Prime Timetable

The educational system in the United States is in a state of flux. Fed up with the rigid programs of the past, educators across the country found creative and innovative ways — from online courses to interactive software — to bring the 21st century into the classroom. The classes in many U.S. schools are undoubtedly becoming more productive and relevant to our youth’s future. 

However, as innovative as they’ve become in the teaching methods they apply, many schools have kept some of the impractical old habits that could also benefit from a more modern approach. One of the critical areas for improvement in that regard is how school schedules are made. 

Effective school schedules are essential for any successful educational establishment — they ensure that every classroom, every teacher, and every resource are used to their full potential for the benefit of the students. Schedules are rarely perfect, but they have to minimize conflicts that would make poor use of the teachers’ time and potentially hinder students in their progress.

Just like with everything else in education, schedules needn’t be done the old-fashioned way any longer. Once we grasp its relevance, we’ll know how to create a school schedule that makes the best use of the school’s resources and puts them at the student’s disposal in the best way.

Why School Schedules Matter

With the introduction of various modern technologies as teaching resources and learning materials, school schedules become more relevant than ever. Proper schedules determine not only which students attend which classes but also which teachers use those innovative resources in their instruction and when. If the scheduling is not executed meticulously, significant disruptions to the classes may occur:

  • Classes can overlap, causing the students to have to choose which course to take even though they initially wanted both
  • Resources may not be available to everyone
  • Lessons may be too short and the lectures cut in half
  • Classes could be too long, causing the students to lose focus
  • Instructors may not have enough time for their obligations outside of the classroom

Teachers have numerous out-of-class duties which are often not factored in the schedules. Effective schedules don’t only include teachers’ time in class but also the time spent on lesson planning, grading, dealing with parents, doing paperwork, and collaborating with peers. 

At present, it is estimated that most school schedules in American schools don’t reflect all those teacher duties and, instead, focus more on decreasing teacher idle time. That standpoint is wrong as teachers are rarely idle. Our schedules are shown to allow teachers only 45 minutes for non-instruction activities, which is way below the standard set by many successful, result-driven European schools . 

In their work, teachers prioritize both lecture time and the thorough preparation that is needed for effective instruction — a balance of those priorities has to be evident in the schedule. In essence, ten hours a week is recommended for the job teachers do outside of the classroom, including prep, class follow-up work, and peer collaboration. On occasion, schedules have to count in the time for peer observation, too.

Types of School Schedules

how to make a schedule for school work

Credit: ectefl  

There are many ways to organize classes in schools, and they typically revolve around the student’s needs, their age, and the subject requirements. For the most part, schools in the United States use two main types of schedules:

  • Period schedules
  • Block schedules

Before any real work on creating a school timetable can begin, the school’s administrative and the pedagogical departments have to determine which of these models is the most suitable for their students and their school’s curriculum.

The Period Schedule

A period class schedule is the traditional scheduling method used by the majority of American schools. It means that students listen to several — usually six or seven — classes a day throughout the school year. Depending on the students’ age and the school in question, those classes (or periods) will typically last for roughly 45–50 minutes, on average. 

This method is beneficial for younger learners as it caters to their shorter attention span, and it provides opportunities for steady learning of the same subjects at the same time each week for the duration of the school year. Older learners, who can stay focused on the same activity for longer, tend to be disrupted by the 45-minute-class’s abrupt ending and benefit more from the prolonged instruction, provided by block scheduling.

The Block Schedule

Block scheduling was introduced sometime in the 1970s, which is when the need for more extended periods of instruction was recognized among middle and high school educators. Students sit in longer classes, typically anywhere from 90 minutes to three hours long each day. Blocks of instruction allow for lecture time, revision, practical approach, and feedback to be completed during the same class.

This method includes up to four blocks of classes a day, and students usually have day A and day B classes, meaning that they listen to different subjects on alternate days. Most of the time, the subjects are different in the first and second semesters of the academic year, as is the case in college.

The Intricacies of Creating a School Schedule

Designing a schedule is not an easy task. It comprises several necessary steps, and schedules have to be modified many times to ensure that every requirement has been met and that there are as few conflicts as possible.

The timetable has to:

  • Account for what happens in each classroom at any given time of the workday
  • Maximize the availability of the school’s resources (classrooms, teachers, materials, and equipment) 
  • Provide the school personnel, the students, and their parents with information about each class

When creating the school schedule, the counselor first looks at the courses that are offered that semester or academic year. Specific courses have their own requirements in terms of qualified teachers, classroom size and equipment, and the number of students that applied for them. 

Next, the teachers have to be assigned classes according to their qualifications, and particular attention needs to be paid to distributing an equal workload among all instructors. Those are the essential details that have to be settled before any scheduling begins.

Once the first draft of the schedule is done, it has to be revisited several times over and accommodated to the students’ needs. The counselor has to check each student’s timetable to ensure they don’t have overlapping elective classes or huge gaps between them.  

Ensuring that there are as few conflicts as possible is a time-consuming process that requires numerous timetable reiterations. Most schools in the U.S. still use the old-fashioned pen-and-paper approach when creating schedules, which allows for certain mistakes to be made or details to be overlooked that could easily be avoided with a little help from modern-day technology.

How to Create a School Schedule the 21st-Century Way

Nowadays, there are countless apps that facilitate the ways things are done in all aspects of our lives and that have transformed the way we do business. Schools can benefit from digital technology in more ways than one, and scheduling can become less of a tedious task as well.

There are many ways to create a school timetable online, including mobile phone apps and more complex software, which is more appropriate for an official school schedule. Scheduling software comes with a host of upsides:

  • Automatic generation. All that the person creating the school schedule needs to do is input the class requirements and details in the app, and the first draft will be generated almost instantaneously. Type in the names of the subjects, the names of the teachers, the length of the classes, and the days of the week when specific subjects need to take place (especially if you have A/B block days) or import them in electronic form and let the computer do the grunt work.
  • Manual adjustments. Once the software has come up with the schedule, you can make the necessary tweaks that the algorithm couldn’t have anticipated, such as the need for a specific teacher or special student requests (some students are allowed them due to band practice or sports, competitions, and the like).
  • Versatility. Scheduling apps have plenty of useful features that can further facilitate the process — you can create a school schedule template, distribute the master and individual schedules to staff members, as well as share personalized timetables with students and parents with a click of a button. The finished schedules and templates can be sent in printable form and are available across all devices. Access can also be restricted if needed, e.g., to substitute teachers.
  • Revisions. Mistakes happen even before you enter the data in the software. Schedule-makers are more than familiar with late notices about teacher availability, overbooked classes, the need for a different classroom, etc., which can trigger a nasty headache. With a timetable app, it is easy to add revisions to the schedule, and the app will automatically alert you if the change has caused any conflicts elsewhere in the grid.
  • Advanced features. Make specific schedules without breaking a sweat — tweak them to include odd and even weeks, divided or joint classes, optional courses, seminars, guest lectures, and much more.

As nifty as school scheduling apps are, they can never come up with the final version of the timetable. They are invaluable in the initial stages and save ample time in creating the first draft of the schedule, but the tweaks have to be made along the way in pretty much the same manner as they do without the app.

Here are some apps that can immensely improve school scheduling and that also come with a number of other handy features for teachers, students, and administrators alike.

how to make a schedule for school work

Credit: Gibbon

Gibbon is more than mere scheduling software — it is a full-blown school platform, and timetable creation is only one of a plethora of its features. This platform was designed by teachers and school administrators who were in search of a digital aid that would solve real organizational problems that a school faces on the daily.

To that end, they created a platform that boasts exceptional functionality, including:

  • Student-centered interface — teachers can collate information on each student and class, attendance, the areas covered, homework assigned, and they can use the Fast Student Finder option to open individual student cards for easier tracking
  • Unified access — access can be granted, customized, and restricted with ease, and school leaders and parents can access the information from the web-based platform 
  • Planner — the Smart Blocks feature reportedly cuts lesson planning time in half, as it allows for combining lessons into units, mapping the curriculum, grading, and even designating students with individual needs and creating syllabuses for them
  • Resource catalog — a school-wide database enables teachers to find the necessary resources, view, organize, and integrate them into their lesson plans effortlessly
  • Timetables — timetable admins can input the relevant data into a framework and design a timetable hassle-free; courses, classes, classroom, and enrollment features are also available, and teachers and students can access individual, class, and master schedules and link them to their Google Calendars for a personalized overview of all their events
  • Library — items can be loaned and tracked easily, and the inventory browsed and monitored in a single screen
  • Adaptability — the platform supports 20 languages, has numerous themes, and also offers a right-to-left text option
  • Open source — Gibbon allows schools to host on their own servers, backup, modify, and distribute the software for free 

Prime Timetable

how to make a schedule for school work

Credit: Prime Timetable  

Prime Timetable is a school scheduling software that can be used by all stakeholders in a school — the administrative personnel who craft the schedule, the principal, the teachers, and the students and their families. It has a schedule-making tradition spanning over 30 years, during which time they’ve separated themselves from the crowd with an assortment of useful features, such as:

  • Copy/paste data import for prompt first draft creation
  • Daily, weekly, monthly, and yearly schedules for easier use
  • Master schedule view and individual timetable options for school leaders and students, respectively
  • Optimization for teacher and student load, classroom availability, building moves, and more
  • Multiple device-friendly for easier access
  • Extra Views feature for avoiding conflicts in the schedule
  • Allocation options for dividing students into group classes or elective subjects
  • Progress, error, and warning notifications for prompt corrections 
  • 24-hour backup for maximum security
  • Multiple format support for exporting to any other app

How You Can Improve Your School Schedule

Whether it is done by hand or is assisted by software, your school’s schedule has to account for more than who is in which classroom at any time of day. While it is there to guide students to their classes and structure their education, it often doesn’t factor in teachers’ duties outside the class.

Research has shown that school schedules in the United States are weak in the following points:

  • Collaborative time. Teachers aren’t lone wolves, yet school schedules rarely (if ever) provide for opportunities for the collaboration among the teaching staff. Time should be set apart each week for peer review, class observation and feedback, the brainstorming of ideas, and joint syllabus creation and enrichment. The research we mentioned above suggests ten hours of the workweek should be devoted to collaboration alone.
  • Lesson preparation time. This is when the individual work of each teacher happens. Lessons are planned, documentation prepared, papers graded, and many other things taken care of before the class even begins. At present, teachers’ schedules are so packed with classes that much of the preparation mentioned above is done at home during leisure time. A portion of each workday should be set aside for this type of teacher work, and the schedule should account for it. Ideally, teaching time should be limited to 60% of the teacher’s workday.
  • Flexibility. Some subjects require more classroom time than others. For instance, an algebra session can be done during a 45-minute class, but science classes should include both theory and practical lab work to be considered fully effective. A well-designed schedule should allow for such flexibility.
  • Versatility. At times, students benefit from breaking the habit of having the same classes every day. Experience has shown that supervised, student-directed learning is invaluable, as well as occasional class divisions and small group instruction, which allow for a more productive individual approach to each pupil.
  • Workload management. One of the key areas of improvement that we already touched upon above is the workload of instructors that is not adequately reflected in the school schedules. The student-to-teacher ratio should also be reduced to improve the teacher-student relationship.

