Work Schedule: Definition and Importance for Employees

user hands on laptop working in Shiftbase workforce management tool planning in employee schedules

In this article we offer a complete guide on creating the best suitable work schedules that suit everyone's needs.

What is a work schedule?

A work schedule is a plan that outlines when and how work tasks should be completed. It can also include information about designated work hours, breaks, lunch times, and any other details related to work activities that need to be done.

Why is creating an effective work schedule important?

Work scheduling is a critical component of running any successful business. Creating an effective work schedule is important for several reasons:

Structure and clarity in the workplace

Everyone in the work environment knows when tasks need to be done, how to prioritize work, and who should be assigned what work.

Boost productivity

The work schedule can be designed to ensure work is completed efficiently and on time. It also allows for the most important work to be done during peak work hours, so work is done better and faster.

Time management

Creating a work schedule allows workers to have more control over their time, better work-life balance, and ensure work is not overwhelming or too demanding.

Workforce planning

A work schedule is necessary for any team that wants to provide the highest quality of service possible. By defining the right number of staff you need, redistributing workloads, and preventing your team from becoming overwhelmed with work, you can ensure that everyone is at the correct place and time in order to meet customer needs.

Determines labor costs

Carefully planning your employee schedule can help you save money in wasted wages while avoiding being understaffed. Creating the right schedule can even decrease turnover costs related to hiring new replacements.

Useful Read: How To Calculate the Cost Of An Employee + Free Template

Keep track of overtime hours

Employing overtime regularly should be avoided in any organization. Not only does it incur more expenses, but it also exhausts your employees. However, if you employ the right work scheduling techniques, over time can easily be prevented.

Useful Read: Time Off in Lieu (TOIL): Balancing Employee Rewards and Work-Life Harmony

Increased efficiency

An effective work schedule means that employees are more likely to work smarter rather than harder. With a work schedule, employees can work more effectively and efficiently by focusing on tasks that need to be done to reach their goals.

Types of work schedule

Here are the types:

Full-time work schedule.

This type of full-time job is a popular option, typically requiring 40 hours per week to be dedicated. Full-time work offers a significant benefit; it guarantees your employees' financial stability.

Not only does the fixed salary assure employers, but more importantly, it takes away any anxiety for workers about their monthly earnings.

Part-time work schedule.

A part-time schedule is anything with fewer hours than what would be deemed full-time. This scenario's typical number of hours tends to be 4 per day.

Part-time employees have the privilege of a more flexible work schedule with fewer days and shorter hours each week compared to full-time workers.

Although, they won't receive the same salary level as their counterparts and must be prepared for changes in their weekly timetable.

Fixed work schedule.

Organizations often utilize fixed schedules, which mandates employees to adhere to specific hours. For example, working Monday through Friday from 8 am-5 pm with an hour break for lunch. These predetermined schedules are applicable in both full-time and part-time roles alike.

Flexible work schedule.

Offering flexible work hours allows employees to dictate their own working schedules, providing them with the freedom and flexibility they need to be productive in the workplace.

Companies that promote this policy reap various benefits, from increased employee engagement and improved job satisfaction to higher productivity levels.

Rotating shift work schedule.

A rotating schedule is often employed for businesses that are in continuous operation, such as customer service or healthcare. Work rotations can be a win-win for employers and their employees.

Companies are able to provide nonstop services, while personnel can select day or night shifts that best fit their lifestyle.

Useful Read: Schedule Rotation Generator + FREE Template

Seasonal schedules.

Employers often enlist the assistance of seasonal employees when needing extra manpower. Typically, these positions appear during summer months or around holidays.

For instance, a seasonal worker may be responsible for monitoring beachgoers as a lifeguard at the peak of the summer season or lend their gift-wrapping skills as Christmas approaches.

Shift schedules.

For companies operating 24/7, the classic shift schedule consists of three shifts: early morning (first), day (second), and night (third). The 12-hour shift variant is also quite popular. Take food service or medicine production as examples - these industries benefit greatly from doing so!

