There are situations in life that may require you to set up a schedule. These range from planning for a wedding to running a business to working out who does which household chore. You may just want to manage your time better or ensure that you complete a specific task quickly. Whatever the reason, setting up a rota schedule can help keep things organised.

The problem is, setting up a rota can be tricky. Balancing the needs of the task with the people completing them is hard.

In this article, we will discuss what a rota schedule is, why you might need one, and the various tools available to help. Let’s start with the basics.

What is a rota schedule?

A rota schedule (also known simply as a rota or roster) is a way to manage time and tasks efficiently. We set most rota schedules out in calendar format (or a table) with tasks and those responsible for them placed in the correct place.

What formats can a rota schedule come in?

We can create Rota schedules in many formats, including:

  • Paper-based. This is the old-fashioned way of creating a rota. Paper-based schedules are often simply a table with time slots and tasks. There may also feature the name of the person (s) who will complete the task.
  • Spreadsheet-based schedule. Spreadsheet software is great for creating rosters. The tabular format of the software is a good fit for calendar-based rotas. They are also easier to amend than paper-based solutions.
  • Specific rota scheduling software. There are many rota creation software tools available. These make creating rota’s easy and may provide additional features.

rota schedule by Papershift

Why might you need a rota schedule?

There are many reasons to create a rota schedule, including:

· Cleaning rota. If you live in shared accommodation, keeping it clean may be problematic. A cleaning rota will help ensure the property is tidy, and that everyone does their part.

· A duty rota. We usually create duty-based rotas for work where they will create a schedule for tasks. They can also divide tasks between staff or give specific responsibilities at different times.

· Household rota. If you share a house with others, you may set up a rota to divide up chores. Similar to a cleaning rota, this will show who does what at any given time. It may involve non-cleaning tasks like shopping, gardening, etc.

What does a rota schedule look like?

A rota schedule can look different depending on how you set it up. On paper or a spreadsheet, it may look like a table. In software, it will still be tabular in nature but may be hidden behind a user interface.

In all formats, the rota schedule will divide days/dates into time slots that allow for the easy placing of tasks.

What about rota scheduling software?

Rota scheduling software makes creating rotas simple. By inputting tasks, their times, and who handles them, you can set up a schedule up with ease. They also make amending tasks as simple as changing a couple of variables.

Most rota scheduling software applications are free, but some cost a one-off or monthly fee. Some even come in app format, allowing you to use a smartphone to edit and view rosters remotely.

Try Papershifts rota software free for 14 days or signup for a free demo.

Written by Siva

I write & describe the value & benefits delivered by Paperhift's rota planning, staff time tracking, and employee payroll management software. Especially useful for Shift Planners, Rota Managers, Team Admins, and HR Teams 🙂

Illustration by Icons 8 from Ouch!