Let’s Reimagine High Schools Together

Rethinking education is a multifaceted and lengthy process, but with each battle won, the victory for our students’ better future is nearer. We can start with reinventing the way we create a school schedule — the seemingly simple and routine thing, but essentially, the engine behind every school’s operation, its productivity, and efficacy.

If you have experience in making school timetables or have found a novel and more effective way to tackle schedule creation, school culture , or school innovations and to organize your school’s resources, write a piece on the topic. Share your wisdom with us, and we will publish your article on our blog and inspire educators together. Become a contributor and help us change the face of American high-school education for the better!

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scheduling for schools

Scheduling for Schools: A Guide for Administrators

Scheduling for schools can be a complicated process. There are so many variables to contend with that it may seem almost impossible to create a productive and efficient schedule for your teachers and students.

With a few guiding principles in mind and the right tools at your disposal, you’ll be able to build a timetable that ticks all the boxes.

In this article, we discuss the principles that affect your master schedule and how you can go about building a plan that’s good for everyone involved.

Table of contents

Scheduling for schools: guiding principles, how to create schedules for schools.

Teacher in a class room

1) Personalized learning

With regards to scheduling for schools, personalized learning has been trending upward in the last few years thanks to the idea that advising students should be more than just support and planning for career or college come junior and senior year.

Advisory now includes activities such as:

  • Active coaching
  • Supplemental instruction
  • Encouragement
  • Monitoring of student progress
  • One-on-one (or small group) academic support
  • Relationship building

Institutions of all types and sizes — primary, secondary, and post-secondary — are beginning to build personalized learning blocks into their schedules to provide the support their students need to excel.

2) Flexibility

In many areas of education, programming a school day doesn’t depend quite as much on funneling students from classroom to classroom until the final period.

Scheduling for schools now incorporates out-of-classroom and alternative options, including:

  • Community outreach
  • Cross-curriculum learning
  • Real-world projects
  • Student-to-student collaboration
  • Student-controlled learning

Because of this shift from a more traditional model of learning where students spend their time moving from one classroom and teacher to another, administrators would do well to build the master schedule with flexibility in mind.

Ensuring that resources are available — whether they’re used or not — is a key component in making many of the out-of-classroom and alternative options possible for both students and teachers.

3) Balanced class composition

Teacher with kids

A big part of scheduling for schools involves considering both the academic and the social-emotional strengths of each student and then balancing classes accordingly.

This guiding principle benefits both teachers and students by:

  • Providing opportunities for students to learn from one another
  • Preventing teachers from being overloaded with challenging learners
  • Ensuring that teachers’ sections are equitable

Building a schedule with balanced class composition in mind goes a long way toward improving the learning atmosphere for students and the work environment for teachers and staff.

4) Collaboration and planning

In the past, administrators that engaged in scheduling for schools largely neglected the importance of providing time for teacher collaboration and planning. But that is starting to change.

As more and more schools move toward empowering students to take control of their own learning decisions, teachers need more prep time than ever before.

They have to be ready to organize and lead many of the alternative learning options mentioned earlier in this article — e.g., community outreach, real-world projects, and student-to-student collaboration — as well as the more traditional classroom-based curriculum.

Creating a master schedule with collaboration and planning as core components gives teachers the time they need to develop a class curriculum that will facilitate the learning of the students in their charge.

Teacher happy with scheduling for schools

1) Start early

In some cases, it can take weeks — and even months — to create a master schedule that’s good for teachers and students alike. If you wait until the last minute to begin putting things on paper, you can easily run out of time.

Start early in the summer and give yourself at least an hour of uninterrupted time at each sitting to consider the best structure and arrangement for the next school year.

If you finish the program in a week or two, you’ve got the remainder of the break to tweak it and make it even better. But, if you find the organization process more difficult than you thought, you’ll have plenty of time to give the timetable the attention it needs.

2) Don’t start from scratch

One of the nice things about scheduling for schools is that you don’t have to start from scratch. You have the previous year’s plan to build on.

Use that schedule as a template , but don’t just copy and paste. Examine the schedule and ask yourself what worked and what didn’t. If a portion of the plan worked, keep it for next year. If a portion of the plan didn’t work, get rid of it and try something else.

By basing new rotas on past rotas, you constantly improve the master schedule. With a little hard work and persistence, eventually, you may even build the perfect agenda for your team.

3) Ask the right questions

As you analyze last year’s schedule, ask questions that will help you improve.

Of course, you’ll need to start with fundamental questions, such as:

  • How many periods per day?
  • How many minutes per period?
  • What are each grade’s required courses?
  • How many times do those courses meet and for how long?
  • Would some courses be better suited to block or flex scheduling ?
  • What requirements do you have to abide by?
  • How many lunch periods do you need?
  • How many free periods does each teacher need?

After you’ve established the basics, you can move on to more complicated questions and topics (some of which we’ll discuss later on in this article) that will help you build a better schedule for your teachers and students.

4) Take advantage of technology

Sling app for scheduling for schools

In years past, scheduling for schools involved complicated spreadsheets that required hours of setup and formatting before you could get to arranging classes.

Some administrators even went old-school and relied on whiteboards or blank walls filled with Post-it Notes to organize their thoughts.

Though they may have been around for a long time, none of those solutions are particularly well-suited for scheduling even one or two people, let alone an entire school’s worth.

Modern technology has changed all that.

Scheduling software was built to bring order to the chaos of organizing multiple individuals in multiple time slots over multiple days. When you use technology meant for scheduling, you won’t have to force a square peg into a round hole.

5) Consider teacher needs

Once you’ve analyzed the previous year’s schedule and found the right software with which to build your roster, take some time to consider your teacher’s needs.

This is also the perfect time to refresh your memory on state, city, and district requirements. For example, in New York, NY, every teacher must have at least one preparation period and a duty-free lunch.

These requirements and teacher needs will certainly come into play when you start adding names to your school schedule.

6) Ask for teacher feedback

Another important step in scheduling for schools is asking for teacher feedback before setting things in stone. Be prepared for all kinds of suggestions — some good, some bad — and be sure to inform teachers beforehand that you won’t be able to accommodate them all.

That said, you may find small changes that can really make a difference in your master schedule.

Take this hypothetical as an example: One school had scheduled the younger students (e.g., the kindergarten and some of the lower elementary grades) in the first of three lunch periods.

Teachers noticed that these students often ate slower than those in higher grades, causing delays and overlap in the transitions back to class.

They brought this up in a staff meeting, and the administration moved the younger students’ lunch break to the third period (with a snack to get them through) so that they didn’t interfere with other parts of the schedule.

Streamlined scheduling for schools

Teacher looking at scheduling for schools

As we’ve mentioned throughout this article, technology plays an important role in all scheduling for schools. With tools like Sling , building a teacher and staff rota is easier than it’s ever been.

The Sling suite of tools is built to make scheduling as simple, straightforward, and streamlined as possible without forcing you to engage in a lot of unnecessary formatting before you can start assigning classes.

Try Sling for free and discover just how easy it is to create a schedule of any size that keeps your school running smoothly from the beginning of the year to the end.

For more resources to help you manage your organization, coordinate and schedule your team, track work time, and control labor costs, visit GetSling.com today.

See Here For Last Updated Dates: Link

This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for specific advice.

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Online Editable School Schedules Templates

Discover on the online editor edit.org dozens of class schedule grid templates to fill in and print within seconds, for both primary and secondary schools..

Personalize a class schedule grid template from Edit.org with your class subjects, hours, and notes. Download and print the final result within minutes.

Class schedule template online for schools and colleges

How to make your class schedule with Edit.org

Whether you work in a school, college, or any academic institution, you will know the work involved in making online print schedules that are both original and functional, including all subjects, courses, breaks, and comments. For your school or academic institution, you may also need editable lesson plan templates .

At Edit.org, we want to make this job easier for you by providing editable and printable templates for class calendars. You will only have to follow the following steps:

  • Click on any template in this article or go to the editor
  • Choose the design that you like
  • Customize it with all the information, colors, and elements you want
  • Save the result and create copies, in case you need more than one design
  • Download the image in JPG, PNG, or PDF format and print it out

Go to the editor now and create your personalized online class timetable design. Surprising your students has never been easier!

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Article • 7 min read

Effective Scheduling

Planning to make the best use of your time.

By the Mind Tools Content Team

how to make a schedule for school work

It's the end of another busy working day and, even though you came into the office early and left late, you don't feel as if you've accomplished anything significant.

It's all too easy for this to happen. Faced with endless meetings, frequent interruptions, and urgent last-minute tasks, you can easily be busy all day without making any progress on high-priority projects and goals. That's why it's so important to know how to schedule your time properly.

In this article, we'll look at the steps that you can take to do this, thereby making time for the work that really matters – while still leaving time for personal development, family, and friends.

The Importance of Scheduling

Scheduling is the art of planning your activities so that you can achieve your goals and priorities in the time you have available. When it's done effectively, it helps you:

  • Understand what you can realistically achieve with your time.
  • Make sure you have enough time for essential tasks.
  • Add contingency time for "the unexpected."
  • Avoid taking on more than you can handle.
  • Work steadily toward your personal and career goals.
  • Have enough time for family and friends, exercise, and hobbies.
  • Achieve a good work-life balance.

Time is the one resource that we can't buy, but we often waste it or use it ineffectively. Scheduling helps you think about what you want to achieve in a day, week, or month, and it keeps you on track to accomplish your goals.

How to Schedule Your Time

Set a regular time to do your scheduling – at the start of every week or month, for example.

There are a number of different tools to choose from. A simple and easy way to keep a schedule is to use a pen and paper, organizing your time using a weekly planner. (Click here for a free downloadable planner template to get started.)

You can also use apps and software such as Google Calendar®, MS Outlook®, and Canva . Choose a scheduling tool that suits your situation, the current structure of your job, your personal taste, and your budget. [1]

The most important thing when choosing your planner is that it lets you enter data easily, and allows you to view an appropriate span of time (day/week/month) in the level of detail that you need.

Once you have decided which tool you want to use, prepare your schedule in the following way:

Step 1: Identify Available Time

Start by establishing the time you want to make available for your work.

How much time you spend at work should reflect the design of your job and your personal goals in life.

For example, if you're pushing for promotion, it might be prudent to work beyond normal hours each day to show your dedication. If, on the other hand, you want to have plenty of time for out-of-work activities, you might decide to do your allocated hours and no more.

Step 2: Schedule Essential Actions

Next, block in the actions you absolutely must take to do a good job. These will often be the things you are assessed against.

For example, if you manage people, make sure that you have enough time available to deal with team members' personal issues, coaching, and supervision needs. Also, allow time to communicate with your boss and key people around you.

Step 3: Schedule High-Priority Activities

Review your to-do list , and schedule in high-priority and urgent activities, as well as essential maintenance tasks that cannot be delegated or avoided.

Try to arrange these for the times of day when you are most productive – for example, some people are at their most energized and efficient in the morning, while others focus more effectively in the afternoon or evening. (Our article "Is This a Morning Task?" can help you identify your best times of day.)

