Excel Team Calendar Template Download: Plan Monthly Schedule

Task Planning - Monthly Team Plan

When managing a small team, it is vital that a manager has all the tools required to do capacity or workload planning. This calendar-based template allows resource planning for the team by using a matrix of resources, dates, and tasks.

Monthly Team Task Planning

Team Task or Workload Management Best Practices

• Have special planning meetings on fixed, regular intervals with the team for task management.

• Clearly set an agenda for the meeting with goals defined.

• Run the meeting as a workshop so that you can get the best output from the team.

• Ask questions about why certain tasks have to be done.

• Understand any recurring tasks which need to happen monthly.

• Take input from management and key stakeholders about priorities.

• Take into account working arrangements (part-time/full time).

• Take into account leave plans, public holidays, weekend work, etc.

• Always include some contingency or buffer in case of unplanned leaves (sick etc.).

• Once the plan is finalized, publish the plan to the team and give time for providing feedback.

• Only after the team is comfortable publishing the plan to all the key stakeholders.

Task Planning

Using the excel version

• The excel version has two tabs - plan and config.

• The planning tab has the matrix for resources, tasks, and dates.

• The config tab has a resource list and projects. Resources can be defined in the config tab.

• The projects can be tasks or projects.

• Some tasks are default and should not be changed.

• Resource availability is highlighted in green, leave in red, weekend work in red, Holiday is red.

• Availability, Leave, and Holiday tasks have been coded using conditional formatting, so changing any text for these types of tasks is not recommended as it might affect the color display.

• You may also like the leave planner template to manage Team Leave Plan Calendar.

Using the PowerPoint(PPT) Version

Monthly Task Planning Template PPT

• The PPT version is simple and is confined to one page.

• Similar to excel, resources are on the left and dates with tasks on the right.

• Available highlighted in green and leave in red.

• One difference between the two is that in the PPT, you can allocate % (percentage).

• The PPT is flexible as you can change the colors of the allocations as needed.