How Employee Calendars Work


Employees are faced with diversified personal and work-related challenges every day. Unmet deadlines, tardiness, feeling unproductive, and inefficiency are considered as some of their biggest fears and nightmares. To solve these kinds of problems, the principles of time management and schedule organization play a key role.

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Creating customized work calendars can help employees survive and overcome their daily struggles.  Employee calendars are more than just a set of schedules. They are also great tools in tracking one’s productivity and efficiency. Furthermore, calendars make it possible for you to make necessary planning and adequate preparations before dealing with a specified activity or project.

Work Plan Calendar

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Holiday Calendar

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Employee Calendar

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Advantages of Using Employee Calendars

For employees, workers in general, calendars are utilized in a variety of ways to suit a particular transaction or line of work. These types of calendars bring about benefits to the employee both in the personal and professional levels. The benefits of using calendars are as follows:

Basic Planning Mechanism

In a work setting, a certain employee performs different types of work. To ensure that he or she attends to his or her duties and responsibilities in a timely and efficient manner, coming up with a work calendar is a good option to work on. He or she can make a calendar integrating his or her daily focus for the day so as to plan and organize the needed activities to be complied with. Moreover, creating a personal planner can help the employee list and break down his or her deliverables. Even the employers need to create a comprehensive calendar to lay out their daily, weekly, monthly, and annual activities and priorities.

Schedule Setting

Other than being a planning mechanism, employees can also consider calendars as a good avenue to set and organize schedules for both work and non-work related activities. You may come up with a calendar outlining your plans for the holidays or how you will manage and spend your vacation leave credits. In outlining the schedules in your calendar, you should adopt a system in order for it not to appear cluttered and disorganized. You can set the schedules in accord with your priorities or level of urgency of a certain project or activity.

Progress and Productivity Tracking

And lastly, employee calendars contribute to the overall productivity and progress of the employee in the performance of his or her tasks. In line with this, calendars can serve as a to-do list with which they can track their daily productivity and tick off those commitments that they have already accomplished.

Indeed, employee calendars can reduce the amount of stress that the employees experience in their daily operations. It saves them from the negative effects of being burnout due to work-related stress.

How About for Employers?

Employers also benefit from the usage of employment calendars. Using calendars has become an established business practice because of the advantages that employers get from it. The following are some important types of work calendars which are predominantly used:

Attendance Calendar

An employee attendance calendar is one type of calendar utilized by employers to ensure that they can comprehensively monitor and track the attendance of their respective employees. They can create a calendar that fits the business schedules and work shifts of their company.

Payroll Calendar

Payroll is both a critical concern of the employers and employee. The former makes use of such calendars to monitor the salient fiscal and payroll dates while the latter may come up with their own payroll calendar to monitor their own payroll dynamics to counter-check it with the management’s calculations. It is evident that this calendar plays a pivotal role in maintaining the transparency and level of accountability that both employers and employees must comply with.

Monthly Work Calendar

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Work Shift

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Leave Calendar

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Building an Employee Work Calendar

Before organizing an employee calendar which can utilized in the course of the business operations, you need to consider various factors to make the calendar holistic and comprehensive.

Examples of such factors are the following:

  • mandated working hours of the business or company
  • the nature and type of work that the employee renders
  • the shift schedules
  • the type of business the employer
  • other relevant factors that the employee deems necessary

After examining the above-mentioned factors, you can now proceed to the actual making of the calendar.

Choose a medium with which you want to generate or make a calendar.

In the absence of company sponsored employee calendars, you may choose a medium that is convenient for you. Calendars can be made manually from scratch, software-generated, or customized calendar templates. If you want to channel your creativity and build a calendar from scratch, that is totally alright. However, you need to consider how you will manage such calendar.

Software-generated calendars may refer to those calendars made via MS Office that are either MS Excel or MS Word or from other calendar builder software available both online and offline. As for calendar templates, they are mostly preferred because they are easy to edit and personalized. You can indeed save time.

Decide the frequency of your calendar.

You may use a daily calendar, weekly, monthly, or an annual calendar. It depends on the purpose of the calendar and what frequency makes it more convenient and easy for you.

Edit the structure and outline of the calendar.

For the outline of the calendar, you can refer to the work calendars provided by your employer in order to have a grounded basis. Employers usually published holiday calendars, an annual calendar of activities, payroll calendars, and much more. You may refer to those in editing the framework of your calendar. The calendar may include the following items:

  • List of significant dates and schedules
  • List of events and work-related commitments and priorities
  • List of needed documents, materials, or resources

In addition to this, there is a need to label the calendars for you to be guided accordingly.

Incorporate design elements.

You may also add design elements to your calendar to make it appear more presentable and motivating. You can choose a professional and engaging color scheme that portrays your personality. You may also adopt the design elements and color scheme followed by the brand of your employer to make it more work-related.

These are just subjective and simplified ways that you may opt to consider in building and customizing your calendar. You may add more unique styles and formatting techniques that are suited to the kind of work you’re currently dealing with.

Alternate Work Schedule Calendar Template

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Work Hours Calendar

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Weekly Work Calendar Template

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Yearly Work Calendar Template

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Blank Work Year Planning Calendar Template

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Free Download Monthly Calendar Schedule Template Excel

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How to Enrich and Manage the Quality of Employee Calendars

Using calendars to list your daily or weekly deliverables is indeed a cost-effective way of managing your schedule and resources. To further enrich the quality and functionality of your calendar, there are also strategies that you may take note of.

Preparation is a serious stage you need to dwell on.

Coming up with a comprehensive calendar is all about executing the necessary preparations. In the case of employees, they should know beforehand their work schedules, their work shifts, their daily deliverables, and other important matters. These factors are important in determining the structure of your calendar.

Put prime emphasis on documentation.

The efficacy of a calendar also depends on your ability to make accurate and verified documentation. How can you list down important dates, schedules, and commitments if you don’t have a system with which to record them? As much as possible, record all relevant dates and schedules.

Adopt a consistent system.

In using your calendar, you should establish a system that you must observe all the time. For instance, you may want to encircle those dates that are critical or significant. Moreover, you can adopt a color scheme that represents the level of prioritization.

Consider online calendars.

Aside from having a handy printed calendar or planner with you, it is also wise to have an electronic copy of your calendar. You may avail of online calendars and application programs that are easy to manage and update.

Consider having a theme.

As discussed above, you may apply design elements in your calendar. To add, adopting a theme would make your calendar more interesting and engaging. May it be a work-related or personal calendar, choosing a theme increases your motivation to commit to the schedules and plans embedded in your calendar. Furthermore, you can also add high-quality images and graphics. Just ensure that the professional character of your office calendar, especially employee calendars, is still preserved and emphasized.

Update your calendar regularly.

In order to increase the functionality aspect of your calendar, you must execute the necessary updates from time to time. A calendar which is not regularly updated may become the cause of work conflicts, unmet deadlines, and disorganized schedules.

In sum, you should just calm down and enjoy making your calendar. Building calendars may appear complex at first. However, once you master the process and little by little reap its benefits, then you’ll know that all your hard work are worth it.

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