Step 4: Schedule Contingency Time

Next, schedule some extra time to cope with contingencies and emergencies. Experience will tell you how much to allow – in general, the more unpredictable your job, the more contingency time you'll need. (If you don't schedule this time in, emergencies will still happen and you'll end up working late.)

Frequent interruptions can eat into your time. Learning how to manage them can reduce the amount of contingency time you need to set aside. Some interruptions will be hard to predict, but leaving some open space in your schedule gives you the flexibility you need to rearrange tasks and respond to important issues as they arise.

Step 5: Schedule Discretionary Time

The space you have left in your planner is "discretionary time": time that is available to deliver your priorities and achieve your goals. Review your prioritized to-do list and personal goals , evaluate the time you need to achieve them, and schedule them in.

Step 6: Analyze Your Activities

If, by the time you reach step five, you find that you have little or no discretionary time available, you need to go back through steps two, three, and four, and question whether all of the tasks you've entered are absolutely necessary. It may be that some things can be delegated or tackled in a more time-efficient way.

One of the most important ways that you can build success is by maximizing the leverage you can achieve with your time. Increase the amount of work you can complete by delegating to other people, outsourcing key tasks, or using technology to automate as much of your work as possible. This will free you up to achieve your goals.

If you find that your discretionary time is still limited, then you may need to renegotiate your workload or ask for help . Use your newly prepared schedule as evidence of your heavy commitments. This demonstrates to your boss how well-organized you are, and might make him or her more receptive to your request!

Scheduling is the process by which you plan how you'll use your time. Doing it well can maximize your effectiveness and reduce your stress levels.

Follow this six-step process to prepare your schedule:

  • Identify the time you have available.
  • Block in the essential tasks you must carry out to succeed in your job.
  • Schedule high-priority urgent tasks and vital "housekeeping" activities.
  • Block in appropriate contingency time to handle unpredictable events and interruptions.
  • Schedule the activities that address your priorities and personal goals in the time that remains.
  • Analyze your activities to identify tasks that can be delegated, outsourced, or cut altogether.

It's important that your schedule makes time for your professional and personal goals. If you have little or no discretionary time left when you reach step five, revisit your tasks to see if you can do them differently – otherwise, your work-life balance will suffer.

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Kate Robinson

Thanks for the article! If you look for a quick way to increase productivity, you can try planning focus times and break times. Here's how to do it: https://kanbantool.com/support/power-ups/work-timer. I hope you'll find it helpful!

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Status.net

How To Create a Perfect Daily Schedule (Examples)

By Status.net Editorial Team on October 14, 2023 — 14 minutes to read

  • Why Create a Daily Schedule Part 1
  • Step1. Determining Your Priorities Part 2
  • Step 2. Analyzing Your Current Time Usage Part 3
  • Step 3. Drafting Your Daily Schedule Part 4
  • Daily Schedule Templates Part 5
  • Daily Schedule Example Part 6
  • An Office Worker’s Schedule Example Part 7
  • A Freelancer’s Daily Schedule Example Part 8
  • A Student’s Daily Schedule Example Part 9
  • How to Integrate Flexibility Into Your Daily Schedule Part 10
  • How to Maintain Your Daily Schedule Part 11

Part 1 Why Create a Daily Schedule

Creating a daily schedule helps you structure your day, manage time effectively, and prioritize tasks. When you have a well-planned schedule, it becomes easier to complete your tasks efficiently, leaving you with more free time to enjoy other activities.

  • A daily schedule provides a sense of direction for the day. It helps you decide what tasks to do and when, making it easier for you to reach your goals.
  • Having a clear daily schedule also allows you to maintain a healthy work-life balance. By allocating specific time slots for work, personal time, and relaxation, you can ensure that no area of your life is neglected.
  • Creating a daily schedule also assists in reducing stress and boosting productivity. When you know exactly what needs to be done and at what time, you’re less likely to waste time figuring out what to do next. This kind of clarity reduces the chances of procrastination and makes your day more efficient.
  • A daily schedule fosters a sense of accomplishment as you tick off completed tasks. This feeling of achievement can motivate you to stay on track and tackle more responsibilities, making you more productive in the long run. For example, if you have scribbled down 3 tasks for the day and you manage to complete all of them, it will give you a sense of satisfaction and a boost to plan your next day effectively.

Part 2 Step1. Determining Your Priorities

Creating a daily schedule starts with determining your priorities, both in the short-term and long-term. This helps you identify what truly matters to you and allocate your time more effectively.

Identifying Your Short-Term Goals

Short-term goals are tasks or projects that you want to achieve within a few days, weeks, or months. These are important in keeping you motivated and focused on moving forward in life. To identify your short-term goals:

  • Write a list of tasks you want to accomplish, both for your personal and professional life;
  • Arrange the tasks in order of importance;
  • Assign deadlines to each task to help you stay accountable and ensure you make progress;
  • Include these tasks in your daily schedule, dedicating time for them each day.
  • Finishing a project at work;
  • Cleaning out your closet;
  • Spending quality time with your family;
  • Exercising at least three times a week.

Recognizing Your Long-Term Goals

Long-term goals are larger objectives that may take several months, years, or even a lifetime to accomplish. Developing and maintaining a long-term vision for your life is crucial for sustainable success. To recognize your long-term goals:

  • Reflect on your values, passions, and areas of interest;
  • Write down bigger objectives that you want to achieve in life;
  • Break these larger goals into smaller, achievable steps;
  • Set realistic deadlines for each step, spreading them out over a longer time frame;
  • Incorporate these smaller steps into your daily schedule.

Examples of long-term goals could be:

  • Building a successful career in your field;
  • Achieving a healthy work-life balance;
  • Travelling to different parts of the world;
  • Starting your own business.

Related: What Are Your Values? How to Discover Your Values

How to Live By Your Values

Part 3 Step 2. Analyzing Your Current Time Usage

Before you can create an effective daily schedule, it’s important to analyze your current time usage. Spend a few days tracking how you spend your time. Take note of your habits, routines, and the tasks you engage in daily. This will provide valuable insights into areas where you can improve your time management.

1. Start by listing the activities you participate in daily, both work-related and personal. Be specific and include the duration and frequency of each activity. For example:

  • Work (8 hours)
  • Commute (30 minutes x2)
  • Morning routine (1 hour)
  • Evening routine (1 hour)

2. Once you have a list of your activities, categorize them by their importance or priority. You can use the following categories to help you:

  • High priority (Tasks essential to your work and personal life)
  • Medium priority (Important, but not urgent, tasks)
  • Low priority (Non-essential activities, such as hobbies or leisure time)

3. Next, analyze how much time you’re spending on each category. Are you dedicating enough time to high-priority tasks? Are you spending too much time on less important activities? Reflect on these questions and use your findings to optimize your future daily schedule.

4. Lastly, identify any time wasters or unproductive habits that you could work on to improve your time management. Take this opportunity to eliminate or reduce unproductive activities from your daily life and make room for more important tasks.

Armed with this information, you’re now ready to design a daily schedule that will enable you to use your time efficiently and effectively. Keep in mind that developing a successful schedule may take some trial and error, but with persistence and focus, you’ll be well on your way to mastering your time management skills.

Part 4 Step 3. Drafting Your Daily Schedule

Block out necessary activities.

To create an effective daily schedule, start by blocking out time for necessary activities such as sleep, meals, and personal hygiene. For instance, if you need 8 hours of sleep, block off that time in your schedule. Then, allocate time for breakfast, lunch, and dinner.

Consider how much time you spend getting ready in the morning and before bed. This might include showering, getting dressed, and other personal care tasks. By first blocking out time for these essential activities, you ensure that your basic needs are met, which can help improve your overall productivity.

Allocate Time for Work and Play

  • Once you’ve blocked out time for necessary activities, it’s time to allocate time for work and play. Start by setting aside time for your job or schoolwork. If you have a fixed work schedule, this is easy to plan around. However, if your work hours are flexible, try to assign specific hours dedicated to work tasks each day. This will help you maintain a consistent routine and prevent work from taking over your entire day.
  • Next, consider your personal and leisure activities. Think about your hobbies, exercise, and time spent with family and friends, and schedule them into your day. This can help you achieve a healthy work-life balance. It’s also important to include some flexibility in your schedule for unexpected events or changes in plans.

Part 5 Daily Schedule Templates

_______________________

Morning Routine

– Wake up at [time] – Drink a glass of water – Meditate for [time] – Exercise for [time] – Shower and get dressed

Work/School Schedule

– Start work/school at [time] – Take a break at [time] – Lunch break at [time] – Resume work/school at [time] – Finish work/school at [time]

Afternoon/Evening Routine

– Afternoon snack at [time] – Work on personal projects/hobbies for [time] – Dinner at [time] – Spend time with family/friends for [time] – Wind down before bed (read, listen to music, etc.) for [time]

Bedtime Routine

– Settle into bed at [time] – Meditate for [time] – Read for [time] – Lights out at [time]

Template 2 (Daily Schedule Template with Tasks)

This template allows you to allocate specific time slots for each task throughout the day. You can adjust the time slots and tasks to fit your own schedule and needs.

– Wake up at [time] – Drink a glass of water – Task 1: [time] – [time] – Task 2: [time] – [time] – Task 3: [time] – [time] – Exercise for [time] – Shower and get dressed

– Start work at [time] – Task 4: [time] – [time] – Take a break at [time] – Task 5: [time] – [time] – Lunch break at [time] – Task 6: [time] – [time] – Task 7: [time] – [time] – Finish work at [time]

– Afternoon snack at [time] – Task 8: [time] – [time] – Work on personal projects/hobbies for [time] – Dinner at [time] – Task 9: [time] – [time] – Spend time with family/friends for [time] – Wind down before bed (read, listen to music, etc.) for [time]

Examples of Effective Daily Schedules

Let’s take a look at some examples of effective daily schedules:

Part 6 Daily Schedule Example

For example, let’s say you have a 9-5 job, you could create a schedule that includes:

  • 7:00am – 8:00am: Getting ready for the day
  • 8:00am – 9:00am: Breakfast and commute to work
  • 9:00am – 12:00pm: Work tasks
  • 12:00pm – 1:00pm: Lunch break
  • 1:00pm – 5:00pm: Work tasks
  • 5:00pm – 6:00pm: Exercise or spend time outdoors
  • 6:00pm – 7:00pm: Dinner
  • 7:00pm – 9:00pm: Leisure activities (hobbies, socializing, TV, etc.)
  • 9:00pm – 10:00pm: Personal care and getting ready for bed
  • 10:00pm – 6:00am: Sleep

Part 7 An Office Worker’s Schedule Example

6:00 AM – Wake up, shower, and have breakfast 7:30 AM – Commute to work 8:30 AM – Morning work session 10:00 AM – Short break 10:15 AM – Mid-morning work session 12:00 PM – Lunch break 1:00 PM – Afternoon work session 3:00 PM – Short break 3:15 PM – Late afternoon work session 5:00 PM – Finish work and commute home 6:00 PM – Evening routine (exercise, family time, etc.) 8:00 PM – Relax or engage in hobbies 10:00 PM – Get ready for bed and sleep

Part 8 A Freelancer’s Daily Schedule Example

8:00 AM – Wake up and have breakfast 9:00 AM – Begin work (emails, work-related tasks) 10:30 AM – Short break 10:45 AM – Morning work session (focused tasks) 12:30 PM – Lunch break 1:30 PM – Afternoon work session (client calls, meetings) 3:00 PM – Short break 3:15 PM – Late afternoon work session (follow-ups, administrative tasks) 5:30 PM – Break for exercise or leisure 7:00 PM – Dinner 8:00 PM – Relax or engage in hobbies 10:00 PM – Get ready for bed and sleep

Part 9 A Student’s Daily Schedule Example

7:00 AM – Wake up and have breakfast 8:00 AM – Attend morning classes 12:00 PM – Lunch break 1:00 PM – Afternoon classes 3:00 PM – Afternoon study session 5:00 PM – Break for exercise or leisure 6:30 PM – Evening study session 8:00 PM – Dinner 9:00 PM – Relax or engage in hobbies 10:30 PM – Get ready for bed and sleep

These examples can serve as a starting point for you to create your own daily schedule. Tailor your schedule to fit your specific needs and circumstances, making sure to prioritize tasks that matter to you.

