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Following is a free Printable Weekly Schedule Template which you can will in with your regular weekly schedule and print. Get Instant Productivity with Snap Schedule 365, our latest online employee scheduling solution. Instead of designing a schedule plan from scratch, let’s look at pre-designed schedule plans to see if any of the 3-team, 2-shift plans can be used as a starting point. From the Getting Started screen, select the DDNNOO plan from the list to create a new schedule file based on the selected plan. On the Manage tab, click on the Shifts button to modify the shifts from 12 hours to 8 hours.
To generate employee schedules from this plan, click on the Generate Schedule button and follow the on-screen instructions.
Starting this week we are starting a new series of posts on project management using Microsoft excel.
Excel, because of its grid nature provides a great way to prepare and manage project plans.
We will also write formulas in all the cells (same formula pasted over the entire range) which displays a symbol like solid rectangle.
Once you prepare such plan it is easy to track, find out the status of individual activities and take necessary corrective actions as needed.
Feel free to download gantt chart project plan template and make your own project plans using Microsoft Excel.
In the next part of this series we will understand how to manage day to day activities of projects using to do lists in excel.
Check out my Project Management using Excel page for more resources and helpful information on project management. One concern with this approach is that it is often very important to display the Planned and Actual schedules superimposed on each other (not available here). This leads me to the thought that the Gantt chart you present will be very effective for a certain class of project, but not for others (ie. Also, it is very clear that Excel is a critically important tool for schedule analysis even when the high-power tools are used. I think excel based gantt charts are less powerful when you compare with MS project or some other project management tool. I'm sure it wouldn't be difficult to finagle the conditional formatting to outline the target, and fill in the actual (or vice versa), or some other form of formatting that will superimpose the two.
Ive been playing (learning) with this and took cognisance of the need to show planned and actual on the same graph. I looked at the comments from the other users and also noticed that the %complete line shows 100% even if its only 90% in column G.
You can change the light blue color (actually it is white, due to the blue background it looks like light blue) by selecting the entire grid and changing the font color. Won't go into too much detail yet in case this sort of enquiry is inappropriate to the thread.
Is there a way to add milestones to the chart with no duration (similar to MS Project) like start, or meeting, or other no duration events?
I needed a quick & inexpensive way to build a decent-looking Gantt chart and this fit the bill perfectly. Chandoo - I love your posts - I drift back and forward periodically, as a source of expertise and skill. So - thank you for your posts - and I hope all those that stumble on your site, like I did years ago, find it as informative, educational, and value adding as I did (and continue to do so)! However, when a lot of people start using the same sheet, then you run into a whole host of problems.
Also, try with more duration than 2 days (say 30 days) and you should see bars of varying lengths. How easy would it be to also incorporate a 'Budget' section showing a vertical bar chart presenting the target budget and actual costs incurred in implementing the project? Studying for exams, freelance contracts or working on bigger projects can mean freedom with your schedule. Whenever you start a new project, start taking classes again, or simply run into a block of flexible work time, you will need to set up a schedule.
Many people, however, try to go the bottom-up approach when they need to structure their time.
Another trap that is easy to fall into when you control your own schedule is to assume that the time spent not working, is unproductive. Setting up a work routine from the top down, means you need to start with your end results. If you’re a student on you are working on your own projects, this means you need to figure out what the final outcome should be. Once you have the end result, you need to work backwards setting milestones and tasks designed to reach that target. When you end up with a list of tasks, you have the chance to be far more productive than with a bottom-up set of assigned hours.
I find that an outline great tool for breaking down goals into tasks and those into subtasks.
It only took me a few all-nighters in college to realize that I needed to take a new approach to my scheduling. I find that block scheduling (bottom up) is useful for deciding what kind of time you can commit to a new project or undertaking. I’ll enter my schedule as it currently stands and then highlight the blocks that are left over. But when it comes time to actually decide what to do and when to do it, that is done top-down. Now I understand why I was successful in college: using the syllabus, I marked the midterms and finals, and I put down a reminder of each about a week beforehand so I knew to review.

Otherwise, I would read homework and work my problems as I could: sometimes fall asleep as I read and wake up and pick the book back up.