Useful Read: The 4-day work week schedule - An Implementation  Guide

Features for a perfect work schedule

Manager working on Shiftbase scheduling tool to create employee schedules

A work schedule should encompass the following qualities to be deemed successful:

  • Proper planning ahead of time:  A work schedule is most effective when it's planned in advance. This allows enough time to work out changes that may be needed and to ensure the best work-life balance for each employee.

  • Communication: Clear communication is essential to ensure work schedules are properly communicated and understood by all parties involved. All instructions and expectations should be clear from the start to avoid any confusion or issues later down the line.

  • Each shift is staffed properly: Ensuring each shift is properly staffed will ensure workflows are not disrupted and employees know what's expected of them.

  • Equal distribution of shifts: Every employee should be given a fair chance to work the shifts they prefer, so work schedules should be designed with this in mind.

  • Clear policies for overtime: Setting clear policies and procedures for overtime work is necessary to avoid any misunderstandings or abuse of the system.

  • Suitable timing for breaks and lunch periods:  All work schedules should include designated break and lunch periods to ensure workers are given enough time to rest and refuel throughout the day.

  • Not overworking any employee:  It is important to keep work schedules consistent and avoid overworking any employee in order to prevent burnout.

  • Monitoring schedule adherence: Regularly monitoring work schedules helps to ensure that employees are following the rules and not taking any shortcuts.

How to create best suitable work schedules?

Here are steps to create it:

Step# 1: assess your staffing needs.

Start by determining the number of employees needed to work each shift and when they should work based on your business needs and workflows.

Step #2: know your employees.

As a manager, knowing who you're working with is essential. Take the time to get to understand your team members and their abilities, opportunities, and limitations.

To make sure that everyone completes the tasks at hand correctly and in an efficient way, arrange team-building activities or lunch dates with colleagues so that you can bond as a group of professionals united by one goal: success!

With this, you can make decisions that will help your business reach its peak potential rather than simply providing the number of servers at the peak times.

Step #3: create an employee database.

Having a database of employee information on hand will make scheduling much easier. This should include details such as their work hours, contact information, availability, and more.

Step #4: create shifts around suitable employees.

By assigning shifts to the best-suited employees, you are guaranteed to always have high-quality staff working in your team.

Furthermore, having experienced teammates creates a strong foundation and sets higher standards for everyone else - providing them with an opportunity to grow and observe how professionals do their job!

With this approach, your team members will be able to effortlessly raise the bar of excellence during every shift.

Step #5: establish an effective communication method.

Before work schedules can be properly implemented, it is important to have a good communication system in place.

This should include methods such as emails and text messages to ensure all employees are informed of the work schedule and any changes that occur.

Here are a few suitable options you can use for effective communication:

  • Email: This is the most commonly used method for work schedules. You can easily send emails to all employees with updated work information, including changes in work hours or tasks.

  • Text messages: This is a great way to quickly inform employees about work schedules and changes without wasting too much time.

  • Calendar appointments: You can also use a calendar app to easily remind employees of work shifts and changes in work hours.

Step #6: Develop a schedule.

Once you have all the necessary data, create work schedules that work for your team and meet their needs. Consider the varying work hours of each employee when developing work schedules to ensure everyone is given a fair chance to work the shifts they prefer while still meeting business demands.

Tips for better work scheduling

Ask for feedback and adapt.

Constructing a schedule necessitates asking your workforce for feedback. Doing so ensures that you can arrange shifts, business hours, and days off to suit their needs. Additionally, answer any queries employees may have about their schedules with the utmost attention in order to maintain employee satisfaction.

Create an availability chart.

Unforeseen circumstances can arise in which an employee is unable to work their shift, and you need to find a substitute quickly. An availability chart can be your lifesaver, enabling you to smoothly transition into finding the perfect candidate for the job instead of simply leaving it up to fate.

Emergencies come with no warning, but planning ahead utilizing an availability chart will ensure that you always have a "plan B" ready when necessary!