Part 10 How to Integrate Flexibility Into Your Daily Schedule

Creating a daily schedule is a fantastic way to stay organized and on track, but it’s important to build in some flexibility as well. Life can be unpredictable, and you don’t want your carefully crafted plan to fall apart because of unforeseen circumstances.

One of the best ways to incorporate flexibility into your schedule is by setting aside blocks of “buffer time.” These can be brief periods — perhaps 15 to 30 minutes — where you don’t schedule any tasks or appointments. Instead, use this time to relax, meditate, or work on unexpected responsibilities that might pop up during the day. By having buffer time, you won’t feel overwhelmed if something unexpected happens.

  • Another technique is to prioritize your tasks. Assign a priority level to each of them, such as high, medium, or low. If a situation arises where you can’t complete everything you planned, you can focus on the high-priority tasks and, if necessary, move the lower-priority ones to another day. It’s also helpful to be realistic about how long tasks will take, so you don’t end up overbooking yourself.
  • Many people find success using the “Rule of Three.” Each day, pick three main tasks you want to achieve. Focus on completing those, even if you have other activities listed on your schedule. This method helps you maintain flexibility since you’re concentrating on your must-do tasks.
  • Consider using a digital tool, such as a scheduling app or online calendar, to help you manage your time. These tools make it easy to rearrange tasks, appointments, and responsibilities. Plus, they allow you to set reminders and notifications so you don’t forget important events or deadlines.

By incorporating flexibility into your daily schedule, you’re much more likely to stick to it and effectively manage your time. Embrace the unexpected, and remember that it’s all part of life’s journey.

Part 11 How to Maintain Your Daily Schedule

Creating a daily schedule is a great way to bring structure and organization to your life. Let’s discuss how to manage distractions and deal with unforeseen circumstances to maintain your daily schedule effectively.

Managing Distractions

Distractions are everywhere, and managing them is crucial for keeping your schedule on track. Here are some helpful strategies:

  • Set specific times for checking emails, social media, and other potential distractions. By allotting a specific window for these tasks, you’ll prevent constant interruptions.
  • Prioritize your tasks by importance, and tackle the most important ones first. This way, even if you get distracted later, you’ll have completed the essential work.
  • Create a designated workspace that is free of distractions. Having a clean, organized, and distraction-free environment will help you stay focused on your tasks.
  • Schedule breaks and leisure time. This not only allows you to recharge but also can make you less likely to have your focus veer off course during work.

Dealing With Unforeseen Circumstances

No matter how well-planned your schedule is, unforeseen circumstances will arise. Here’s how to handle them:

  • Be flexible with your schedule. When unexpected events occur, adapt your plans by rearranging your tasks or adjusting estimated completion times.
  • Set aside a buffer time in your daily schedule. Accidents, emergencies, or unplanned events can be accommodated without causing chaos in your entire day.
  • Rank your tasks by the consequences of not completing them. When you need to make adjustments, know which tasks you can realistically move or postpone.
  • Stay calm when your schedule is disrupted. Stress and frustration can prevent you from making effective decisions about how to adjust your plans. Take a deep breath, evaluate the situation and make a solid plan to resolve the issue and get back on track.

Frequently Asked Questions

How do i build a daily schedule.

To build a daily schedule, start by listing down all your tasks and categorizing them into different time slots. For example:

  • Morning routine (7:00 AM – 8:00 AM): Wake up, make your bed, exercise, shower, and eat breakfast.
  • Work or school (9:00 AM – 12:00 PM): Complete main tasks, respond to emails, and take breaks in between.
  • Lunch and relaxation (12:00 PM – 1:00 PM): Enjoy a healthy lunch and unwind with a short walk.
  • Afternoon tasks (1:00 PM – 5:00 PM): Finish work or school assignments, attend meetings, and don’t forget to take breaks.
  • Evening routine (6:00 PM – 9:00 PM): Cook dinner, watch TV, read, or spend time with family and friends.
  • Night routine (10:00 PM – 11:00 PM): Wind down with a bedtime routine, such as skincare, reading, or meditation, then sleep.

What are some tips for making a daily work schedule?

  • Prioritize your tasks: Determine which tasks are most important and assign them to the time of day when you’re most focused and alert.
  • Chunk your time: Group similar tasks together to maximize efficiency.
  • Set realistic expectations: Don’t overload your schedule; leave room for breaks, flexibility, and potential interruptions.
  • Use time-management tools: Use a calendar, planner, or an app to help you create and organize your schedule.
  • Schedule breaks: Give yourself time to recharge throughout the day.

How can I create a daily routine for home activities?

Identify your main home activities and their optimal time slots, then incorporate them into your daily schedule. Here’s an example:

  • Morning: Clean and organize common areas, such as living and dining spaces.
  • Mid-morning: Laundry and linens.
  • Afternoon: Grocery shopping or meal prep.
  • Late afternoon: Gardening and outdoor chores.
  • Evening: Relax with hobbies or family time.

What are some good daily routine timetables to follow?

The ideal daily routine depends on your lifestyle and preferences. However, a well-rounded timetable might include:

  • Early riser: 5:00 AM – 9:00 PM
  • Standard workday: 7:00 AM – 11:00 PM
  • Night owl: 9:00 AM – 1:00 AM

Remember to divide your day into blocks for different types of activities, such as work, self-care, leisure, and exercise.

What does a student’s daily routine schedule look like?

A typical student’s daily routine might include the following:

  • Early morning: Wake up, shower, eat breakfast, pack your bag for the day.
  • School hours: Attend classes, take notes, participate in group projects and discussions.
  • Lunchtime: Eat a balanced meal and briefly relax or catch up on unfinished tasks.
  • After-school activities: Participate in clubs, sports teams, or other extracurricular activities.
  • Homework/study time: Dedicate a few focused hours to complete assignments and review material.
  • Evening: Dinner, household chores or responsibilities, relaxation, and hobbies.
  • Night: Prepare for bed, establish a bedtime routine, and get a good night’s sleep.

How can I make an effective study schedule?

Tips for creating an effective study schedule include:

  • Set specific goals: Be clear about what you want to achieve with each study session.
  • Distribute your study time: Allocate study sessions evenly throughout the week for better retention.
  • Vary your subjects: Mix subjects to keep your interest levels high and avoid burnout.
  • Use study techniques: Choose techniques that work for your learning style, such as flashcards, self-quizzing, or summarizing material.
  • Plan breaks: Schedule short breaks in between study sessions to maintain focus and prevent mental fatigue.
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  • 30+ Best Core Values: Examples for Food and Beverage Companies

How to make a work schedule (+ work schedule templates)

Last updated on: March 11, 2022

Research shows that managers spend about 3.14 hours per week creating work schedules, which translates to about 20% of a manager’s time at work. 

But three hours seems like a small amount of time for such an important task.

And it’s true — the amount of time does seem little — but, for planning and creating a perfect work schedule, you don’t necessarily need to go above and beyond. 

But where to begin? Your mind must be full of questions, especially if you are new to team management. From What is the perfect work schedule to Can I schedule employees outside their work hours — the concerns you might have are only natural.

Still, it doesn’t have to be like that. We’ll go over each and every question you might have about employee scheduling , talk about different types of work schedules and all the points you need to cover before you issue a schedule . 

As a special safety measure — to ensure that everything goes as planned — we’ve prepared 6 free work schedule templates that you can download and use as many times as you need.

🔽 Quick access to free downloadable work schedule templates:

  • Employee Availability Form Template — Excel , Google Sheets , PDF  
  • Daily Work Schedule Template — Excel , Google Sheets , PDF  
  • Weekly Work Schedule Template — Excel , Google Sheets , PDF  
  • Bi-Weekly Work Schedule Template — Excel , Google Sheets , PDF  
  • Monthly Work Schedule Template — Excel , Google Sheets , PDF  
  • Yearly Work Schedule Template — Excel , Google Sheets , PDF  

how to make a schedule for school work

Table of Contents

A quick introduction to work schedules

Before we dive into the question of how to effectively schedule employee time , let’s look at the basics of work schedules: 

  • What they are , 
  • Why they are beneficial for a business , and 
  • What types of work schedules you can implement .

What’s a work schedule?

A work schedule (also known as a rota or roster ), is a list that contains employee information such as:

  • Work locations
  • Responsibilities during the time period covered by the schedule
  • Other associated employee information

The process of creating a schedule is referred to as scheduling and is usually carried out by a manager. Many types of businesses require schedules, including:

  • Retail stores
  • Manufacturing facilities
  • Restaurants and coffee shops
  • Call centers
  • Businesses with customer/user support teams
  • Businesses that employ freelancers
  • Businesses that employ seasonal workers

Why is work scheduling important?

When you think of work schedules, it’s easy to come up with dozens of reasons why they’re important right off the top of your head.  

But there’s even more to work scheduling than meets the eye — so let’s get right into the benefits you can reap if you invest some time in creating an employee schedule. 

Work scheduling ensures efficient operation

When employees understand their work hours and their responsibilities, as well as the location of their work (in case they perform fieldwork), they are in the position to maximize their productivity.

Work scheduling helps plan work according to employee availability

Proper work planning should be about establishing a work schedule that requires minimum changes along the way. 

This is usually achieved when the manager takes into account employee attendance , their expected work hours, and requests for PTO . 

💡 Clockify Pro Tip 

Although a great PTO policy does not come out of thin air, there still are tricks for creating a perfect one while wasting minimum energy. Make sure to check out:

  • How to create a PTO policy (+ PTO policy template)

Work scheduling eradicates the idea of favoritism

Work schedules make shifts transparent, so the team members are able to see everyone’s shifts/tasks and understand that no one is (hopefully) getting the best shifts/tasks every time.

Work scheduling helps you better manage your time and meet deadlines

Proper time management is important for maintaining high productivity — and, work schedules help you organize your workload better, thus making you more productive. 

When all the tasks are well organized, none of the employees remain buried under piles of deadlines. Instead, they meet them according to the plan and always keep the workload under control. 