Having a specific place to be undistracted for some courses (like math courses) always irked me, but they were effective for getting the problems done. Available for three different weekly periods: Monday to Friday (5 day week), Monday to Saturday (6 day week) and Sunday to Saturday (7 day week). The files can be easily modified and adapted to meet your specific requirements, then saved and used again at a later stage. All templates downloadable below are in US letter paper format (as used in the USA, Canada, Mexico, the Philippines and some South American countries).
Printable Templates: You can download my Sample Church Nursery Schedule as a Word document. When I can’t fill all the nursery spots I will just write “Volunteer Needed” and send it out anyway.
I have been working in various projects in the last 6 years and almost in all cases we have been using excel to manage, measure and track various aspects of project. In this part of the project management using Microsoft excel series we will learn how to prepare and track a project plan using gantt chart in excel.
For finding out if we should fill in the symbol or not, we use the % completed column of the gantt chart. Also, it is not uncommon to save multiple benchmarked versions of the plan along with current re-plan, and to display multiple versions of the plan simultaneously. I used the following formula to shade the weekly cell and then used conditional formating..
Excel 2003 has a limitation on the number of 3 conditional formats applied on a range of cells.
I am a project manager that is trying to get an 'old fashioned' (defunked) program under control by making everything uniform. Is it possible to include budgets as a % of total build cost, contractor's quotes against actual payments to them, etc.
You can easily add more columns.If you are familiar with how excel formulas (and conditional formatting) work then it should be fairly easy. Excel is a poor mans database and should only be used with cost reporting for regularly used reports. To start with, there is no straight forward way to do even the simplest project management activities using excel. From what I have seen, excel seems like a decent fit when the other choice is learning a complex tool or paying money through nose. Excel is great for making personal logs and list that very few people will use (and have limited amounts of records and fields).
A good schedule is one that accomplishes the work you need to do and you actually stick to it. The top-down approach focuses you on deciding what work needs to be done, and by what deadlines. They start by setting aside blocks of time, and micro-managing how time will be allocated to different tasks. If you started by defining the grades you want, then moved down to what you need to know, then moved down to a list of tasks and activities designed to learn that knowledge, you wouldn’t need to assign arbitrary hours for “studying” in the library.
Bottom-up approaches are popular whenever the actual work tasks are vague and finishing points are not clear. While hours spent not working may be frowned upon by employers who pay by the hour, it isn’t important when you control your own schedule. It doesn’t matter whether you spend ten hours a day working, either the deadlines are unrealistic or you aren’t working effectively.
If you can clearly define this as a starting point, you can work backwards to figure out the tasks and deadlines you need to set in order to reach it. Except for goals that are completely within your control, this will often mean adjusting the plan frequently to meet your milestones and deadlines. For projects completely under your control, like writing a book or finishing a design, the tasks to complete won’t change much from your initial plans. You can work whenever you want, with flexibility, but you stay accountable to the end result. I figured out how much time I would need to put into each project or paper and started that work far enough in advance to finish with time to spare. It is NOT terribly useful for actually planning what you need to do and when you need to do it.
I will then compare it to the project I am contemplating and decide whether or not it is worth going forward. Stay organized with these flexible and easily printable week schedules in Microsoft Word format.
All schedule templates are blank, printable, editable, macro-free and may be used free of charge for non-commercial use, provided that the Calendarpedia logo, the copyright notice and the disclaimer ("Data provided 'as is' without warranty") are not removed. For templates in A4 paper format (the international standard paper size used in all other parts of the world) please see Calendarpedia's UK edition.
I simply open the Word document on my computer and edit the old dates by looking at my calendar. These might be weeks when we cancel Sunday night church, or when we don’t offer a nursery because of a church-wide dinner. I use it to make notes when workers need to come off, change their service dates, or I have new volunteers to add. I should probably write more in depth about finding volunteers, but for now here are a few time saving tips.
While drafting the new schedule, I often think of potential volunteers to add to my recruiting list. I always like to send notes of encouragement to the volunteers included in their nursery schedule.

Just something simple to say, “I’m glad God has your in our church and I’ve prayed for you this morning.