Define schedule rules.

When making work schedules, set rules that must be followed; these might include work hours, overtime work, and other restrictions that must be adhered to for work to run smoothly. Doing so can help prevent scheduling issues due to miscommunication or misinterpretations.

With these tips, you can easily structure work schedules to create a work environment that benefits your business and employees.

How do work schedules help employees?

Here's how they help:

  • Plan their days: With work schedules in place, employees can plan their days according to what works best for them. This will also help them take ownership of their work and focus on accomplishing specific tasks.

  • Improved productivity: Work schedules help ensure that employees are well-rested, motivated, and energized during work hours, leading to significantly improved productivity.

  • Reduce stress: By knowing when work hours start and end, employees can plan their personal lives accordingly, which helps reduce work-related stress.

  • Improve work-life balance:  Working schedules give employees more control over their work and personal lives so they can maintain a good work-life balance for their overall well-being.

Employee scheduling and Time-tracking software!

Employee scheduling and Time-tracking software!

  • Easy Employee scheduling
  • Clear time-tracking
  • Simple absence management
Try for free Request a demo

Employee scheduling software

Here's a guide about the employee scheduling app:

What is an employee scheduling software?

Employee scheduling software is designed to make employee work schedules easier, faster, and more efficient. It helps managers streamline the scheduling process, assign work hours, track employee availability, and manage shift changes.

How can scheduling software help?

  • Match specific needs: The software allows companies to create work schedules that match their specific needs while still accommodating the necessary requests of employees.
  • Helpful features: These types of software are cloud-based and offer features such as notifications, reports, and analytics which help managers better monitor work progress.

By using employee scheduling software, employees and managers can work smarter while greatly reducing the time needed to create and manage work schedules. With the right software, companies can work hand in hand to fulfill work requirements and enhance productivity!

Best employee scheduling software available:

Shiftbase planning tool opened on laptop


While there are several scheduling software options available, Shiftbase stands out with its comprehensive features and user-friendly interface. Here's why Shiftbase is the best choice for your business:

  • All-in-one solution: Manage employee scheduling, time tracking, and absence management seamlessly within a single platform, eliminating the need for multiple software solutions.
  • Flexibility: Create customized schedules that cater to individual employee needs and business requirements.
  • Streamlined communication: Keep employees informed with automated notifications and updates about their schedules and work hours.
  • Cost-effective: Reduce administrative overhead and save time with efficient scheduling and workforce management.


Creating work schedules is not just about ensuring that tasks are completed on time. It is also important to consider the needs of your employees when arranging work shifts to ensure work satisfaction and employee loyalty.

Streamline Your Workflows with Powerful Scheduling Software

Creating efficient work schedules can be a challenge, especially for businesses with part-time or flexible staff. Fortunately, innovative software solutions like Shiftbase can help streamline the process, saving you time and resources.

Shiftbase is a comprehensive workforce management platform offering a suite of features including employee scheduling, time tracking and absence management. Take control of your workforce and experience the benefits of efficient scheduling. Try Shiftbase for free for 14 days!

Frequently Asked Questions

  • The type of work schedule that is most effective depends on the nature of work, team size, and employee availability. To decide which work schedule works best for your team, you should consider the work requirements and employee preferences.

  • A healthy work schedule should include regular breaks, reasonable work hours, and the chance for employees to work from home or on vacation when needed. Additionally, the work schedule should give employees enough time to complete tasks and work on their projects.

  • Creating work schedules involves planning shifts that fit the needs of your team and providing ample flexibility for employees to work when they are most productive. When creating work schedules, it is also important to consider employee availability and work preferences.

Rinaily Bonifacio

Written by:

Rinaily Bonifacio

Rinaily is a renowned expert in the field of human resources with years of industry experience. With a passion for writing high-quality HR content, Rinaily brings a unique perspective to the challenges and opportunities of the modern workplace. As an experienced HR professional and content writer, She has contributed to leading publications in the field of HR.


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