Work scheduling helps employees strike a work-life balance

When employees are aware of when they are scheduled to work, they’re able to plan and balance their work obligations, but also their doctor appointments, personal errands, and family activities. This also helps in retaining a healthy work-life balance and keeps your team members’ stress levels lower.

Work scheduling decreases employee turnover

Employees who have low stress levels and feel like they are as appreciated as their colleagues are less likely to leave their jobs.

Work scheduling helps increase customer/client satisfaction

A well-thought-out schedule helps keep the workflow running like clockwork. It goes without saying that, when everything functions smoothly, the customers or clients get the expected quality of service.

An organized schedule is especially beneficial if your business requires you to communicate with customers over the phone — because it can contribute to reducing your average handle time and increasing your customers’ overall satisfaction. 

What are the types of work schedules?

Even though work schedules come in different shapes and sizes (especially now that remote work is here to stay), we can still pick out 12 main types of work schedules : 

1. A full-time schedule

A full-time schedule has employees work between 35 and 40 hours per week. It is usually tied to job positions whose amount and type of workload requires full-time specialists. 

Many US states mandate that employees working on full-time schedules receive employee benefits. Most such employees work the same number of days per week and the same number of hours per day. However, their exact working hours may be fixed (e.g. 9:00 a.m. – 5:00 p.m.) or flexible (e.g. 8 hours per day, in no fixed order).

Example : An in-house designer scheduled to work 40 hours per week, 8 hours per day, from Monday to Friday.

2. A part-time schedule

A part-time schedule has employees work less than the full-time equivalent schedule prescribed by the company (e.g., in companies that count 35 hours per week as full-time, anything fewer counts as part-time). It is usually tied to job positions whose type of workload permits several part-time employees to carry it out, or whose amount doesn’t require full-time employment. 

Employees with part-time schedules may not get employee benefits usually associated with full-time work. Such schedules may be consistent (e.g. 9:00 – 2:00 p.m. every workday), or not (e.g. 8:00 a.m. – 1:00 p.m. from Mondays to Wednesdays + 1:00 p.m. – 6:00 p.m. on Saturdays and Sundays).

Example : A restaurant hostess who works 25 hours per week in total, during the busy times of the day.

3. A fixed schedule

A fixed schedule has a timetable with the same number of working days and hours per week. May be used for any type of business that requires employees to work together at the same time, or be at service to customers/clients during fixed open hours. A fixed schedule may involve full-time or part-time work.

Example : A team of HR specialists who are scheduled to work Monday through Friday, from 9:00 a.m. to 5:00 p.m.

4. A flexible schedule

A flexible schedule prescribes that an employee needs to work a specific number of hours per day, as a minimum requirement (e.g. 6 hours). But, the actual hours will depend on the employee’s time of arrival at the workplace (e.g. The employee arrives on Monday at 8:00 a.m. and then works until 2:00 p.m. But, she arrives at 9:00 a.m. on Tuesday and then works until 3:00 p.m.). 

Such schedules may be full-time or part-time. May be used for any type of business that DOESN’T require employees to work together at the same time, or be at service to customers/clients during fixed open hours.

Example : A customer support specialist is scheduled to work Monday through Friday for 8 hours per day, from the moment of arrival to the office.

5. A floating schedule

A floating schedule involves a fixed, main part (the employee being at the disposal of the employer) and a variable, “floating” part (the employee can choose his/her start and end times during the workday).

In practice, floating schedules have been in use for some time. But, they were only given a legal framework with the introduction of the “Flexible and Workable” act (FWW-act) — at least in Belgium.

Example : A maintenance technician is scheduled to replace a vital part of an ice-cream machine after every 20,000 gallons of ice-cream created, which happens every two weeks. While the ice-cream machine maintenance is a fixed assignment that occurs every two weeks, the maintenance technician performs other work in the meantime.

6. A shift-based schedule

A shift-based schedule is usually implemented in businesses that operate for 10 or more hours per day. If a business operates 24/7, they usually implement a three-shift approach: employees always work or take turns working in the first shift (morning shift), second shift (afternoon shift), and third shift (night shift).

Example : 3 gas station attendants who take turns working in three shifts (7:00 a.m.– 3:00 p.m.; 3:00 p.m. – 11:00 p.m.; 11:00 p.m. – 7:00 a.m.) Monday through Thursday.

7. A seasonal schedule

A seasonal schedule may be shift-based, flexible, fixed, part-time, or full-time, but it is limited to a specific season or time period (e.g. the winter holiday season in November and December).

Example : Two Santa Clauses scheduled to work in a shopping mall throughout November and December, in two shifts (Shift 1: 8:00 a.m. – 2:00 p.m.; Shift 2: 2:00 p.m. – 8:00 p.m.).

8. An overtime schedule

An overtime schedule involves working for more than the standard 40-hours per week. Depending on the day or length of overtime, but also the US state where the worker is employed, overtime is paid either 1.5. or double the regular employee rates — this applies only to employees who are not exempt from the Fair Labor Standards Act (FLSA) .

Example : A waiter scheduled to work 45 hours in one week — the 5 extra hours scheduled are considered overtime.

9. A compressed schedule

A compressed schedule involves working the traditional 35-40 hours per week, but in fewer days.

Example : A window washer scheduled to work 40 hours per week, 10 hours per day (7:00 a.m. – 5:00 p.m.) Monday through Thursday.

10. A rotating schedule

A rotating schedule is usually tied to shift-based work. Employees are assigned shifts based on a predefined pattern, usually on a weekly or daily basis.

Example : A doctor working ER is scheduled to work 12-hour day shifts on Mondays and Saturdays and 12-hour night shifts on Tuesdays and Sundays. Wednesdays, Thursdays, and Fridays are off.

11. A split schedule

A split schedule involves parsing a workday intro three distinct points:

  • Working for a few hours in one go
  • Having several hours off
  • Working for another set of hours after the “break”

Example : A taxi driver scheduled to work from 5:00 a.m. to 9:00 p.m., takes a break from 9:00 a.m. to 2:00 p.m., and then starts working again from 2:00 p.m. to 9 p.m.

12. An on-call schedule

An on-call schedule involves employees being available during specific times of day, or days in general, when they may, or may not be called in to work.

Example : A firefighter scheduled to work on-call needs to be in a 5-minute vicinity from the fire station during the scheduled days.

How best to create work schedules?

In order to effectively schedule employee time, you’ll need to:

  • Make the time to understand your team.
  • Make the time to analyze the workload.
  • Track employee clock-in and clock-out times.
  • Follow a set of rules to schedule employees fairly.
  • Establish an efficient team communication system.
  • Post the work schedule at least 7 days in advance.
  • Avoid common scheduling errors.
  • Honor work preferences and requests for time off as much as you can.
  • Schedule at least one top-notch employee per shift.
  • Involve the employees in the scheduling process.
  • Use work schedule templates to speed up the scheduling process.

Let’s look at each point in detail.

#1: Make the time to understand your team

You may think that having enough people during a shift is enough for success. But, you’ll also need to make sure that they are the right people for the type of tasks, amount of workload, time of day, or type of customers.

So, the first real step in creating efficient work schedules is knowing your team. Make a list that includes their:

  • Relevant skills
  • Personal qualities such as perseverance, efficiency, or reliability
  • Certifications, relevant education, experience
  • Their employment status (Are they full-time or part-time?)
  • Personality type (Are they introverted or extroverted?)
  • Work habits , especially if you have flexible schedules, and some employees have the habit of arriving sooner than others

With such a list, you’ll be able to pick the ideal teammates for each shift/task.

Example : Tasking the extroverted full-stack developer, who tends to come in at a later time and finish work at a later time, with the 5:00 p.m. daily call with a client who’s just starting her workday due to the time zone difference.

#2: Make the time to analyze the workload

Now that you understand the skills, qualities, and traits of each member of your team, it’s time you analyze the workload and the resources you have to handle it.

One option is to make a chart of workdays and hours your team has at their disposal. So, if you operate on a flexible, 8-hours-based schedule Monday through Friday, your team members will have 40 hours each to carry out their work. 

Then, you can identify the busy hours or the most important tasks that need to be done, and schedule your most needed specialists accordingly.

Alternatively, you can always stay in the loop with everyone’s availability and workshare by making use of Clockify’s project and team scheduling feature .

You can either take a look at separate projects and see who’s actively involved in them, or check up on individual team members and quickly figure out who is overbooked, who is working over capacity, and who is available. 

In Clockify, you can quickly glance at everyone’s availability and decide how to create an efficient schedule

#3: Track employee clock-in and clock-out times

Not only does recording employee time help track the overtime hours (if your business authorized overtime), but it also provides the employees with a clear log of the hours worked. 

Before setting up your work schedules, you’ll need to instruct your employees on how to track their clock-in clock-out times. For this purpose, you can use an employee time clock app , such as Clockify.

Clockify helps you define your projects and tasks and assign tasks to team members. Once all the tasks are distributed, team members can keep track of their progress in 2 ways:

1. By tracking time in the timer mode — just have everyone start/stop the timer as they start working/finish work on an assigned task/today’s shift.

Adding time with a timer

2. By logging time after work manually, also in 2 distinct ways:

In the manual mode — just have everyone add the duration for each assigned task/shift manually.

Adding time manually

In a timesheet — just have everyone add shift duration for each day in a weekly timecard.

Adding time in a timesheet

All the time entered can later be viewed in visual and weekly reports that can assist you in creating even better schedules in the future. 

If your employees log billable hours , you can also use Clockify data for payroll — since the tracker will automatically calculate how much you need to pay employees based on their tracked time. 

💡 Clockify Pro Tip  

To learn more about how best to set up and carry out a clock-in clock-out system, check out our detailed blog post about it:

  • How to set up a simple employee clock-in clock-out system

#4: Follow a set of rules to schedule employee fairly

Although there’s still a lot to be done to ensure employees are able to maintain a healthy work-life balance, Predictive Scheduling Laws are one step further in protecting the employees from overworking . 

These laws mandate certain scheduling practices to be followed, such as an advance notice of work schedule. 

In case the employee was not timely notified about their upcoming schedule, they receive a guaranteed predictability payment. 

Despite only a handful of US cities currently enacting them (e.g. Chicago, Emeryville, Philadelphia, New York, San Francisco, and Seattle), and only certain industries (e.g. food service, retail, and hospitality), the 10 scheduling rules prescribed by these laws may be a great addition to any scheduling practice:

Rule#1 —  Provide “Good faith estimates” for the schedules of all new hires.

Rule #2 — Have employees state their work time/day and location preferences.

Rule #3 — Notify employees in advance about their work schedules.

Rule #4 — Offer additional hours to existing employees before hiring someone new.

Rule #5 — Notify employees about their work schedule changes.

Rule #6 — Offer premium pay for schedule changes you’ve had to make without timely notice.

Rule #7 — Provide a rest period in between two employee shifts, unless the said employee agreed to work during this time.

Rule #8 — Keep the records of previous schedules, for future reference.

Rule #9 — Have a list of schedule-related rights posted at the workplace and/or easily accessible online.