These can regular volunteers who are willing to take an occasional second shift, or others who can only work on occasion. We put it in the church worship folder (Sunday bulletin) 2 weeks at a time, post it around the church, and I mail ever people their own copy of the 6-week schedule. Most of our schedules end up on people’s refrigerators, so I try to keep it as fridge-friendly as possible.
These posts represent few of the things related to project management using excel that I have learned over the years. Every week you will receive an Excel tip, tutorial, template or example delivered to your inbox. I have thought about it when writing this post, but I didnt mention the exact method to achieve it here. This is particularly true for large and complex projects where there are several tasks and plans always change.
I am sure we can do this in excel too, but it would be too many functions and scaling it would be an issue. While excel cannot fulfill a large scale project's management needs, it works very well for day to day project management stuff be it maintaining issue logs, change logs, listing and tracking activities, reporting, analyzing. You have to make templates, created models and charts before starting to use it for a real project. In addition, it is much more pliable than other products, insofar as its ability to present and manipulate data. My point is you need to look at the alternatives which includes total life cycle cost , creation time, and who will use the information. Unfortunately many people forget the second step and make impossible schedules that would require a machine to follow. Once you know the time limit for the work you need to do, this automatically creates the pressure to come up with a productive schedule. If your job is to improve the performance of a website, for example, it seems easier to start with a certain schedule of working each day, rather than tasks and projects with specific deadlines. The end result is the completion of your project or reaching a specific target set by your employer. For goals that have some uncertainty, such as getting A’s or increasing website traffic, the tasks may vary from the initial plan as you get more feedback. Working on your own schedule can have challenges, but it also gives you the opportunity to do more while working fewer hours. Great for use in school and college, for home schoolers, at work and in business situations, for class trips, activities, field trips, summer camps, conferences and courses & for scheduling meetings of all kinds. It helps to keep these notes in a central location by actually writing them on my copy of the schedule. Seeing the specific need in the bulletin is much more powerful than sending out a generic appeal for help.
What more, as a joining bonus, I am giving away a 25 page eBook containing 95 Excel tips & tricks. One reason is I wanted to keep the series and this tutorial simple and yet share powerful ideas. I've been able to figure out a lot of what I'm doing on my own, but I've hit a wall with this last part.
I will be discussing about effort estimation as part of the 4th installment of this series (will be posting it this week). I also accept that it is not purpose built for gantt charting, dependency mapping and WBS development - but let me tell you, it sure can represent the outputs much more effectively!
If you’re meeting your deadlines, working fewer hours each day isn’t something to be worried about. Too many people prioritize by deadline so they do the tasks that are due tomorrow, today and leave the ones that are due next week for later without even understanding what those tasks entail.
Might want to read up something from there as it has plenty of easy guides on how to stop procrastination. Also perfect for keeping track of your time and making sure you get things done within a limited period! Can you please explain what the two different colors on the chart represent (light blue, dark blue) and the difference between the proposed and actual bars? Meanwhile, you can edit the downloadable workbook on this post and add budget details as well. I have used MS project and a handful of agile software project management tools, but I find excel quite simple and intuitive compared to these complicated tools. Bottom-up approaches make it easy to waste time, and they can cause stress if your work doesn’t fit neatly into your pre-arranged schedule. Use these generic blank templates as school timetable, lesson plan, class schedule, college schedule, meeting schedule, daily scheduler, academic, course or student schedule, bell schedule, to record class times, as a work schedule, work planner, employee schedule, appointment scheduler, time sheet, time tracking tool, for your weekly agenda, as project management tool, team collaboration tool, EMM, ERP, SCM, PLM, CRM, HR, reporting, to do list, for task management or general purposes. I've probably taken on more than I should have with a gantt chart, but I'm too far along to give up now. It is because my company is to cheap and ignorant (of the processes) to buy the software to do project management functions more effectively in less time. Andin my line of business (consulting) I aasure you - not all companies understand, invest, or even want to use the more complex tools.
Timetable your daily errands, tasks, chores and appointments, schedule time with your kids and family commitments, use as activity or exercise scheduler, make time for your interests and hobbies, or keep track of your goals.
The templates are easy to use and fully editable, customizable and reusable – simply download, fill in your details, save and print.

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