Rule #10 — Don’t retaliate against the employee for trying to enforce schedule-related employee rights.

#5: Establish an efficient team communication system

One of the keys to team productivity and proper employee time management is ensuring the team feels connected and well-informed about recent developments, updates, or changes to the expected workflow or workload.

So, make sure you always communicate any changes related to the work schedules, and give everybody a chance to reach out to you with their own questions and requests. 

To establish an efficient communication system, don’t forget to:

  • Notify the employees as soon as you’ve finished and posted the newest work schedule.
  • Let everyone know about last-minute schedule updates or unexpected, additional obligations.
  • Clearly state that your team needs to inform you whenever they swap shifts or take up additional tasks, since these changes could influence further scheduling.

Of course, to manage all this communication, you’ll need to establish a well-organized communication system, which may involve:

  • Business messaging apps — for example, you can schedule messages and plan all your important conversations ahead.
  • Text messages — for example, you can send short texts for matters you need to communicate, but are otherwise not that urgent. 
  • Phone calls — for example, you can call up people when you need a quick confirmation for something that cannot wait.
  • Emails — for example, you can use an AI email writer to speed up the email writing process.
  • Online video meetings — for example, you can use video meetings to share your screen and notes while talking with teammates.

Good old face-to-face communication is almost outshined by the swiftness of team chat apps. If you’re looking for a way to quickly inform your remote team about their upcoming schedule, make sure not to miss out on:

  • 10 best team chat apps for remote businesses

If you’re using Clockify for scheduling , you can easily notify your teammates whenever there’s an upcoming assignment for them so that nothing passes unnoticed. 

By creating an assignment, you choose the exact time range for that particular task and the number of hours per day your team members need to devote to the assignment.

Create assignment

#6: Post the work schedule at least 7 days in advance

In line with Predictive Scheduling Laws, employers must post new work schedules between 7 and 14 days prior to the first scheduled shift. However, as we’ve previously discussed, these laws are mainly enacted in certain cities because they fall under the category of local laws. 

Federal employment laws, such as the Fair Labor Standards Act allow employers to change schedules without any prior notice.

Still, when you inform your team members about their schedules days in advance, you leave enough time in case someone: 

  • Needs to schedule (or reschedule) personal commitments to accommodate the new work schedule.
  • Wants to find a substitute or trade shifts (you can either let employees trade shifts or have a system for substitutes).
  • Wants to talk to you about the days or times they work (perhaps you’re always scheduling employee X on times and days that never work for them).

#7: Avoid common scheduling errors

When scheduling, make sure you don’t:

1. Double-schedule employees who have dual responsibilities, but in same shifts

Example : A person who works as both the hotel hostess and a busser accidentally getting double-scheduled.

2. Schedule staff for the position they were not trained to fill

Example : A Pantry Chef in a luxurious restaurant being scheduled to perform the duties of the Roast Chef.

3. Under-schedule or over-schedule your employees, in terms of their work hours

Example : A part-time employee being scheduled with too many shifts, or a full-time employee being scheduled with too few shifts.

Being overworked usually brings more harm than good, but sometimes it goes unnoticed. Find out why recognizing this issue should be your top priority:

  • How to recognize if you’re being overworked

4. Under-schedule or over-schedule your employees, in terms of the expected workload

Example : Realizing that a cocktail bar is understaffed during happy hour.

#8: Honor work preferences and requests for time off as much as you can

High employee satisfaction means higher productivity. And, the best way to get high employee satisfaction is to let the employees know that they are being heard by the management.

So, if certain employees prefer to work on certain hours or days, accommodate them if you can.

Or, when an employee asks for time off, try to agree to their request whenever possible. 

Moreover, you should always implement a clear system for employees asking for preferred times and time off. This way, you’ll make the request approvals/denials transparent, making it clear there is no favoritism.

If you and your team are using Clockify to track work hours and plan tasks in advance, you can set a time off policy and approve your team’s time off requests on-the-spot. 

Honor work preferences

Using Clockify as a time off and vacation tracker also gives you accurate insight into everyone’s availability and upcoming leaves so that you can schedule their work time accordingly. 

Honor work preferences - vacation and holiday

#9: Schedule at least one top-notch employee per shift

If your business operates in shifts, make sure that each shift features at least one of your top players in terms of relevant employee skills, expertise, experience, and personal qualities. This will largely improve the quality of the shift, but also the customer experience. Moreover, the less-experienced employees (especially the newly hired ones) will have someone to look up to in terms of work standards or turn for support when needed.

Having one of your best employees is especially relevant during busy times when you want someone reliable at the scene to “pull” the workload and inspire other teammates to keep up the pace.

Example :  Scheduling a reliable food service specialist to operate the cash register, serve customers, and stock supplies during lunchtime in a city’s business district.

#10: Involve the employees in the scheduling process

You probably don’t want to waste time on constant work schedule updates because your employees are always asking for shift swaps or deadline extensions.

To minimize this, you can aim to involve the employees in the process of creating work schedules as much as you find suitable.

1. Have someone assist you in scheduling

Colleagues are more likely to understand what their co-workers think about their schedules, so having someone from the “inside” directly assist you with the schedules is optimal. This way, you’ll find out whether members of your team:

  • Are satisfied with their appointed times
  • Want more or less time scheduled per week
  • Prefer other days or times for their schedules

2. Have the team fill out availability charts

With an availability chart, all employees need to do is mark the days when they are available to work during a certain week. Later on, you’ll use this data to create feasible work schedules.

Example : You schedule someone for the first shift, but that someone isn’t available to work during this time. You glance at the availability chart and find the next suitable employee who marked his/her availability during the required time. You may even find that you’d have a backup for your backup if a larger number of employees is available.

3. When scheduling outside the available times, consult first

Sometimes, despite all the efforts the team has made with the availability chart, you’ll still need to schedule someone outside their availability times.

Example :  Perhaps, there’s a big celebration being hosted at your restaurant and you’ll need all hands on deck. Or, perhaps, there’s an unexpected bug in your app, and you need to call in your full-stack engineer to assist you from her vacation.

Emergencies happen, but it’s important how you approach them. If possible, always try to find the person who’d be the least inconvenienced by working outside his/her ideal availability times.

Example : If you have to choose between two options, always go for the person who is unavailable because of their spa appointment instead of calling a team member who is at the hospital worried about their family member. 

Either way, it’s always best to call up the person in question, explain the situation, and be courteous about the request. A reliable, conscientious employee will oblige to your request if it’s possible and will appreciate having a say in this.

Still, try to be understanding if an employee is genuinely not able to agree to your request, e.g. they have a doctor’s appointment. 

#11: Use work schedule templates to speed up the scheduling process

The previous 10 points are designed to help you effectively schedule employee time — but, schedule templates will help you make the scheduling process faster and more accurate. Here are 6 work schedule templates you can use now, for free: 

  • Employee Availability Form Template 
  • Daily Work Schedule Template 
  • Weekly Work Schedule Template 
  • Bi-Weekly Work Schedule Template 
  • Monthly Work Schedule Template 
  • Yearly Work Schedule Template 

Employee Availability Form Template

What’s it about?

The Employee Availability Form Template gives your team the option to share their available hours with you — so that you can schedule their work time accordingly. 

The employees should mark the time they can come to work and/or be on-call duty with checkmarks (Google Sheets) or “X” (Excel). 

Alternatively, you can print out the forms and have the employees fill them out with a pen.

Later on, you can use these individual employee availability forms to create feasible schedules.

Who is it for?

This scheduling form is perfect for any type of business that revolves around scheduling.

Employee Availability Form

⬇️ Download the classic Employee Availability Form Template in Excel

⬇️ Download the online, shareable Employee Availability Form Template in Google Sheets

⬇️ Download the printable Employee Availability Form Template in PDF

Daily Work Schedule Template

The Daily Work Schedule Template lets you schedule both work hours and tasks for each workday.

Simply insert the employee’s name, their department, the date, and add a checkmark (Google Sheets) or “X” (Excel) next to each hour they’re scheduled to work.

Alternatively, you can print out the schedule and fill it out with a pen.

This template is perfect if you prefer to schedule work hours and tasks on a daily basis. 

In case you need to stay compliant with the rule of scheduling work at least 7 days in advance, you can combine this more detailed, task-oriented schedule with schedules that cover a larger time period.

Daily Work Schedule

⬇️ Download the classic Daily Work Schedule Template in Excel

⬇️ Download the online, shareable Daily Work Schedule Template in Google Sheets

⬇️ Download the printable Daily Work Schedule Template in PDF

Weekly Work Schedule Template

The Weekly Work Schedule Template lets you schedule the employees’ work days and shifts on a weekly basis. 

Simply add the employee names and an “X” or a checkmark under each day they are scheduled to work.

The Google Sheet and Excel versions of the template also calculate the daily statistics per employee, in terms of:

  • How many times individual employees have been scheduled to work per week
  • How many times they were scheduled to work the First, Second, Third, or Split shift (if applicable)

In case your employees work different split shifts, work overtime, or have specific requests regarding their schedules, you can clarify this below each employee row.

This template is perfect if you prefer to schedule work days on a weekly basis, and/or pay your employees on a weekly basis.

Weekly Work Schedule

⬇️ Download the classic Weekly Work Schedule Template in Excel

⬇️ Download the online, shareable Weekly Work Schedule Template in Google Sheets

⬇️ Download the printable Weekly Work Schedule Template in PDF

Bi-Weekly Work Schedule Template

The Bi-Weekly Work Schedule Template gives you the option to schedule both the employees’ work days and shifts on a bi-weekly basis. 

Simply add the employee names, and add an “X” or a checkmark each day they are scheduled to work.

  • How many times individual employees have been scheduled to work per two weeks

This template is perfect if you prefer to schedule workdays on a bi-weekly basis, and/or pay your employees on a bi-weekly basis.

Bi-Weekly Work Schedule

⬇️ Download the classic Bi-Weekly Work Schedule Template in Excel

⬇️ Download the online, shareable Bi-Weekly Work Schedule Template in Google Sheets

⬇️ Download the printable Bi-Weekly Work Schedule Template in PDF

Monthly Work Schedule Template

The Monthly Work Schedule Template lets you schedule both the employees’ work days and shifts for each date on a monthly basis. 

Simply add the employee names, and an “X” or a checkmark under each date they are scheduled to work.

  • How many times individual employees have been scheduled to work per month

In case your employees work different split shifts, work overtime, or have specific instructions regarding their schedules, you can clarify this below each employee row.

This template is perfect if you prefer to schedule workdays on a monthly basis, and/or pay your employees on a monthly basis.

Monthly Work Schedule

⬇️ Download the classic Monthly Work Schedule Template in Excel

⬇️ Download the online, shareable Monthly Work Schedule Template in Google Sheets

⬇️ Download the printable Monthly Work Schedule Template in PDF

Yearly Work Schedule Template

The Yearly Work Schedule Template lets you schedule 5 employees over the course of one year (or several weeks or months). 

Simply name your employees and associate each with a symbol (“x1”, “x2”, “x3”, “x4”, “x5”).

Write the appropriate symbol (e.g “x1” for employee 1) next to the suitable date to schedule an employee.

This template is perfect if your team operates on a rotating schedule, or you manage seasonal workers. It can also be a great choice if you prefer to view and plan the workweeks on a larger scale.

Yearly Work Schedule

⬇️ Download the classic Yearly Work Schedule Template in Excel

⬇️ Download the online, shareable Yearly Work Schedule Template in Google Sheets

⬇️ Download the printable Yearly Work Schedule Template in PDF

In case you’re wondering whether an old school ready-made scheduling template could really top a time tracker as its alternative, make sure to go through the following article to help you make an informed decision: 

  • The benefits of using a time tracker in a remote team

Wrapping up

Scheduling employee time effectively should not be a challenge — if you implement the right scheduling system that involves:

  • Understanding your team and the workload
  • Having employees track their work time
  • Making sure you schedule work fairly and in a timely manner
  • Communicating everything
  • Avoiding common scheduling errors
  • Honoring work preferences and time off requests to the best of your ability
  • Building shifts around the best employees
  • Involving employees in the scheduling process

If you add a scheduling template to this equation, you will both speed up the entire scheduling process and ensure that tasks always go as planned. 

In the end, no matter whether you work on a fixed, flexible, floating, or any other type of schedule, if you schedule properly, you’ll improve:

  • Business operations
  • Time management
  • Employee work-life balance
  • Employee satisfaction
  • Customer/client satisfaction

As a result, the employee turnover rate will start declining, while transparency will almost instantly become the norm.  

✉️ What helps your scheduling process run smoothly? Do you have any tips or tricks that we didn’t mention in this blog post? Feel free to share your thoughts at [email protected] and we may include them in this one or one of our upcoming blog posts. 

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Marija Kojic is a productivity writer who's always researching about various productivity techniques and time management tips in order to find the best ones to write about. She can often be found testing and writing about apps meant to enhance the workflow of freelancers, remote workers, and regular employees. Appeared in G2 Crowd Learning Hub, The Good Men Project, and Pick the Brain, among other places.

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Free time tracker.

Time tracking software used by millions. Clockify is a time tracker and timesheet app that lets you track work hours across projects.

FREE FOREVER • UNLIMITED USERS

Clockify time tracker

How Do You Use a Weekly Schedule Planner?

Using a weekly agenda is one of the easiest methods for time and task management. It helps to stay organized and keep track of all projects and responsibilities.

A weekly calendar can have many different forms and applications:

  • Class schedule template for teachers and students to keep a record of homework assignments, daily class schedule, and class times.
  • A planner for those who want to improve productivity, keep track of task lists, and establish a daily routine.
  • The work schedule for employees, usually in the form of timesheets , for keeping track of employee shifts and create a coherent shift schedule.
  • Professional planner templates for creatives and agencies responsible for organizing events.
  • Agenda for conferences or meetings .
  • A simple template for household chores.
  • Traditional calendars with sections organized in a monthly order with a daily planner; or traditional digital calendar templates.
  • Appointment schedule for logging upcoming events, personal or whole family appointments.

The weekly schedule template is easy to use. It has a simple structure of a table divided into three or more columns — the name of a task, day of the week, and duration of the task with due dates.

You can use it to record the progress of work, track time , make notes of important events, plan and schedule meetings and add any information you need to organize time.

You simply enter all the information in the columns and adjust it to your preferences. You can personalize it in many ways. It may look like a calendar or more like an advanced table. It’s a flexible system that can have many configurations.

👉 Check also our  daily schedule templates

How Do You Make a Weekly Schedule Template?

Creating a printable weekly schedule is not difficult. You can either do it yourself in  graphic design software  or use the one-page free templates available online. A convenient planner template is a good way to save time and plan ahead.

The easiest way to create a free weekly schedule template is to use Word and Excel . You can do it by creating columns for different entries, depending on what you want to use your template for. It should include the date and name of the tasks. You can make it for a five day week or Sunday through Monday.

But you can also add such items as project , team members who work with you on a project , appointments and people you meet with, time spent on a task, personal information, and anything you need.

In other words, you can personalize your weekly calendar as you wish. It can be a simple weekly schedule or a complex, creative template.

On the other hand, if you don’t want to spend time creating a weekly planner, you can choose one of the templates prepared by other people. Such templates are fully compatible with Word and Microsoft Excel, and most other tools.

👉 Read also about  the 4 day work week .

What Are The Best Calendar Schedule Templates?

On the internet, you can find a broad array of free planner templates. To help you find the best weekly planner template, we’ve prepared a comprehensive list. Here, you can find free blank weekly schedules for everyone:

  • Professionals working in various industries.
  • Students and academics who need a class schedule template.
  • Employees who need a simple and transparent college schedule to plan work week.
  • Project managers and leaders who need to plan ahead the entire week for all team members.
  • Freelancers to have a work calendar for personal use.
  • Field workers.
  • People who want to improve productivity.
  • Those who need a simple weekly planner for personal use.

There are different options for a weekly planner suitable for everyone, even for the picky ones. Take a look at our list of the best free weekly planner templates and choose the one you like most!

1) TimeCamp – FREE automatic weekly schedule

Using a schedule template is an effective form of time management. But counting the time necessary to spend on particular tasks isn’t. Especially, if you bill your clients by hours. That’s where  automatic time tracking software comes in handy.

timesheet timecamp

With TimeCamp you can automate and optimize work. Thanks to precise time tracking you know exactly how much time you have to dedicate to every task and project.

It’s also a good employee schedule tool that helps to plan the work of the entire team. You can see how and when people work, you can manage attendance and make sure things are going the right way.

TimeCamp is an automated  time tracker  that offers many advanced features that are helpful in organizing time and work:

  • Automatic time tracking  (also records websites/apps usage and other activities for easier timesheet filling). The feature assigns time entries to specific tasks. Stop using a  time tracking spreadsheet  and save time on tracking.
  • Timesheets with approvals (and the ability to export timesheets to Excel and Google spreadsheet); you can also download and print your reports.
  • Built-in and customizable templates of performance reports.
  • Project tree structure with advanced time categorization (tags and notes).
  • Billable and non-billable  rates.
  • Budgeting and invoicing to help you collaborate with clients.
  • Monitoring productive and unproductive activities.
  • Integrations  with the most popular productivity apps, communication software. project management software,  CRM , and many, many more
  • GPS feature (suitable for field workers).
  • A free plan for unlimited users
  • Project, tasks, subtasks, and tags allow you to easily follow your to-do list for every week.
  • Available for desktop or mobile device so you can access it from any place in the world.

2) Calendarpedia

Calendarpedia weekly schedule template

Calendarpedia is a website with weekly calendars, planners, templates, schedule layouts and dates of all public holidays. It’s a fantastic resource of calendars of all types – yearly, monthly, weekly, weekly schedules, split year calendars, school and academic calendars, and many, many more .

Each weekly template is fully customizable. Every week is on an individual, separately printable page – one for every whole and partial week of a given year. You can use the templates for personal and business needs.

Also, you can find weekly schedule templates designed specifically for Australia, Canada, or the UK. They include all the dates of holidays, Christian and religion-related festivals, and other special days.

On Calendarpedia you will find every type of template you need to organize your work and time to better coordinate week.

Weekly schedule templates available for :

  • Microsoft Word format
  • Libre Office
  • Google Docs
  • Compatible with Microsoft Office mobile for iPad/iOS, Android, and Windows 10 mobile

3) Microsoft Schedule Templates

Microsoft weekly schedule template

If you’re looking for a weekly planner template straight from Microsoft , make sure to check their  depository of free templates . It’s a good solution for avid users of Microsoft.

These planners can be easily adjusted to your needs — you can change colors, the setup, and add as many entries to the week view as you want. It’s most suitable for simple weekly planning for homework of a college student, chores, and straightforward workload management.

Additionally, Microsoft offers thousands of various templates to print in categories such as  business cards, calendars, invoices, agendas, business plans, financial management, memos, and many more. 

Together with the printable weekly schedule templates, it can create a database of all the important information that will help you plan even the most complicated projects and manage them in a transparent way.

Microsoft Word offers simple solutions while Excel lets you create advanced formulas that are helpful for analytics and problem-solving.

Weekly templates available to print for :

  • Microsoft Word
  • Microsoft Excel
  • Compatible with Google Docs, OpenOffice, LibreOffice

4) Creative Templates from Canva

Canva weekly schedule template

If you’re more of  a creative person , especially a girl, a businesswoman or simply like original solutions, you will definitely find something interesting in Canva’s collection of over 1K templates.

Canva offers a selection of customizable, stylish weekly schedule planners to print that’ll get you motivated. You can choose from a variety of schedule layouts for different purposes – you can use them to plan a meal, meetings, business agenda, weekly work schedule and anything you like.

Canva’s templates perfectly fit in just one page and the daily agenda lets you see your plans and goals at a glance with transparent layouts.

To use weekly schedules, you need to sign up for Canva.

5) OnPlanners – Printable Weekly Planner Templates

OnPlanners weekly shcedule template

OnPlanners is a website with thousands of free planners. Every printable template has different planning pages and layouts. You can customize them as you want, download them, and print. What’s more, they have all the important elements a good  weekly schedule  template should have, such as  goals, reminders, events, priorities, and weekly to-do lists .

If you need more than a weekly timetable, you can look around the website to find something of interest. There are numerous weekly calendars, monthly planners, and many more. Check all agenda layouts and choose your favorite!

6) Pinterest – printable weekly planner

Pinterest weekly schedule template

You can find everything on Pinterest , beginning from funny memes to a weekly planner.

They are available in different layouts and you can choose from all the categories. You can find bullet journals, minimalist templates, hourly templates, a weekly planner in the form of a whiteboard, templates for work, family, and students, weekly schedule templates for employees, simple and complex planners, vertical work schedules, timesheets for Excel, black and white or colorful planners.

Everything you want in any type of format. There’s plenty to choose from!

7) Weekly Schedule Template for Google Docs

Google Docs weekly planner

Google Docs offers calendar templates for those who prefer to plan work and tasks online. It’s best if you get a template from an external website rather than directly from Google, since the options are limited. There are plenty of choices available on the internet. Just search for schedule layouts for Google Docs.

Also, in G Suite Marketplace you can find many useful  add-ons to tweak your template .

If you prefer, you can  create your own calendar in Google Docs . It’s an analog process to creating a template in Microsoft Word and Excel. You can later download your free weekly schedule template and use it in Word or Excel.

Google Docs templates are also compatible with Microsoft Word, Excel, Libre Office, and OpenOffice. You can easily print them.

8) Weekly Calendar Templates from Smartsheeet

Smartsheet weekly template

Smartsheet , a project management tool, created 15 free weekly templates to help you assign tasks to appropriate time periods. These are simple solutions that allow you to keep track of anything you want – tasks, projects, and appointments. You can also create a to-do list, and set and monitor goals.

They fit on one page so you get a transparent view of your weekly agenda or make a weekly summary of the work week.

Smartsheets templates are available for Excel, Word, and PDF format, for Google Docs, and directly in the Smartsheet app. You can easily pick a weekly planner for your company to print.

9) Findmyshift – employee schedule template

findmyshift weekly schedule template

If you need an employee schedule template, you may find Findmyshift solution suitable. It’s a simple weekly planner for teams that managers can customize and print.

You can see the schedule in employee view or facility view. This template also offers  smallish features to customize it  — add employees, invite guests, add a message to the notice board to communicate with employees and colleagues, add time off and requests, send messages, and even see reports for budget, hours, time off, shifts, and more.

You can also set more detailed options in settings. Additionally, you can upload your template, customize it, and print it for your team.

To Wrap It Up

A calendar or weekly time schedule is a great form of time management. It helps you stay perfectly organized during the entire week, from Monday to Sunday. You can also use it as a reporting system that’ll help you monitor work progress and run errands.

Or you can choose an  automatic schedule planner  to save time and money and prepare a perfect weekly time plan with notes with your personalized work calendar. We hope our guide helped you find your favorite way to create a weekly time management schedule.

Happy planning!

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😯 Pair of top-10 upsets headlines busy women's hoops Thursday

🏀 Men's scoreboard

🥎 Mary Nutter Collegiate Classic schedule, scores

Maya Ellison | NCAA.com | February 20, 2024

How the 12-team college football playoff will work: teams, schedule, bids.

how to make a schedule for school work

The College Football Playoff will introduce a 12-team playoff bracket for the 2024-25 season, expanding from the current four-team format.

How CFP teams are selected under new format

The new 12-team College Football Playoff field will include the five highest-ranked conference champions, which will receive automatic bids. The seven highest-ranked teams remaining will round out the 12-team format. 

The top four teams will receive a first-round bye to the quarterfinals.

📊 UNDEFEATED TRACKER:  Here's a look at every undefeated FBS team

Where CFP games will be played

As mentioned before, the four highest-ranked conference champions will be seeded Nos. 1-4 and receive a first-round bye. Seeds 5-12 will play each other in the first round. The higher-seeded teams will play host in their first round games. Here's a breakdown of the first round matchups:

  • No. 5 vs. No. 12
  • No. 6 vs. No. 11
  • No. 7 vs. No. 10
  • No. 8 vs. No. 9

New Year's Six bowl games will be introduced in the quarterfinal round. The semifinals will be played in bowls on a rotating basis while the national championship host site is determined through bids by prospective host sites.

Here's what the 12-team field would've looked like in 2023-24

On Sunday, Dec. 3, the CFP Selection Committee released the final set of rankings for the 2023-24 season . Michigan, Washington, Texas and Alabama comprised the top 4 that'll compete in the College Football Playoff in the final year before the expanded format is introduced. Utilizing the respective rankings, let's project what the 12-team bracket would look like for the 2023-24 season.

Here are the final CFP rankings of 2023-24: Released: Sunday, Dec. 3, 2023

First round

As stated in the official announcement by the CFP , the first rounds would take place at either the home field of the higher-seeded team or another site designated by the higher-seeded program during the week of Saturday, Dec. 21.

Although specific game dates have not yet been announced, we can make predictions on how each matchup will appear. Keep in mind that the No. 12 seed will go to Liberty, as the Flames are the sixth highest-ranked conference champion in the final CFP rankings, replacing Oklahoma — a team that finished third in the Big 12 — as the No. 12 team. 

No. 12 Liberty at No. 5 Florida State No. 11 Ole Miss at No. 6 Georgia No. 10 Penn State at No. 7 Ohio State No. 9 Missouri at No. 8 Oregon

🔮 FUTURE:  How the first College Football Playoff rankings predict the semifinals

With the top-four seeded teams receiving bye weeks, the winner of each team listed above would move on to face teams No. 1 through 4. Teams will not be reseeded. This means that the top-ranked team would proceed to face the winner of the No. 9 and No. 8 matchup.

CFP officials stated that the four quarterfinal games and two Playoff Semifinal games will be played in New Year's Six bowls on a rotating basis. 

2024 quarterfinals : Fiesta Bowl, Peach Bowl, Rose Bowl and Sugar Bowl 2024 semifinals : Cotton Bowl and Orange Bowl  2025 quarterfinals : Cotton Bowl, Orange Bowl, Rose Bowl and Sugar Bowl 2025 semifinals : Fiesta Bowl and Peach Bowl 

The CFP  schedule for the 2024 and 2025 seasons:

Tap here to learn more about the 12-team CFP expansion for the 2024 and 2025 seasons.

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Here's what's open and closed on Presidents Day 2024 and why we celebrate the holiday

Here's a look at what presidents day is, when it takes place and what will be open and closed, published february 16, 2024 • updated on february 17, 2024 at 1:40 pm.

The U.S. is celebrating Presidents Day Monday and while many will be off work for the federal holiday, they'll also be wondering where they can go and what they can do.

Here's a look at what Presidents Day is, when it takes place and what will be open and closed:

What is Presidents Day and why do we celebrate it?

The earliest iteration of Presidents Day dates back to the 1800s, when the life of first U.S. President George Washington was celebrated each Feb. 22, which was his birthday, according to History.com . In 1885, Washington's birthday became the first to be designated as a federal holiday.

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Then, in 1971, the holiday was moved to third Monday in February as a result of the Uniform Monday Holiday Act, which was designed to give workers a number of three-day weekends throughout the year. According to the National Archives , the position of the holiday between Washington's birthday and Abraham Lincoln's birthday, which was Feb. 12, "gave rise to the popular name of Presidents Day."

Since Lincoln's birthday wasn't a federal holiday, Presidents Day has become a day to honor both presidents.

When is Presidents Day?

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In 2024, Presidents Day falls on Monday, Feb. 19.

What's open and closed for Presidents Day 2024?

Because Presidents Day is a federal holiday, many facilities will be closed.

Banks: Mostly closed

Presidents Day is a holiday for the Federal Reserve Bank, meaning most bank locations will be closed. TD Bank stores will be open, though.

Post office: Closed

Because Presidents Day is a federal holiday, USPS offices will be closed.

UPS: Locations open

UPS says "pickup and delivery services are available," on Presidents Day. The company notes that UPS SurePost and UPS Mail Innovations deliveries "will require one additional business days’ time in transit due to the Federal (USPS) holiday."

The UPS Store locations are open, however.

FedEx: Modified service

Though most routes will operate normally, FedEx says it will employ modified service for FedEx Express and Ground Economy for the holiday.

Schools: Mostly closed

Most schools across the country are closed on Presidents Day, with some districts even having off the Friday before the holiday as well.

Grocery stores: Mostly open

Stores like Trader Joe's, Costco and more have said they will operate regular hours. Check your local store for hours.

Retailers and restaurants: Mostly open

While most government functions will not be operating on Monday, most big box stores and restaurants will remain open.

Many major chains will be offering a number of holidays sales in celebration of the day.

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What is Presidents Day and how is it celebrated? What to know about the federal holiday

Many will have a day off on monday in honor of presidents day. consumers may take advantage of retail sales that proliferate on the federal holiday, but here's what to know about the history of it..

how to make a schedule for school work

Presidents Day is fast approaching, which may signal to many a relaxing three-day weekend and plenty of holiday sales and bargains .

But next to Independence Day, there may not exist another American holiday that is quite so patriotic.

While Presidents Day has come to be a commemoration of all the nation's 46 chief executives, both past and present, it wasn't always so broad . When it first came into existence – long before it was even federally recognized – the holiday was meant to celebrate just one man: George Washington.

How has the day grown from a simple celebration of the birthday of the first president of the United States? And why are we seeing all these ads for car and furniture sales on TV?

Here's what to know about Presidents Day and how it came to be:

When is Presidents Day 2024?

This year, Presidents Day is on Monday, Feb. 19.

The holiday is celebrated on the third Monday of every February because of a bill signed into law in 1968 by President Lyndon B. Johnson. Taking effect three years later, the Uniform Holiday Bill mandated that three holidays – Memorial Day, Presidents Day and Veterans Day – occur on Mondays to prevent midweek shutdowns and add long weekends to the federal calendar, according to Britannica .

Other holidays, including Labor Day and Martin Luther King Jr. Day , were also established to be celebrated on Mondays when they were first observed.

However, Veterans Day was returned to Nov. 11 in 1978 and continues to be commemorated on that day.

What does Presidents Day commemorate?

Presidents Day was initially established in 1879 to celebrate the birthday of the nation's first president, George Washington. In fact, the holiday was simply called Washington's Birthday, which is still how the federal government refers to it, the Department of State explains .

Following the death of the venerated American Revolution leader in 1799, Feb. 22, widely believed to be Washington's date of birth , became a perennial day of remembrance, according to History.com .

The day remained an unofficial observance for much of the 1800s until Sen. Stephen Wallace Dorsey of Arkansas proposed that it become a federal holiday. In 1879, President Rutherford B. Hayes signed it into law, according to History.com.

While initially being recognized only in Washington D.C., Washington's Birthday became a nationwide holiday in 1885. The first to celebrate the life of an individual American, Washington's Birthday was at the time one of only five federally-recognized holidays – the others being Christmas, New Year's, Thanksgiving and the Fourth of July.

However, most Americans today likely don't view the federal holiday as a commemoration of just one specific president. Presidents Day has since come to represent a day to recognize and celebrate all of the United States' commanders-in-chief, according to the U.S. Department of State .

When the Uniform Holiday Bill took effect in 1971, a provision was included to combine the celebration of Washington’s birthday with Abraham Lincoln's on Feb. 12, according to History.com. Because the new annual date always fell between Washington's and Lincoln's birthdays, Americans believed the day was intended to honor both presidents.

Interestingly, advertisers may have played a part in the shift to "Presidents Day."

Many businesses jumped at the opportunity to use the three-day weekend as a means to draw customers with Presidents Day sales and bargain at stores across the country, according to History.com.

How is the holiday celebrated?

Because Presidents Day is a federal holiday , most federal workers will have the day off .

Part of the reason Johnson made the day a uniform holiday was so Americans had a long weekend "to travel farther and see more of this beautiful land of ours," he wrote. As such, places like the Washington Monument in D.C. and Mount Rushmore in South Dakota – which bears the likenesses of Presidents Washington, Lincoln, Thomas Jefferson and Theodore Roosevelt – are bound to attract plenty of tourists.

Similar to Independence Day, the holiday is also viewed as a patriotic celebration . As opposed to July, February might not be the best time for backyard barbecues and fireworks, but reenactments, parades and other ceremonies are sure to take place in cities across the U.S.

Presidential places abound across the U.S.

Opinions on current and recent presidents may leave Americans divided, but we apparently love our leaders of old enough to name a lot of places after them.

In 2023, the U.S. Census Bureau pulled information from its databases showcasing presidential geographic facts about the nation's cities and states.

Perhaps unsurprisingly, the census data shows that as of 2020 , the U.S. is home to plenty of cities, counties and towns bearing presidential names. Specifically:

  • 94 places are named "Washington."
  • 72 places are named "Lincoln."
  • 67 places are named for Andrew Jackson, a controversial figure who owned slaves and forced thousands of Native Americans to march along the infamous Trail of Tears.

Contributing: Clare Mulroy

Eric Lagatta covers breaking and trending news for USA TODAY. Reach him at [email protected]

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